Link Your Email Account

This guide helps you connect an email account in Vuuli from Settings > Email settings.

Goal

By the end of this guide, Vuuli sends messages from a connected mailbox. Custom email accounts use IMAP inbox sync so replies appear in the mail and contact activity views.

Choose the Connection Type

Vuuli has two email account areas:

• Gmail Integration uses Google OAuth for a quick setup. Gmail accounts can send email from Vuuli. Inbox sync is not yet available for Gmail accounts.
• Custom Email Accounts use SMTP for sending and IMAP for receiving. Use this for Outlook, ProtonMail, custom domains, or any provider that gives you SMTP/IMAP settings.

Before You Start

For a custom email account, collect these settings from your email provider or IT admin:

• Email address.
• Sender name.
• SMTP server hostname.
• SMTP port, usually 465 for SSL or 587 for STARTTLS.
• IMAP server hostname.
• IMAP port, usually 993 for SSL.
• Username, often the full email address.
• Password or app password.
• Required encryption type for both SMTP and IMAP.

If your provider supports app passwords, create one for Vuuli instead of using your normal mailbox password.

1. Open Email Settings

In Vuuli, open Settings > Email settings.

If the sidebar does not show any connected mailboxes under Mail, it will show Connect email. That opens the same email settings area.

2. Connect Gmail

In Gmail Integration, choose Connect Gmail and complete the Google sign-in flow.

After connection, the Gmail account card includes account actions: Validate, Resync, Permissions, and Disconnect.

Use custom SMTP/IMAP instead of Gmail if your team needs the Vuuli inbox to show incoming replies from that account.

3. Create a Custom Email Account

In Custom Email Accounts, choose Add New Account. Enter the email address and password or app password for the mailbox.

The form includes Quick Setup - Provider Preset. Select a provider when you use Outlook / Office 365, Yahoo Mail, iCloud Mail, Zoho Mail, Hostinger, or Zoner. Vuuli fills the SMTP and IMAP settings from that selection.

Select Custom Settings when you use another provider or a custom-domain mail service. Fill the SMTP and IMAP fields manually.

4. Enter Sending Settings

Fill in the SMTP settings:

• SMTP host.
• SMTP port.
• Use SSL or Use STARTTLS, matching the provider's required encryption.
• Username.
• Password or app password.
• Sender email address.
• Sender name.

Use the same sender address as the mailbox you are connecting unless your provider has explicitly configured another allowed sender.

Choose Test SMTP Connection before you use the mailbox in a campaign.

5. Enter Receiving Settings

Fill in the IMAP settings:

• IMAP host.
• IMAP port.
• Use SSL or Use STARTTLS, matching the provider's required encryption.
• Username.
• Password or app password.

IMAP lets Vuuli read replies and keep email activity connected to the right contacts and campaigns.

Choose Test IMAP Connection before you rely on inbox sync.

6. Set Contact Sync and Permissions

Enable Contact Sync if you want Vuuli to automatically create contacts from email senders.

Use Permissions to control what other workspace members can do with the mailbox:

• Read allows members to read emails from the account.
• Send allows members to send using the account.
• Edit allows members to change email account settings.
• Delete allows members to delete emails from the account.
• Campaign allows members to use the account for email campaigns.

7. Save and Test With a Real Message

Save the account and run the connection test if Vuuli asks for one.

If the test fails, check the most common issues first:

• The username should be the full email address.
• The password should be an app password when the provider requires one.
• The SMTP and IMAP ports should match the selected encryption method.
• IMAP access must be enabled in the mailbox provider's settings.
• Your provider or firewall may block sign-ins from third-party apps.

After the connection succeeds, send a short test message to an address you control. Reply to that message and confirm the reply appears in the expected Vuuli email activity view.

Do not start a campaign until sending works. If you are using a custom email account for reply tracking, also confirm IMAP sync works.

Check the Account

Before using the mailbox for outreach, confirm that:

• SMTP sending works.
• IMAP reply reading works when you need inbox sync.
• The sender name and email address are correct.
• Replies go to an inbox someone monitors.
• The mailbox provider allows Vuuli to use the account for sales email.
• The correct workspace members have permission to read, send, edit, delete, and use the account in campaigns.