Email Management | FieldCamp

Connect Gmail, Outlook, or an IMAP/SMTP mailbox to FieldCamp Inbox, then read, search, and reply to customer email conversations.

Under the hood — see how Customers work in the FieldCamp data model: the fields they hold, how they connect to your other records, and how to customize them.

FieldCamp Inbox can receive and send customer email through connected Gmail, Microsoft Outlook, or Email (IMAP/SMTP) mailbox channels. The separate Email (SMTP) integration sends outbound operational email only and does not import replies into Inbox. Email conversations can be linked to the matching client record so the team can work with shared context.

AI shortcut: Open the Command Centre and type "Show me unread emails from this week" or "Find emails from Sarah Johnson about the kitchen remodel." The AI searches your inbox instantly.

Connecting Your Email

Before incoming email appears in FieldCamp, connect Gmail, Microsoft Outlook, or the Email (IMAP/SMTP) add-on. Browse the current options in Apps & Integrations.

Open Apps & Integrations

Navigate to Settings > Apps & Integrations and find the Communication section.

Choose the mailbox connection

Open Google Gmail, Microsoft Outlook, or Email (IMAP/SMTP). Gmail and Outlook use their provider authorization flow; IMAP/SMTP asks for the mailbox server credentials shown in its setup form.

Complete setup

Finish the provider authorization or mailbox configuration, then return to the app card and confirm that it shows a connected state.

After the mailbox syncs, its email conversations appear as a channel in Inbox.

Apps and Integrations page showing the Communication section with Calls connected, Google Gmail, and Microsoft Outlook integration cards

See Connect Gmail & Outlook for the full step-by-step setup guide, including screenshots for both providers.

Microsoft 365 / Outlook OAuth Permissions

When you connect a Microsoft 365 mailbox, FieldCamp requests the following Microsoft Graph scopes:

Mail.Read — read messages from your inbox and subfolders
Mail.Send — send messages on your behalf
Mail.ReadWrite — flag, move, and update message state (read/unread)
offline_access — keep the connection alive without re-prompting you daily
User.Read — confirm your account identity

Org-blocked accounts: If your IT admin has restricted third-party app consent in Microsoft Entra ID (Azure AD), the connection will fail with an error like AADSTS65001: The user or administrator has not consented to use the application or AADSTS900971: No reply address provided. Ask your admin to either grant tenant-wide consent to FieldCamp or to approve your individual consent request through the Enterprise applications portal.

Custom SMTP as an Alternative Outbound Transport

If your organization can't use OAuth (for example, you're on a legacy Exchange server or a private email host), choose Custom SMTP to send mail directly through your own server. You'll provide:

Field	Description
SMTP host	Your mail server hostname, e.g. `smtp.yourdomain.com`
Port	Usually `587` (STARTTLS) or `465` (SSL/TLS)
Username & password	Often the full email address and an app-specific password
From address	The address recipients will see
Reply-to (optional)	A different address for replies, if desired

Inbound replies on SMTP-only setups: Custom SMTP is an outbound-only transport. To receive replies into FieldCamp, you also need an inbound channel — either a connected Gmail/Outlook mailbox on the same address, or an IMAP fetch (configured per workspace). If you set up SMTP without an inbound channel, your replies will land in your normal mail client instead of the FieldCamp inbox, and the conversation thread inside FieldCamp will stop at the last outbound message.

Viewing Your Emails

Select Inbox in the sidebar — see the Inbox overview for the full triage view.
Under Channels, select the connected email channel.

The inbox displays all email threads in chronological order. Each thread shows:

Column	What It Shows
Sender / Recipients	Who sent or received the email
Subject	The email topic
Preview	A short snippet of the latest message
Read / Unread	Unread emails appear in bold
Attachment icon	Appears when the email has files attached
Timestamp	When the latest message arrived

Emails from all linked accounts are consolidated into one view.

FieldCamp email conversation list with unread filters, search, sender, subject, and message previews

Reading and Replying

Open the thread

Click any email thread to expand the full conversation history.

Use Reply, Reply All, or Forward

FieldCamp preserves the original Message-ID, In-Reply-To, and References headers, so your reply lands in the same thread inside the recipient's mail client (Gmail, Outlook, Apple Mail, etc.) instead of starting a new conversation. Forwards keep the original From, Date, Subject, and any inline attachments intact.

Compose and send

Type your message, attach files if needed, then click Send. The thread updates instantly in both FieldCamp and your linked mailbox.

AI Smart-Reply Generation

Every open thread in v2 has a Generate reply button in the composer. Click it to have FieldCamp's AI draft a context-aware response in seconds.

Click Generate reply

The AI reads the most recent inbound message plus any linked client, job, estimate, or invoice context.

Pick a tone (optional)

Choose Professional, Friendly, Brief, or Apologetic — or describe the tone in a short prompt like "polite but firm follow-up about the overdue balance."

