Email Sync Setup

The Problem

You want customer emails to appear in CAPTURE so your team can manage them easily.

But you don't want private emails from staff, directors, or board members showing up there too.

The Simple Solution

CAPTURE only syncs emails from people you've added as contacts.

If someone isn't a contact in CAPTURE, their emails won't sync. They stay in your inbox only.

What This Means

Important: Customer Emails Are Visible to Your Team

When two-way sync is enabled, your emails with customers appear in CAPTURE.

Other staff with access to CAPTURE can see these conversations.

This is great for sales and membership teams where shared visibility helps everyone stay informed.

But if your customer conversations contain commercially sensitive information, you may prefer to keep two-way sync disabled.

Is Two-Way Sync Right for You?

Use two-way sync if:

• You want customer emails tracked in CAPTURE
• You're happy for other staff to see your customer conversations
• Shared visibility helps your team work better

Don't use two-way sync if:

• Your customer conversations contain sensitive commercial information
• You're a senior manager with confidential client relationships
• You'd prefer your emails to stay private from colleagues

You can still use CAPTURE without two-way sync. You just won't see your emails in Conversations. Everything else works normally.

Two Ways to Set This Up

Option 1: Simple Method

Use one email account. Be careful about who you add as a contact.

Option 2: Separate Email Method

Create a dedicated email just for customers. Connect only that email to CAPTURE.

Both work well. Pick whichever suits you better.

Option 1: Simple Method

The Rule

Only add customers as contacts. Never add internal staff.

Setup Steps

Step 1: Clean up your contacts

1. Open CAPTURE
2. Go to Contacts
3. Look through the list
4. Delete anyone who isn't a customer (staff, directors, board members, etc.)
5. Delete anyone with a company email (@yourgolfclub.com)

Step 2: Turn on email sync

1. Go to Settings
2. Click My Profile
3. Click Email (2 Way Sync)
4. Connect your email account
5. Allow the permissions it asks for

Step 3: Set up extra protection

This is a safety net. CAPTURE automatically blocks emails from anyone listed as a user. Even if someone adds them as a contact by mistake.

1. Go to Settings > Team Management
2. Add your key internal people as users (directors, finance staff, board members)
3. They don't need to log in or use CAPTURE
4. Just being listed protects their emails

Step 4: Tell your team the rule

Make it clear:

• Add as contacts: Members, prospects, event bookings, external vendors
• Never add as contacts: Staff, directors, board members, accountants, lawyers, anyone with a company email

Monthly Check

Once a month:

1. Look at recent contacts added
2. Delete any internal staff added by mistake
3. Takes 5 to 10 minutes

Option 2: Separate Email Method

The Idea

Create a new email address just for customer communications. Connect only this email to CAPTURE. Your main email stays separate.

Setup Steps

Step 1: Create a new email address

Ask your IT person or email provider to create something like:

• membersales@yourgolfclub.com
• enquiries@yourgolfclub.com

Step 2: Set it up on your computer and phone

Add this new email to Outlook or Gmail so you can see it alongside your main email.

Step 3: Connect only this email to CAPTURE

1. Go to Settings
2. Click My Profile
3. Click Email (2 Way Sync)
4. Connect ONLY your new customer email
5. Do NOT connect your main email

Step 4: Set up extra protection

Same as Option 1. Add key internal people as users in CAPTURE for automatic protection.

1. Go to Settings > Team Management
2. Add directors, finance staff, board members as users
3. They don't need to log in
4. Their emails are now automatically blocked

Step 5: Use the right email for the right thing

• Customer emails -- use the new dedicated email
• Internal emails -- use your main email
• Keep them separate

Monthly Check

Once a month:

1. Make sure the dedicated email is still connected
2. Check customer emails are coming through
3. Takes 2 to 3 minutes

Which Option Should You Choose?

Choose Option 1 (Simple Method) if:

• You want minimal setup
• Your team can follow a simple rule
• You don't want to manage two email accounts

Choose Option 2 (Separate Email) if:

• You want zero risk of internal emails appearing in CAPTURE
• You don't mind checking two email accounts
• You want a clear line between customer and internal

Optional: Privacy Between Staff Members

By default, all staff can see all customer conversations in CAPTURE. This is usually what teams want.

