Connect your business mailbox

Goal

Connect the mailbox you use for client email, so 4fleet can read incoming messages in the Inbox and send quotes and other emails from your address.

Prerequisites

• You are an Owner or Admin.
• Your plan includes email integration and has a free mailbox slot. The Email accounts tab shows how many accounts you have used.
• You have the mailbox address and its password. For Gmail, Yahoo and iCloud addresses you need an app password instead of the normal password.
• IMAP access is switched on at your mailbox provider.

Steps

1. Open Settings > Communications > Email accounts.
2. Select Add email account. The Connect your mailbox window opens.
3. Enter your address in Your work email address and select Continue. 4fleet looks up the mail servers for that address, so you do not type them in.
4. Enter the mailbox password in Email password.
5. If the mail servers must be checked or changed, select Advanced settings and review IMAP host, IMAP port, SMTP host, SMTP port and Use TLS. Use IMAP port 993 or 143, and SMTP port 465, 587, 25 or 2525.
6. Select Connect. 4fleet signs in to both the receiving (IMAP) and the sending (SMTP) server before it saves anything.
7. When the window shows Connected, select Go to Inbox.
8. Back in Settings > Communications > Email accounts, open Account actions on the new row and select Test connection. A "Connection test successful" message confirms the sending connection.
9. If you connect more than one mailbox, select Set as default on the one that should be the first sender when you write an email in the Inbox.

Expected result

The mailbox is listed with the status Connected. New client emails start to appear in the Inbox, and emails you send from 4fleet use this address.

Troubleshooting

• If the window says the server refused the password, check the password. For Gmail, Yahoo and iCloud addresses, use an app password.
• If the window says it could not reach your mail server, or the security certificate was not accepted, open Advanced settings and check the server names and ports.
• If the window says you have used all mailboxes in your plan, remove a mailbox you no longer use or move to a plan with more mailboxes. The trial includes one mailbox.
• If the window says the mailbox is already connected, it is on the list already. Use Edit on its row to change the password.
• If the Add email account button is greyed out, your company has reached its mailbox limit.
• If the final message says this company still receives mail through its original connection in Integrations, the new mailbox is saved but not read yet. Turn on Multi-mailbox routing in the Routing tab, as that message says.
• If you are asked for a Microsoft sign-in instead of a password, follow the article on connecting Outlook or Microsoft 365.
• If the Inbox stays empty, wait a minute and select the sync button in the Inbox.