Overview
Emails you send from Aspire can go through your Gmail or Microsoft 365 account and display in your Sent folder. You can also pull selected emails from your Microsoft 365 or Gmail account into Aspire.
Calendar appointments you create in Aspire, Gmail, or Microsoft 365 can also sync in both directions.
Things to know
Before you set up email sync, read the Email Authentication Requirements for Aspire article. This helps confirm that your IT administration is set up to send email through Aspire.
Recurring appointments must be scheduled in Microsoft 365 or Gmail, but can display in Aspire if synced.
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 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. Learn more in the Using the Sync Aspire Folder section.
Choose a Calendar Privacy setting. Learn more in the Calendar Privacy section.
Select your Provider menu and refer to the relevant steps below to set it up.
Microsoft 365
Select Save in the upper-right corner of the page.
In the Microsoft 365 login prompt that 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, contact your company’s Microsoft administrator to grant these permissions so 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’re prompted to authenticate.
Note: The sync token lasts 90 days and refreshes each time you log in.
Warning: Only sync one Aspire user per Microsoft 365 account to avoid potential throttling from Microsoft.
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. It can take up to 24 hours for the Aspire labels to display in Gmail.
Using the Sync Aspire Folder option
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, move 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 contact whose email address displays in the message.
Note: When you sync an email this way, the Regarding field in Aspire is not filled out. Go to that email 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, then select Save.
Return to User Settings.
Re-select Sync Email and Sync Calendar.
Choose your Provider, then follow the steps for that provider.
Select Save.
If this doesn’t fix the problem, contact the AspireCare team for help.
Troubleshooting
Most email sync issues trace back to a mismatched email address, a changed email password, an expired token, or multi-factor authentication (MFA). Select a topic below to expand it. Work through the relevant issue before you submit a case to AspireCare.
What causes a sync to break
These are the most common reasons a working sync stops:
The email address on your contact card doesn't match the email address you synced with.
Two users are syncing to the same email address.
You changed your email password and haven't resynced in Aspire.
MFA is turned on and your authentication periodically expires, which requires a resync.
You're syncing with an alias email address instead of your primary address.
Your Google or Microsoft 365 authentication token expired. Tokens last 90 days and refresh each time you sign in.
Important: You must sync using the exact email address listed on your contact card. If the addresses don't match, your emails won't send.
Common sync and delivery issues
Your email provider isn't supported or you choose not to sync in Aspire
Aspire supports Microsoft 365 and Google. Any other provider must rely on the SMTP option through SPF and DNS validation.
Emails sent through SMTP display your name but show noreply@aspirelx.com as the sender address. Because the message doesn't come from your own authenticated mailbox, your recipient's email provider may treat it with more suspicion. Depending on their security settings, the email may be accepted normally, routed to spam, quarantined, or never delivered.
If you send through SMTP, Aspire can generate DomainKeys Identified Mail (DKIM) keys for your email administrator. DKIM is an email authentication standard that helps confirm a message really came from the domain it claims to, which makes it harder for spammers to impersonate that domain and helps your recipients' providers recognize your messages as legitimate.
To request DKIM keys, submit a case to AspireCare with a list of all domains used in Aspire. AspireCare provides a key for each domain for your administrator to put in place.
Tip: We recommend syncing your email in Aspire so your messages go out through your own email provider rather than through SMTP.
For more information, see Email Authentication Requirements for Aspire.
Your password changed or your token expired
The Aspire sync token lasts 90 days and refreshes when you sign in. If you change your Google or Microsoft password, your sync breaks. Follow the steps in the How to resync your email and calendar section to resolve this.
The provider sign-in window doesn't open
When you save your sync settings, Aspire opens a separate browser window for Microsoft 365 or Google so you can sign in and authorize the connection. If that window never opens, there are two likely reasons.
You didn't start from User Settings. The sign-in window only opens when you turn on sync from your own User Settings screen. If you turn on Sync Email or Sync Calendar from Administration or from the user's page on a contact record, Aspire saves the setting but never launches the provider sign-in window, so the sync doesn't finish. Go to User Settings, then follow the steps in the Set up email and calendar sync section.
Your browser blocked it. The sign-in window comes from your email provider and opens outside of Aspire, so a browser pop-up blocker can suppress it. Allow pop-ups for Aspire, then select Save again.
You see an "Administrator approval required" message
This authorization happens through your email provider, not through Aspire. Contact your company's email administrator for approval.
Microsoft administrators can approve the consent request for the Aspire application in the Microsoft Azure (or Entra ID) portal. For detailed, up-to-date instructions, refer to Microsoft's Review and take action on admin consent requests article.
Invoice emails aren't sending, but proposals are
Invoice emails are the only Aspire email type you can designate to come from a specific contact. If proposals send but invoices don't, the designated invoice sender likely isn't synced.
Go to User Settings > Administration > Organization.
Select the branch you want to review.
Confirm the Invoicing Email From field is set to the correct contact.
Confirm that contact's email is synced in Aspire.
Note: If branch or region settings aren't configured, Aspire uses the Invoice Email From setting on Administration > Configuration > Invoicing. If your branch has an Invoice Email From contact set, but the Subject, CC, and Body fields are blank, Aspire sends from the branch contact and pulls the subject, CC, and body from Administration > Configuration > Invoicing.
For full troubleshooting, see When Customers Aren't Receiving Invoices: A Troubleshooting Guide.
Proposals show as sent, but customers aren't receiving them
This typically means the sending user wasn't actually synced in Aspire when the emails went out, even though the activity displayed as sent.
Go to User Settings > View Sync Log and confirm the sender's token is authorized.
If it isn't, resync the account.
Resend the proposal.
Invoice emails didn't send and you need to resync
Resyncing does not automatically resend emails that were stuck. If those invoices show a status of In Queue, you need to manually resend them.
Go to Invoicing > Invoices.
Select Display on the Invoices search list, add the Invoice Batch Status and Email Status columns, then select Apply.
Identify the invoices with an Email Status of In Queue.
Repair the sync, then resend those invoices.
Tip: If invoices are sitting in the queue but you don't want them delivered to your customers, you can still clear them to a sent status. Use the bulk email option, remove the recipient from the To field, and add your own address in CC.
Frequently asked questions
How can I tell whether an emailed proposal went out?
Go to the Activities module and filter by the opportunity, or search for the proposal's email subject line. Check the Status column:
Open means the email hasn't sent yet.
Completed means it sent.
Why don't some statements I sent display in my Sent folder?
If you selected Include Invoices on the statement, it sent through SMTP from notifications@youraspire.com rather than from your individual synced email address. It won't display in your personal Sent folder.
Will I be notified if my email stops syncing?
Yes. A pop-up message displays in Aspire to let you know you're unsynced and need to fix it. If you close that message, it displays again after three days. If you have a pop-up blocker on, you won't receive this message.
Why can't I sync another user's email address?
You can only sync the email address for the user account you're currently signed in as. You can't sync on behalf of another user. Each person must set up their own sync.
Note: Mail-enabled groups, such as distribution lists and shared mailboxes, aren't supported. Sync only one Aspire user per Microsoft 365 account to avoid throttling from Microsoft.
If none of the above resolves your issue, contact the AspireCare team for help.