Before you begin
Before you set up email sync, review the Email Authentication Requirements for Aspire article. This helps you confirm that your IT administration is set up to send email through Aspire effectively.
Overview
Emails you send from Aspire can go through your Exchange, Gmail, or Microsoft 365 account and display in your Sent folder. You can also pull selected emails from your Exchange, Microsoft 365, or Gmail account to load them back into Aspire.
Additionally, calendar appointments you create in Aspire, Exchange, Gmail, or Microsoft 365 sync in both directions.
Note: Recurring appointments must be scheduled in Exchange, Microsoft 365, or Gmail, but they display in Aspire if synced. Any calendar events created outside of Aspire are read-only. When syncing email, mail-enabled groups such as distribution lists or shared mailboxes are not supported.
Set up email and calendar sync
You can sync your email and calendar from Microsoft 365, Exchange, or Google.
Select your Profile icon in the lower-left corner, then select User Settings.
In the Sync section, select the Sync Email and Sync Calendar checkboxes.
Optional: Select the Sync Aspire Folder checkbox. (See the following Using the Sync Aspire Folder section for details).
Choose a Calendar Privacy setting. (See the following Calendar Privacy section for details).
From the Provider menu, select your provider and follow the specific steps for it.
For Microsoft 365
Select Save in the upper-right corner.
A login prompt from Microsoft 365 displays. Sign in with your email and password.
You may be prompted to grant permissions to Aspire. If you see an Admin approval required message, you must contact your company’s Microsoft administrator to grant these permissions before you can complete the sync.
Microsoft administrators can do this by finding and approving the consent request for the Aspire application within their Microsoft Azure (or Entra ID) portal. For detailed, up-to-date instructions, refer to Microsoft's official documentation in the Review and take action on admin consent requests article.
If you have MFA, you are prompted to authenticate.
Note: The sync token lasts 90 days and refreshes each time you sign in.
Warning: Only sync one Aspire user per Microsoft 365 account to avoid potential throttling from Microsoft.
For Exchange
Enter your Email Address, Username, and Password for your Exchange account.
Select Save in the upper-right corner.
For Google
Enter your work Email Address for your Google account.
Select Save in the upper-right corner.
A login prompt from Google displays. Sign in with your email and password. If MFA is on, you will be prompted to authenticate.
Note: The sync token lasts 90 days and refreshes each time you sign in. The initial creation of the Aspire labels can take up to 24 hours.
Using the Sync Aspire Folder
When you select this option, Aspire adds a folder (or "label" in Gmail) to your email account named Aspire and another named Processed.
To sync a specific email, manually drag it from your inbox into the Aspire folder. After the next hourly sync, the email moves to the Processed folder and displays on the Activities tab for the matching Contact in Aspire.
Note: When you sync an email this way, the Regarding field in Aspire is not filled out. You must go to the activity in Aspire and manually attach it to an Opportunity, Property, or Work Ticket.
Calendar privacy
This setting controls who can see your synced calendar events in Aspire:
Public: Makes your calendar visible to all users in your company.
Private: Appointment details are visible only to users you share your calendar with. Other users will only see a block of time without details.
How to resync your email and calendar
If your synced emails are showing as "Undeliverable" or are sending to the wrong locations, you may need to resync your account.
Select your Profile icon, then select User Settings.
Clear the Sync Email and Sync Calendar checkboxes.
Select Save.
Go back to your User Settings screen.
Select the Sync Email and Sync Calendar checkboxes again.
Choose your Provider and follow the specific steps for that provider.
Select Save.
If this does not fix the problem, contact the AspireCare team for more help.
Troubleshooting
Unsupported provider: Aspire supports Exchange, Microsoft 365, and Google. Any other providers must rely on the SMTP option via SPF and DNS validation.
Password changes and token expiration: The Aspire sync token lasts for 90 days and refreshes when you sign in. If you change your Exchange, Google, or Microsoft password, your sync will break. You must follow the resync steps to resolve the issue.