Keep all your client conversations in one centralized place. With Email Integration, you can email leads and booked clients directly from their record in Aisle Planner, and the entire thread will automatically sync with your regular email inbox.
Whether you are capturing a new lead or managing an active project, this integration ensures your communication stays organized, visible, and easy to track—without constantly jumping between tabs.
Getting Started
To use this feature, you first need to link your external email provider (Gmail, Apple iCloud, or Microsoft Outlook) to your Aisle Planner account using AP Connect.
Navigate to your Business Settings ⚙️ then the INTEGRATIONS tab
Select your email provider to link your account.
(If you haven't set up AP Connect yet, [click here for step-by-step instructions]).
Three Things to Know About Email Permissions
Because email visibility involves privacy and security, there are a few strict rules regarding who can set up and view integrated emails:
Team Access Requires Approval: Account Owners are automatically enabled for AP Connect. However, teammates must be manually enabled by the Account Owner before they can integrate their own email or use the scheduling assistant (Note: Additional AP Connect fees may apply for team members).
Viewing Replies: To actually read the back-and-forth email threads between a client and your company inside Aisle Planner, a user must be enabled for AP Connect and have their external inbox successfully linked.
Sending Without Syncing: If a team member is not enabled for AP Connect, they can still send outgoing Document emails from Aisle Planner. However, they will not have visibility into the replies or the ongoing email exchange within the platform.
Sending Emails to a Lead
Once your email integration is set up, you can compose and send emails directly from your Lead Manager in three convenient locations:
Inside a Lead Record: Click the gold Actions arrow in the top right corner and select Send Email.
From the Lead Index: Click the three dots (More Options) icon next to any lead row and select Send Email.
The Lead's Email Center: Navigate directly to the lead's dedicated Email Center tab.
Tracking Sent Emails & Threads
From the Lead: You can view the email thread from within the lead's record Email tab, or from the 3-dot or Actions menu to 'View All Emails'.
From Lead to Project: When you convert a lead into an active project, your email history carries over seamlessly. You can continue existing email threads directly from the Client Record under the project's Activity Log.
Important Note on Email Privacy: Emails sent via AP Connect are currently visible only to the sender. Assigned team members will not be able to view email exchanges sent by another user unless they are logged in under that sender's account.
Customizing & Formatting a Lead Email
If you have set up email branding in your settings, the same branding with logo and/or footer will be applied to your lead emails.
In addition to branding, here are the other formatting options you have with the lead email feature:
You can add 1 or more email recipients, as well as CC and BCC additional persons and/or team members. To add multiple emails, separate each email with a comma (,).
If the lead has an email address entered in their record, that email address will automatically populate in the recipient field.
Currently, only the ORIGINAL sender can reply and receive in-app notifications. You must originate the email to be able to continue replying in the email chain.
Customize your subject line, as well as the email message (text formatting). Below are the current Email Text Formatting Options
Utilize your current Email Templates
Please note, current email templates are not formatted and therefore will need to be edited once populated in the new message body including bolding, italicizing, or underlining. You can now also add embedded links both to locations within AP as well as external links.
Attach files (PDF, images, Word Doc, Excel, etc.)
The max file size is: 2.86 Mb
You can attach as many files as you would like to the email as long as you do not exceed the max file size
Preview your email before sending it to a lead
When previewing an email, make sure to use the 'Back to Editor' button at the bottom vs hitting the Back button on your browser. (this may require scrolling down depending on screen size) Hitting the browser back button will result in the loss of all content created in the email
Email and Document Visibility Rules
If you encounter issues such as not finding the email option in the Client Record, ensure that emailing is initiated from the Lead Record. Additionally, starting emails from the Lead Record before converting to a project ensures continuity in the email thread.
AP Connect Email Visibility Rules
Only users who are enabled for AP Connect and integrated with an external email provider (e.g., Google, Outlook, iCloud) can view emails exchanged between a client and the company.
Users who are not enabled for AP Connect or not integrated with an external email provider can still send emails, but they will not have visibility into the email exchanges.
Lead Email and Document Sharing Permissions
Emails sent via AP Connect are visible only to the sender and not to the assigned team members.
Documents such as proposals or invoices sent from a lead or opportunity are visible to assigned team members, provided they have the necessary permissions.
Ensure that team members have the appropriate permissions to access shared documents associated with a lead.
General Guidelines for User Permissions and Integration
To maximize visibility and collaboration, ensure that users are properly enabled for AP Connect and integrated with an external email provider.
Regularly review and update team member permissions to ensure they align with your organization’s collaboration needs.
Use Aisle Planner’s permission settings to control access to sensitive client communications and documents.
Additionally, consider using Comments for client communication. Comments can be tied to specific tools and trigger email notifications, helping to manage conversations alongside your work.