Edit and send

Tweak the draft if you want, then send. Drafts are never sent automatically — you always review first.

For multi-paragraph drafts (cold outreach, estimate follow-ups, post-visit recaps), use the dedicated AI Email Composer — it can pull in line items from a job, attach the latest estimate PDF, and personalize from a saved email template.

Composing a New Email

In the Emails tab, click the Compose button
The compose window opens
Enter the recipient, subject, and message body
Add CC or BCC recipients if needed
Attach files if needed
Click Send

When you compose from a client's detail page, FieldCamp pre-fills the recipient and automatically links the email to that client.

Searching and Filtering

Use the conversation search in Inbox to find email conversations by:

Keywords in the subject or body
Client name
Email address
Date range
Attachment type (e.g. has:pdf)

Results update as you type, making it fast to locate specific conversations. For platform-wide lookups across clients, jobs, and invoices, see Universal Search.

Managing Emails

Mark as Read or Unread

Email row action icons showing Mark as read tooltip with delete, mark as read, and mark as unread buttons

Hover over an email and click the read/unread icon to toggle its status. Unread emails stay bolded for visibility.

Select Multiple Emails

Use the checkbox next to each email to select multiple messages for bulk actions like mark-as-read, archive, or delete.

Delete Emails

Click the trash icon next to an email. A confirmation dialog appears before the email is permanently removed. Deleted emails also move to Trash in the connected Gmail or Outlook mailbox.

More Options

Click the three-dot menu next to any email for additional actions like archiving, snoozing, or converting the email to a service request.

Attachments

When an email contains attachments, you can:

Preview PDFs, images, and documents directly in FieldCamp
Download files to your device
Save to client — attach the file to the client's document library
Forward the email with attachments included

How Emails Link to Clients

FieldCamp matches incoming emails to client records using the sender's email address. If the address matches a client on file, the email is automatically linked. If the sender is unknown, you can link the email to an existing client or create a new client record directly from the email row.

All linked emails appear on the client's detail page under the Emails tab, giving every team member full visibility into past conversations. See Communication Records for how this ties into call and SMS history.

Pagination

If you have a large volume of emails, the list is paginated. Use the controls at the bottom of the list to navigate between pages, or filter by date range to narrow the view.

Permissions

Email conversations are available when your role can access Inbox and the workspace has a connected email channel. If the channel is missing, ask an administrator to review your role and permissions and the mailbox connection.

Best Practices

Reply to emails from within FieldCamp so the conversation stays linked to the client record
Use AI smart-reply for routine acknowledgments — it drafts context-aware responses in seconds
Search by client name rather than scrolling through the full inbox
Check your unread count at the start of each day
If you're on Custom SMTP, also configure an inbound channel so replies don't get stranded outside FieldCamp
Pair Email with Two-Way Text Messaging and Calls for a complete client-comms hub

Troubleshooting

"Connection failed" or "Token expired" on Gmail/Outlook

Re-run the OAuth flow from Settings > Apps & Integrations by clicking Reconnect. Tokens can expire if you changed your account password or if your IT admin revoked third-party app access. For broader login and sync issues, see Troubleshooting Common Issues.

Microsoft 365 connection shows AADSTS65001 or AADSTS900971

Your tenant blocks third-party app consent. Forward the error to your IT admin and request either user-level consent through the My Apps portal or tenant-wide admin consent for FieldCamp in Microsoft Entra ID.

Replies start a new thread in the recipient's inbox

This usually means the original message was forwarded into FieldCamp from outside, so the thread headers were lost. Reply to the original email conversation in Inbox rather than from a forwarded copy.

Custom SMTP works for sending but no replies appear

SMTP is outbound-only. Pair it with an inbound channel — either connect the same mailbox over Gmail/Outlook OAuth, or set up IMAP fetch. Without an inbound transport, replies will go to your normal mail client.

AI smart-reply button is greyed out

Smart-reply needs an unread or recent inbound message in the thread. If the thread is older than 90 days or has no inbound message to respond to, use the standalone AI Email Composer instead.

Attachments fail to upload

Attachments over 25 MB exceed most email provider limits. Compress the file or share it as a link from your client's document library instead.

FAQs

Can I connect multiple mailboxes? Yes. Connected Gmail, Outlook, and IMAP/SMTP mailboxes appear as email channels in Inbox. Remember that the separate Email (SMTP) integration is outbound-only and does not import replies.

Does FieldCamp store the entire email body? Yes, plain-text and HTML bodies are stored so you can search them later. Attachments are stored in your workspace's encrypted file storage.

What happens if I disconnect Gmail or Outlook? Historical emails stay in FieldCamp and remain linked to clients, but no new mail will sync until you reconnect. Outbound sending from FieldCamp will also stop.

Can the AI auto-send replies without me reviewing? No. Every AI draft requires a human click to send. This is intentional — emails to clients carry your brand and tone, so we keep you in the loop.