From sending quick updates to tracking important messages, everything stays clean, centralized, and tied to your client records.

By syncing your email with Hubflo, you can:

• Send and receive emails directly from Hubflo

• Track when clients open your emails

• View and manage calendar events and tasks

• Create new contacts from emails in one click

How to connect your email

1. To get started navigate to your Hubflo dashboard, click on the Emails icon (you’ll find it in the left-hand menu)

2. Choose your email provider:

   • Gmail / Google Workspace

   • Outlook / Microsoft 365

   • Other – Click "See all providers" then choose "Custom IMAP settings" for providers like IONOS or Zoho

Important: Your email is fully encrypted and GDPR-compliant. Hubflo never stores or accesses the content of your inbox.

3. Log in and follow the prompts to authorize Hubflo to connect to your inbox and calendar. Make sure to grant all permissions, this ensures that email sync, tracking, and the calendar work correctly.

Note: If you ever need to disable your email and calendar connection, please reach out to our Support team via the chat bubble or at [email protected].

Compose an email

To get started, open the Hubflo sidebar.

1. Click the email icon at the top

2. Select New Email to compose a new message

When writing a new email, you can:

• Add a recipient from your Hubflo contacts

• Choose one of three methods to create the message:

  1. Use a Template. Templates are especially helpful for repeatable tasks like onboarding, follow-ups, or invoice reminders.

  2. Write from Scratch

  3. Write with Hubflo AI

Create contacts from emails

Once connected, you can turn any email into a new contact:

1. Open the email

2. Look to the right, under the sender’s email address

3. Click “Create Contact”

You’ll also see the option to link that contact and email to a Project, so all your communication stays organized.

Note: Remember the Projects module can be renamed to match your business.
Call it Jobs, Matters, Campaigns, Cases, or anything else that fits how you work, head to Getting started with Projects to learn more.

Organized inbox by contact type

Hubflo automatically organizes your emails by contact type:

• Leads

• Clients

• Partners

• Contractors

• Other

Each type has its own tab, so you can easily stay on top of conversations without mixing messages across accounts.

Use Hubflo's writing assistant

If you want help writing your message, Hubflo AI is here to speed things up.

Use Hubflo AI to:

• Auto-generate full email drafts

• Customize tone and audience

• Translate, shorten, rephrase, or improve clarity

Just enter:

• What you want to say (e.g., "follow-up on the kickoff call")

• Who you’re writing to (e.g., client, prospect, previous client)

• The tone (professional, relaxed, cool, or formal)

Then click Generate a draft to preview your message.

You can highlight any word or sentence in the email and use the options in the bottom-right corner of the editor to:

• Correct grammar or typos.

• Rephrase for clarity or tone.

• Complete an unfinished sentence or paragraph.

• Click the ✨ icon to shorten your message, change tones, or translate it.

Email settings

In Settings → My Profile, you can manage how your emails and calendar behave in Hubflo. Here's what you can configure:

• Automatically add contacts to Hubflo when they appear in your calendar events

• Set emails and meetings to be visible by default on contact or project pages

• Customize your email signature for all emails sent through Hubflo

💬 Need help? Chat with us directly in your Hubflo dashboard or email us at [email protected]—we’re happy to help!