But sometimes you need privacy between staff members. For example:

• Senior managers with sensitive customer relationships
• Sales people who manage their own accounts separately
• Staff who shouldn't see each other's emails

CAPTURE has a setting called Only Assigned Data that can help.

What it does

When enabled for a user, they only see contacts and conversations assigned to them. Everything else is hidden.

The trade-off

This is powerful but has consequences:

Benefits:

• Your customer emails stay private from colleagues
• Other staff can't see your conversations

Drawbacks:

• You can't see other staff's customer conversations either
• Leads must be assigned to someone or nobody sees them
• Less visibility across the team
• Harder to collaborate on shared customers

When to use it

• Senior staff with commercially sensitive customer relationships
• Sales teams where each person owns their own accounts
• Situations where privacy between colleagues is genuinely needed

When NOT to use it

• Small teams where everyone needs to see everything
• Clubs where multiple staff help the same customers
• Situations where shared visibility is more important than privacy

How to enable it

1. Go to Settings > Team Management
2. Find the user who needs privacy
3. Edit their permissions
4. Enable "Only Assigned Data"
5. Save

That user now only sees their own assigned contacts and conversations.

Most clubs don't need this. Shared visibility is usually better for teamwork. Only enable it for specific users who genuinely need privacy from colleagues.

Newsletters and Marketing Emails

If you want to receive your own club's newsletters or marketing emails (to check how they look), use a personal email address. Not your work email.

Why?

If your work email receives a newsletter, you get added as a contact in CAPTURE. Then your other emails could start syncing too.

Using a personal email avoids this completely.

The Golden Rule

Never add anyone with a company email (@yourgolfclub.com) as a contact.

This one rule prevents most problems.

If you see anyone with a company email in your contacts list, delete them immediately.

Testing It Works

Before you rely on this, test it.

Test 1: Customer email syncs

1. Ask a customer (or use a personal email) to send you an email
2. Make sure they're added as a contact
3. Wait a few minutes
4. Check CAPTURE. Their email should appear.

Test 2: Internal email doesn't sync

1. Ask a colleague to email you
2. Make sure they're NOT a contact (or are listed as a user)
3. Wait a few minutes
4. Check CAPTURE. Their email should NOT appear.

If both tests pass, you're all set.

If Something Goes Wrong

Customer email isn't showing up

1. Check they're added as a contact in CAPTURE
2. Check your email is still connected (Settings > My Profile > Email)
3. If it says "Disconnected", click to reconnect

Internal email appeared in CAPTURE

1. Find them in Contacts
2. Delete them
3. Their emails disappear from CAPTURE
4. Add them as a user to prevent it happening again

Sync stopped working

1. Go to Settings > My Profile > Email (2 Way Sync)
2. Check if it says "Connected" or "Disconnected"
3. If disconnected, click to reconnect
4. You may need to log in to your email again

Staff Policy Template

Share this with your team:

EMAIL SYNC POLICY

Our CAPTURE system syncs emails from contacts automatically.
When two way sync is enabled, your customer emails are visible to other staff.

WHO TO ADD AS CONTACTS:
  Members
  Prospects
  Event bookings
  External vendors

WHO TO NEVER ADD AS CONTACTS:
  Staff members
  Directors
  Board members
  Accountants
  Lawyers
  Anyone with a @yourgolfclub.com email

WHY THIS MATTERS:
If someone is a contact, their emails appear in CAPTURE where
the team can see them. Internal communications should stay private.

RECEIVING NEWSLETTERS:
If you want to receive the club's marketing emails to check how
they look, use a personal email address. Not your work email.

MADE A MISTAKE?
If you accidentally add someone internal as a contact, delete them
immediately. Their emails will disappear from CAPTURE.

QUESTIONS?
Contact: [Your name]

Summary

1. CAPTURE syncs emails from contacts only
2. Customer emails are visible to other staff when two-way sync is enabled
3. Don't add internal people as contacts -- their emails stay private
4. Add key internal people as users -- extra automatic protection
5. Need privacy between staff? -- Enable "Only Assigned Data" for specific users
6. Use personal email for newsletters -- don't add yourself as a contact
7. Monthly check -- delete any internal contacts added by mistake

Simple system. Private internal emails. Clear visibility on customers.