# Inboxes

> Connect your email, calendar and messaging accounts, see what Fondaro keeps, and manage how many inboxes your agency has.

Connect your own email, calendar and messaging accounts and everything a lead says lands on the lead, while you reply from Fondaro. Each person connects their own on **Settings › Me › Inboxes**.

The page groups them as **Email and calendar** (Google, Microsoft or **Other mailbox**), **Messaging** ([WhatsApp](https://www.fondaro.com/docs/dashboard/integrations/whatsapp.md), [Telegram](https://www.fondaro.com/docs/dashboard/integrations/telegram.md)) and **Social** ([Instagram](https://www.fondaro.com/docs/dashboard/integrations/instagram.md), [LinkedIn](https://www.fondaro.com/docs/dashboard/integrations/linkedin.md)). Each person can connect one of each.

## Connect your email and calendar

1. Open **Settings › Me › Inboxes** and choose **Connect Google**, **Connect Microsoft** or **Other mailbox** (after your first inbox, select **Connect** at the top).
2. While your team has an inbox free, you connect straight away. When every inbox is in use, an admin sees **Add an inbox** and a team member sees **Ask your admin** (see below).
3. Sign in to your account. Google and Microsoft show our connection partner's name on their consent screen; that is expected. Select **Allow**.
4. The page reads **Connecting** for a few seconds, then shows your address.

For **Other mailbox** (iCloud, Yahoo, Zoho or your website's mailbox), sign in with your email address and password, or the app password your provider gives you.

> **Note:** Some Microsoft 365 organizations only let their IT admin approve new apps. If yours does, the page says so and gives you a link to send them. Once they approve it, select **Connect** again.

## See your email on your leads

Once connected, every email between you and a lead shows on that lead, usually within a minute: replies, emails you send from Gmail or Outlook yourself, and new emails from the lead. There is nothing to forward or copy in. When you first connect, Fondaro brings in the last 90 days of emails with your existing leads.

For older email with a lead, open the lead's **•••** menu and choose **Find past emails**. Deleting an email in your mailbox does not remove it from the lead.

## Choose which calendars show

A Google or Microsoft account can hold several calendars (Work, Personal, Viewings). They are listed under the account's row.

Only calendars that are yours are listed. Calendars colleagues shared with you in Google or Outlook are listed for admins only.

- Tick a calendar to show its events on your [Calendar](https://www.fondaro.com/docs/dashboard/calendar.md). Your main calendar always shows.
- Made a new one? Select **Refresh calendars**.
- When you can write to more than one, a new event shows a **Calendar** row to pick where it goes.

## Answer someone new

When someone who is not a lead writes to you, by email or on a connected messaging account, their message shows in your [Inbox](https://www.fondaro.com/docs/dashboard/inbox.md) as a new conversation. Only clear spam and automatic mail are left out, unless an admin chose to let through fewer people (see [Choose who reaches your Inbox](#choose-who-reaches-your-inbox)). Reply, then choose:

- **Add as lead**: the new-lead form opens, filled in from the messages. Every message from that person moves onto the lead.
- **Link to lead**: they are already a lead, for example writing from a second address.
- **Not a lead**: the messages are deleted from Fondaro.

A new conversation you don't decide on is deleted after 14 days.

Portal enquiry emails (Idealista, Fotocasa, Kyero, thinkSPAIN, Rightmove Overseas and others) become leads on their own, routed the way your agency routes new leads. If the sender is already a lead, the enquiry goes on that lead.

## When every inbox is in use

Your plan includes one inbox for each person in your agency, and your admins can add more. Anyone on the team connects while one is free.

- **As an admin**: Connect says "All 7 inboxes are in use." Select **Add an inbox**, check what is due today and select **Confirm**. Your connection then starts.
- **As a team member**: you see "All your team's inboxes are in use." Select **Ask your admin**. Your admins get a notification and a row in their Inbox. When an admin adds an inbox and allows it, you get a notification. Connect as usual.

Reconnecting an inbox you already have never needs an admin.

## Reconnect or disconnect

When an inbox **Needs reconnecting** (for example after you change your password), Fondaro tells you on Inboxes, with a notification and by email. Select **Reconnect** and sign in again. It uses no extra inbox.

To disconnect, open the row's **⋮** menu, choose **Disconnect** and confirm. Conversations already on your leads stay.

## Manage your agency's inboxes

As an admin, **Inboxes** also shows your whole agency: how many are in use (for example "6 of 7 in use"), your own inboxes under your name marked **You**, then the **Inboxes** row, then **Agency** (your shared mailbox), then each person's inboxes, each marked **Included** or **Paid**.

- **Change how many inboxes you have**: on the **Inboxes** row ("5 included · 2 at €10 a month"), select **Change**. Use **−** and **+**, check the preview and select **Confirm**. Adding one is charged now for the rest of the month; removing one credits the unused days on your next invoice. You can't go below the inboxes connected now: disconnect one first. The same is under **Change inboxes** on [Billing](https://www.fondaro.com/docs/dashboard/billing.md).
- **Answer a request**: requests show under **Asked for an inbox**. Select **Allow**, or **Decline**. When every inbox is in use, **Allow** reads **Add an inbox**: confirm the extra inbox and the request is allowed.
- **Share an inbox**: open its **⋮** menu and use **Who can use it**. The people you tick see its new conversations and can send from it. It shows under **Assigned to you** for them.
- **Remove someone's inbox**: choose **Disconnect** in its menu. You can't connect an inbox for someone else. When a member leaves your agency, their inboxes are disconnected.

### Choose who reaches your Inbox

Under **Who reaches your Inbox**, an admin picks one of three for every connected inbox in the agency. People who are already your leads always come through.

- **Smart filter**: your leads, plus new people writing about buying, renting or selling a home. Ask Fondaro reads each new person's first message. When it is not sure, or cannot read it (a missed call, a voice note), the message comes through. Now and then it may hold back someone you wanted, and what it holds back is not saved.
- **Only your leads**: only people already in your leads. Portal enquiry emails and anyone new are not saved, so no new leads come from your inbox.
- **Everyone** (the default): your leads and everyone else who writes, except clear spam and automatic mail.

The choice saves straight away and applies from the next message. New conversations already in the Inbox stay until someone decides on them or they are deleted after 14 days. A message that was held back is not brought back if you change the choice later.

If more inboxes are connected than your plan has (for example a member who had none left your agency), nothing is disconnected: Fondaro adds the extra inboxes to your plan, from your next invoice.

## What Fondaro keeps

Fondaro keeps your conversations with leads. When someone new writes, their messages are kept for up to 14 days while you decide, unless your agency chose to let fewer people through (see [Choose who reaches your Inbox](#choose-who-reaches-your-inbox)). Newsletters, automatic mail and mail from your own team are only read to sort them, and never stored. Nothing is sent from your inbox without you: Ask Fondaro drafts, you press send.

## Price

| What | How |
|---|---|
| Included | One inbox for each person in your agency, shared across your team. The included ones are your agency's oldest connected inboxes, whoever connected them. |
| Each extra inbox | €10 a month ($11 if you are billed in US dollars), shown on your invoice as **Extra inboxes** |
| When it is charged | When an admin adds it, for the rest of the month, then at the start of each month like your people |
| Removing one | The unused days come off your next invoice |

One inbox is one connected account: an email with its calendar, a shared mailbox, or a messaging account (WhatsApp, Instagram, LinkedIn, Telegram). Foundation and Growth include inboxes the same way: one for each person in your agency. See [Billing](https://www.fondaro.com/docs/dashboard/billing.md).

Source: https://www.fondaro.com/docs/dashboard/integrations/connected-accounts