> ## Documentation Index
> Fetch the complete documentation index at: https://docs.propilotapp.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Managing and deleting email imported from Gmail

> What ProPilot imports when you connect Gmail, how to stop new imports, and how to delete email that has already been imported into your CRM.

When an administrator connects a shared Google account, ProPilot can send email from that mailbox and import incoming email into your CRM so your team can follow each conversation in one place. ProPilot imports only two kinds of incoming email: replies to conversations your team started from ProPilot, and messages from contacts already saved in your CRM. Any other mail in the mailbox is never imported or stored.

<Info title="Key things to know">
  * ProPilot imports only replies to conversations you started and messages from your saved contacts. It does not read or store the rest of the mailbox.
  * Imported email is saved as CRM records, including the subject, body, sender and recipient, and any attachments.
  * Disconnecting the Google account stops all new imports right away, but it does not remove email that was already imported.
  * Deleting your organization permanently removes everything ProPilot imported, including attachments.
</Info>

## Connect the Google account

An administrator connects the shared Google account from Settings, in the **Email Sending** panel, with **Sign in with Gmail**. On Google's permission screen, check **both** permission boxes:

* **Send email on your behalf** - lets your team send email from the connected address.
* **View your email messages and settings** - lets ProPilot bring matching replies into your conversations.

If **Send email on your behalf** is left unchecked, the connection fails and you are asked to try again. If **View your email messages and settings** is left unchecked, sending still works but replies stay in Gmail and do not appear in ProPilot - reconnect with **Grant inbox access** and check the box to fix it.

## What ProPilot imports

ProPilot imports an incoming email only when it matches one of these:

* It is a reply to a conversation a member started from ProPilot.
* It is from a contact already saved in your CRM.

Matching email is added to the matching conversation so the whole exchange is visible together. Unrelated mail in the connected mailbox is never imported, stored, or analyzed. ProPilot does not use your Gmail data to train AI models.

## Start importing email from someone new

To bring a new sender into ProPilot - a wholesaler, a title company, an agent you met offline - save them as a contact with the email address they write from. That is all it takes. You do not have to email them first.

<Steps>
  <Step title="Add them as a contact">
    Open [Settings > Advanced Settings > Contacts](/settings/advanced-settings/contacts), click **Add contact**, and enter their name, role, and email address.
  </Step>

  <Step title="Use the address they actually send from">
    The email on the contact has to match the From address on their messages. If they write from a different address than the one you saved, ProPilot has nothing to match on and the message is not imported.
  </Step>

  <Step title="Wait for their next email">
    Their next incoming message appears in [Messages](/features/messages) under that contact. Emailing them first is optional - it just adds a second way for their replies to be recognized, because any reply to a thread you started from ProPilot is imported no matter who sends it.
  </Step>
</Steps>

<Note>
  It works in reverse too: deleting a contact stops ProPilot from importing anything further from that person, including replies to threads you already started with them.
</Note>

## Stop importing new email

Disconnecting the connected Google account is the fastest way to stop ProPilot from importing any further email. This is an administrator action.

<Steps>
  <Step title="Open your email settings">
    Go to Settings and find the Gmail panel for your organization.
  </Step>

  <Step title="Disconnect the account">
    Select Disconnect and confirm. ProPilot immediately stops importing new email and revokes its access to the mailbox.
  </Step>
</Steps>

<Note>
  Disconnecting stops future imports and revokes access. Email that was already imported stays in your CRM until you delete it using one of the options below.
</Note>

## Delete email that was already imported

<CardGroup cols={2}>
  <Card title="Delete everything" icon="trash">
    Deleting your organization permanently removes all imported email, attachments, and the Gmail connection. An administrator can do this from your billing settings using Delete organization.
  </Card>

  <Card title="Delete specific email" icon="envelope">
    To remove specific imported emails, a whole conversation, or all email imported from your Gmail account, contact us at [contact@propilotapp.com](mailto:contact@propilotapp.com) and we will delete it for you.
  </Card>
</CardGroup>

<Note>
  Related settings: [Email Setup](/features/email-setup) and [Email Forwarding](/settings/advanced-settings/communication).
</Note>

## Common questions

<AccordionGroup>
  <Accordion title="Does ProPilot read my entire inbox?">
    No. ProPilot imports only replies to conversations your team started and messages from contacts already saved in your CRM. Everything else in the mailbox is ignored.
  </Accordion>

  <Accordion title="How do I start getting a wholesaler's emails into ProPilot?">
    Save them as a contact with the email address they send from, in [Settings > Advanced Settings > Contacts](/settings/advanced-settings/contacts). Their next incoming message is imported automatically. You do not need to email them first, and you do not need to attach them to a property.
  </Accordion>

  <Accordion title="I saved the contact, so why didn't their email come in?">
    The most common reason is that the message came from a different address than the one on the contact - a second alias, a personal account, or an assistant writing on their behalf. Open the email in Gmail, check the exact From address, and either update the contact or save the other address as its own contact. Emails from before you saved the contact are not imported retroactively either; only new mail is.
  </Accordion>

  <Accordion title="Someone who isn't my contact replied inside one of my threads. Does that come in?">
    Yes. Any reply to a conversation you started from ProPilot is imported, whoever sends it, so a colleague or an assistant looping themselves in stays visible. Those messages are marked **Sent by someone else** with the sending address, so they are not mistaken for your contact's own reply.
  </Accordion>

  <Accordion title="Are attachments imported, and can they be deleted?">
    Attachments on imported email are stored with the message in your CRM. They are removed when the imported email is deleted, and they are permanently removed when you delete your organization.
  </Accordion>

  <Accordion title="If I disconnect Gmail, is my imported email deleted?">
    No. Disconnecting stops all new imports and revokes access, but email that was already imported stays in your CRM until you delete it. Use one of the deletion options above to remove it.
  </Accordion>

  <Accordion title="How do I delete everything ProPilot imported?">
    Deleting your organization permanently removes every imported email and attachment along with the Gmail connection. You can also contact us at [contact@propilotapp.com](mailto:contact@propilotapp.com) to request deletion of specific items or everything ProPilot imported.
  </Accordion>

  <Accordion title="Is my Gmail data used to train AI?">
    No. ProPilot does not use data from your Google account to develop, improve, or train AI models.
  </Accordion>
</AccordionGroup>