Table of Contents
Overview
Emails that are sent from Aspire will go out through your Gmail or MS 365 and will show up in your sent folder.
It's possible to pull selected emails from your MS 365 or Gmail and have them loaded back into Aspire.
In addition, calendar appointments created either in Aspire, Gmail, or MS365 sync in either direction. Recurring appointments must be scheduled in MS365 or Gmail, but if synced, will appear in Aspire.
📌 Note: Even if the calendar sync is turned on, any appointments or calendar events created outside of Aspire will be read-only. Additionally, when syncing email with Aspire, any mail enabled groups such as distribution groups, lists, or shared mailboxes will not work.
Syncing Your Microsoft 365 Email and Calendar to Aspire
Syncing a Microsoft 365 account differs from syncing a Microsoft Exchange account. Exchange is no longer supported. Both Microsoft 365 and Google support Multi-Factor Authentication (MFA).
A couple notes about Microsoft 365:
Modern cloud-based and supported by Microsoft.
Access email from anywhere
IT may refer to their setup as Exchange Hybrid or Exchange Online
Supports MFA (Multi-Factor Authentication)
Instructions:
Click Settings next to the Profile icon in the bottom left corner of the Aspire menu. Click Settings again.
Select the Sync Email and Sync Calendar options. Select Sync Aspire Folder if you want copies of emails to appear under customer's activities.
By selecting Sync Aspire Folder, two folders will be added to the MS365 account - Aspire and Processed.
Once clicked and synced effectively, any email you get in your inbox and you drag into this folder, will sync with Aspire and sync to the customer’s Activities in their Contact record.
📌 Note: The processed subfolder appears only for those that use MS365. Gmail users would not see the Processed folder.
To get the emails to sync to Aspire, you would have to manually drag emails into the Aspire folder when an email comes in your inbox.
The Regarding field is not filled out when emails are dragged into this folder. Once you are back in Aspire, you could enter information into the Regarding field and attach it to an opportunity, property or work ticket. This makes sure the email will appear in other modules of Aspire and not just under the customer's Activities. To tell the difference between emails sent in Aspire vs. sent from your email client, Re: will be included in the subject line of your email.
Keep in mind the following information:
A valid email address is required for the Sync to work.
A Sync happens once an hour.
3. Choose a Calendar Privacy Setting.
📌 Note: A Public calendar privacy setting makes the calendar visible to all company members.
📌 Note: A Private calendar privacy setting will make appointment details visible only to those within the company that the calendar is shared with. The names of those that the calendar is shared with will populate in the Shared With field. If the calendar is not shared, those company members will only be able to view a block of time without appointment details.
4. Select Microsoft 365 from the Provider drop-down menu.
5. Click the Save button in the top right corner of the screen.
After clicking Save, a login prompt from Microsoft 365 will appear. If MFA is enabled, the opted MFA process will take place after the correct email address and password details are entered within the MS365 login prompt.
If MFA is not enabled, the account will be authenticated after the correct email address and password details are submitted within the login prompt from Microsoft 365.
⚠️ For MS365 users, only sync one Aspire user per MS365 email account. Syncing multiple Aspire users to a single MS365 account could trigger throttling from MS365 due to spam-like behavior (high number of sent items queuing up simultaneously). Aspire will then have no control over forcing items through, like end of the month invoices.
Syncing Your Google Email and Calendar to Aspire
Syncing a Google account differs from syncing an Exchange account. Both Google and Microsoft 365 support Multi-Factor Authentication (MFA).
Click Settings next to the Profile icon in the bottom left corner of the Aspire menu. Click Settings again.
Select the Sync Email and Sync Calendar options
Note: Select Sync Aspire Folder to view emails that originate in Aspire from the Google account. By selecting this option, two folders will be added to the Google account - Aspire and Processed. Emails moved or copied into the Aspire folder will be copied into Aspire and then moved into the Processed folder. Keep in mind the following information:
A valid email address is required for the sync to work.
A Sync happens once an hour.
Choose a Calendar Privacy setting.
Note: A Public calendar privacy setting makes the calendar visible to all company members.
Note: A Private calendar setting will make appointment details visible only to those within the company that the calendar is shared with. The names of those that the calendar is shared with will populate in the Shared With field. If the calendar is not shared, those company members will only be able to view a block of time without appointment details.
Select Google from the Provider drop-down menu.
Enter the work email address for a Google account.
Click the Save button in the top right corner of the screen.
Note: If Multi-Factor Authentication is enabled, the opted Google MFA process will take place after Save is clicked. If MFA is not enabled, the account will be authenticated after the correct email address and password are provided within the login prompt from Google.
Resyncing Your Email and Calendar
If your emails, when your account is synced, are showing as Undeliverable or your emails are sending to the wrong locations, consider resyncing your email and calendar.
You will need to do the following:
From the Home Screen, click Settings
Then click Settings again
Your User Settings screen will appear. Uncheck the Sync Email and Sync Calendar checkboxes under the Sync section.
Select Save in the upper right corner of the screen.
Go back into your User Settings screen.
Check the boxes again you need to sync, choose your email provider, and then fill out the required information again.
Once finished following the specific email provider's steps, click Save.
🧠 If this does not fix your issue, reach out to the AspireCare team for additional troubleshooting!