What syncs, and who sees it

One connection per person

Each teammate connects their own Google account in Settings › Channels. An admin cannot do it for you, because it is your inbox. Until you connect, the mail you exchange with clients stays invisible to KretaOS. On Settings › Team, an admin can see who has not connected Google yet.

Press Connect Google, pick your work account, and allow the access Google asks for. KretaOS asks to read, send and see your calendar. You can disconnect at any time from the same page.

What comes in

KretaOS does not copy your whole inbox. It brings in mail with the people you have on record — the contacts at your clients, leads and partners — and files each message on the right client's timeline.

• Email. Sent and received messages with a known contact land on that client's page. New mail arrives by itself roughly every half hour. Sync now pulls it in straight away.
• Calendar. A meeting on your Google Calendar is logged on the client's timeline once it has ended, as long as a client contact was invited. Declined, cancelled and all-day events are left out.
• Attachments. The names and sizes of files a client sent you show up on the message. You can save one to the Library from there.

Mail from people who are not on record stays in Gmail. If someone new matters, add them as a contact. Their next message will find its way in.

Who sees a synced message

This is the part people ask about most. Your inbox is personal, so synced mail is private by default.

Under the default setting, Participants only, a synced message is visible only to:

• the teammate whose inbox it came from, and
• teammates who were on it — in From, To or Cc.

Admins are included in that rule. Being an admin does not open someone else's mail. Neither does being added to a client's team. Meetings pulled in from someone's Google Calendar follow the same rule as their mail.

Some things are always shared with the whole team, because they say that something happened, not what was said:

• the client's last-touched date, relationship score and counts
• anything logged on purpose — notes, calls, meetings you typed, imports
• the facts learned from a recorded meeting or an added transcript. The recording's own audio, transcript and notes follow your workspace's privacy mode for recordings — by default only the person who recorded it can open them

What this means day to day

When you open a client's page, you see every note and call your team logged, plus the mail you were part of. A colleague on the same client sees the same notes, plus their mail. Nobody has to forward anything, and nobody reads a thread they were not on.

Try it

1. Open Settings, then Channels, and press Connect Google.
2. When you are back, wait a few minutes while your recent mail comes in by itself.
3. Open Clients, pick a client you email often, and look for your recent mail on their timeline.
4. Ask your admin which privacy mode your workspace uses, or read Who sees synced mail.