One of the first steps to gaining efficiencies with Loxo is to sync your email and your calendar. This will allow you to send messages and add items to your calendar directly from Loxo, saving you time from switching back and forth between apps.
Additionally, Loxo enables users to send emails directly from a person's profile, further simplifying communication and enhancing workflow efficiency.
Please note that email syncing is a paid feature of Loxo, such as our Basic or Professional plans. If you'd like to connect with our Sales Team to learn more, use the ? icon in the bottom left corner of your Loxo or the chat icon in our Help Center to get connected!
You can watch a brief video tutorial below to learn how to sync your email and calendar, or use the links below to navigate to our step-by-step instructions.
Sync Your Email
Syncing your email with your Loxo account is easy, and once it is set up, it should give you time back from manually tracking communication across different platforms. Follow the steps below to sync your email with Loxo.
Select Settings on the navigation bar.
Click on My email.
Make sure you're on the Synced emails tab at the top.
Click on the blue "+ Add" button in the top right corner.
Enter your email address, then click "Save."
You will be redirected to finish authenticating your email sync. If you are using Exchange or another email service provider (ESP), you may be asked to enter your IMAP host, SMTP host, and respective port numbers. These can be found in your personal email settings.
Make sure to check your email address and password for spelling errors!
You will be redirected to authenticate your email sync based on the provider listed in your domain's DNS records (Microsoft, Google, etc). If you have been directed through a provider portal that does not appear to be correct, please work with your IT Team or email administrator to make sure your DNS records are configured properly (i.e., if you use Microsoft, make sure your domain's SPF Record does not mention Google).Once your email is synced, it will show up on your Loxo screen.
When your email is ready to use for sending or outgoing messages, you will see a green checkmark. This indicates the sync is active and running. Any emails that you send out of Loxo from here will appear in your account's Email Log with the "Sent" status.
To ensure that your external emails (messages you send outside of Loxo, as well as people's responses) can be logged in Loxo, you can toggle on "Sync" just below your email address to enable two-way syncing. Loxo will not have access to your external communications unless this has been turned on.
Note: Ensuring two-way sync is enabled is essential for Loxo to pull email replies into your database, which is especially important for tracking responses to your Outreach Campaigns. Additionally, be aware that email replies from individuals within your organization's domain won't be synced to Loxo due to privacy measures.
Once two-way syncing has been enabled, Loxo will automatically log emails that can be matched to profiles in your database - meaning we won't sync emails if the person isn't already in your Loxo.
Any emails that are "synced" into Loxo (sent from your regular Inbox) will appear as "Synced" in your account's Email Log. Replies that are received from candidates or contacts will not appear in the Email Log, as this is only for recording outgoing volume.By default, Loxo will not sync in emails sent or received before syncing. However, certain email hosts respond differently to the systems requests while synced. In order to ensure older messages are not synced, select a previous date. In short, Loxo will ensure emails sent from the date you set are the only emails that can be synced - anything older is ignored, no matter what:
If you want to remove a previously synced email, simply press the red X on the right to delete it.
Note: If there are any Outreach Campaigns or Email Automation Stages linked to that particular email sync, you will need to turn these off or connect them to another email address before you will be able to remove the sync.
You can sync multiple email addresses with Loxo, which allows you to use different email addresses for different communications. For example, perhaps you're looking to set up an Email Automation for your Applied Stage, but you don't want this to come from a user's regular email address. If you have a general business email address, you can add it to your Synced Emails and use this as the "sender" on your Email Automation Stage.
Additionally, you can seamlessly switch between your personal work email and shared email addresses as needed when sending a campaign, providing greater flexibility. However, the saved signature of the user creating the campaign will be the signature applied to these emails if it is selected to be added to the Outreach emails.
Email can be a tricky technology, and if you have a unique email service provider (ESP), this process may require some patience. If you're experiencing issues getting your synced email connected, you might need to ask your email administrator for assistance, as the Loxo team will not have access to your email settings and will not be able to sync your email from our end.
The good news? You only have to do this once, and you're done!
Sync Your Calendar
Once your email has been synced with Loxo, the next step is to sync your calendar, if applicable.
Note: Loxo does not support calendar sync for IMAP-type email accounts, so users with IMAP accounts will not be able to sync their calendars with Loxo.
Follow the below steps to sync your calendar with Loxo:
Select Settings on the navigation bar.
Click on My calendar.
If you have already synced your email, your calendar for that account should already be listed here, but the sync will need to activated by checking the box:
Simply check the box and your calendar should be synced!
If your email account isn't already listed, click on the blue "+Add" button in the upper right corner to sync your calendar.
Enter the email address connected to your calendar, then hit Save!
If you wish to sync more than one calendar, you can, but only one will function as the default. To ensure the correct calendar is your default, be certain that it is checked next to the email address:
Note: When a calendar is synced, all meetings and interviews will push to your synced calendar. It is not possible to select what types push to the calendar at this time. It is all or none.
If you wish to sync your tasks to your calendar by default as well, ensure to select "Add to Calendar by default." If you do not wish to have your tasks synced to your calendar, ensure to select "Do not add to Calendar by default."
Our Calendar Sync offers two-way syncing functionality for meetings and interviews scheduled directly from your calendar. This works similar to our two-way email sync functionality. If an event is scheduled with a person using an email address that is on their profile in Loxo, that meeting will be synced into your database.
Tasks are also a two-way sync, but only for updates that have been made. If you update the task on your calendar, the change will be reflected in Loxo. You are not able to schedule tasks externally to sync into Loxo. Additionally, if you remove the check mark on "Add Task to my Calendar" on a task, the task will be removed from your calendar.
Share Your Synced Email with Team Members
You can save time by sharing a synced email with members of your team, so they can send emails using that account. The first step is to sync your email following the above steps.
You can also manage shared email addresses for specific campaigns or messaging needs. By syncing a shared email address like "hello@company.com," it becomes available as a sender option. This allows team members to choose between shared or personal email addresses when needed. However, if you choose to append a signature saved in Loxo, it will be the signature of the user sending the email, not that of the email selected.
Once your email is synced, follow the steps below to share the email address with internal team members:
Navigate to Settings > My Email.
Click the Shared with X toggle.
Check the boxes to give team members access to send using this address.
When creating an email, these team members will be able to choose your shared address as the "From" address.
Please note that by sharing an email address with team members, they will not be able to "assume your identity," and depending on your and the recipient's email client, the user's name may still be displayed next to the email address. It is recommended to share a general business email with team members to prevent any possible confusion.
If a team member has shared their email with you, it will appear under your My Email page, but you won't see any settings available for the address. The user who originally synced the email will be able to resync, remove, or stop sharing the email with you on their end.