Clarify syncs email and calendar data to automatically create records, enrich contacts, and enable team visibility. You have full control over what data gets synced through allowlists and blocklists.
💡 Which folders sync: Clarify syncs email from all folders except Trash, Spam, and Drafts. This includes Sent, Archive, Gmail labels, and any custom folders. Deleted emails won't appear in Clarify.
How blocklists work
Blocklists filter out emails from specific addresses or domains before they're imported into Clarify. When an email or domain is blocked:
Emails from those addresses won't appear in Clarify
Records (contacts, companies) won't be created automatically
Associated items like meetings won't be synced
⚠️ If you want to exclude internal meetings and emails, do not add your own company domain to the blocklist (e.g. *@company.com) as this will exclude all meetings and correspondence.
If you do not want internal meetings and emails captured, ensure your domain is listed as a Company domain and your Internal communication exclusion is set to All.
How allowlists work
Allowlists do the opposite - only emails and domains on the allowlist will be imported into Clarify. Everything else gets filtered out.
Configuring email and blocklists
You can set up allowlists and blocklists in Settings → Workspace → Email and Meetings. Both exact matches and wildcards are supported.
This gives you precise control over what information flows into your Clarify workspace while maintaining security and relevance.
💡 If you're looking to add a top level domain (i.e. allow all emails ending in .edu), use the following format *@*.edu
Note: * matches any characters including dots, so *@*.edu.au will also match deeper subdomains like [email protected] — no need for more specific entries.
Email and meeting filtering
Internal communication exclusion
Leverage this setting to customize what internal only communications sync back to Clarify. We leverage the Company email domains setting to identify what is considered internal. You can select for no internal communications, email only, meeting only or all communications to sync.
Include private meetings
By default, we respect your privacy, private meetings are not ingested. If you prefer to have all public and private meetings syncing back to Clarify, enable the setting to include all private meetings.
Include meeting with only one person (you)
Control whether invites where you are the only meeting attendee are syncing to Clarify.
ℹ️ Why it matters: Single-person meetings are excluded by default as they typically represent personal appointments (meeting blocks, errands, etc.) rather than business interactions relevant to your CRM
Include email attachments
When enabled, Clarify ingests attachments from incoming emails and adds them to associated records. Off by default. Only applies to emails received after enabling — existing emails are not backfilled.
Supported file types include PDFs, spreadsheets, images, and markdown files. Binaries, executables, and inline images (e.g. email signatures) are excluded. Attachments over 25 MB are skipped; the email itself still syncs normally.
When an email has a valid attachment, an attachment indicator appears on the email. Click it to preview the file directly in Clarify — or download it.
Ingested attachments also appear on the Attachments tab of any record associated with the email sender — People, Companies, and Custom Objects. Each entry shows the filename, upload date, sender name, and source ("via email").
⚠️ Attachment visibility: Email attachments follow the same access rules as the parent email — if a teammate can't see an email, they can't see its attachments either. Manually uploaded attachments are different: they're visible to anyone who can see the record they were uploaded to.
Record creation
Record creation rules:
Always (recommended): All emails create records except those you block
Selective: Contacts are created from meetings and outbound emails you send
Disabled: No emails create records automatically
Why this matters: This keeps your CRM clean by only including relevant business communications.
How Allow Lists Work with Record Creation
When you have an allow list configured, Clarify processes emails in two steps:
Step 1: Message Ingestion
If any recipient in an email matches your allow list, the entire message is accepted for processing.
Step 2: Record Creation
Once a message is accepted, whether records are created for all participants depends on your Record Creation setting:
Always: All participants get records created (companies + people), even if their domains aren't on your allow list
Selective (default): Records are only created if the sender's domain matches your company or user domains
Disabled: No records are created automatically
Example: If [email protected] (on allow list) receives an email from or is included in an email that has [email protected] (not on allow list) as a recipient (to or cc'd), and your setting is "Always", then both [email protected] and [email protected] will have records created.
💡 To control which records are created more strictly, use the "Selective" setting or review your Record Creation preferences.
Access delegation
Email access delegation lets you share your synced emails and meetings with a teammate, so they can stay informed without needing to be CC'd on every thread.
Access delegation is available on paid plans. During a reverse trial, you have full access to configure delegation. After the trial ends, existing delegation settings remain visible but cannot be modified.
Granting access
To grant a teammate access to your emails or meetings:
Go to Settings → Email and Meetings
Under the Access section, change Meetings and recordings or Emails from Only me (default) to Custom
Select the teammates you want to grant access to
Save your changes
Delegates can be added or removed at any time from the same settings page.
What delegates can see
Granting access gives a teammate full visibility into everything you see — including emails, meetings, recordings, transcripts, and AI summaries.
Email and meeting access are configured independently — grant a teammate access to your meetings without sharing your emails, or vice versa.
A teammate you've granted access to can view your data but cannot change your delegation settings or extend your access to other people.
Workspace-wide visibility
Workspace admins control who can see email and meeting data across the entire workspace from Settings → Workspace → Email and Meetings. Emails and meetings have separate controls:
Emails - choose who can see emails and their content in this workspace
Meetings - choose who can see meetings, recordings, transcripts, and AI summaries in this workspace
Each can be set to Participants only (default) or Everyone. Participants only means each person sees only emails or meetings they were part of. Everyone means all workspace members can see all data for that type.
⚠️ These settings override any individual’s access delegation. Switching Meetings to Everyone also allows workspace API keys to access meeting recording data. Only workspace admins can change these settings.
For per-person sharing - granting a specific teammate access to your meetings or emails only - use Access delegation.
FAQs
Can a teammate I've granted access to share my emails or meetings with others?
No. A teammate you grant access to can view your data but cannot change your delegation settings or extend your access to other people.
Can I revoke access after granting it?
Yes. Go to Settings → Email and Meetings and update your delegation settings. Remove the teammate from your Custom list to revoke their access.
I used to be able to see all my teammates' emails or meetings. Now I can't - what happened?
Workspace-wide visibility is now self-serve. A workspace admin can enable it in Settings → Workspace → Email and Meetings by switching from Participants only to Everyone. If you need access to a former teammate's emails or meetings after they've left the workspace, contact support and we can help.
Does granting someone access to my meetings also let them see my recording transcripts and summaries?
Yes. Granting meeting access gives delegates full visibility into everything you see — including meeting recordings, transcripts, and AI summaries.
Does access delegation affect what Rep sees when a teammate uses it?
Yes. If you've granted a teammate access to your emails or meetings, Rep will surface that data when they ask questions — so they can query your meeting history or email context through Rep, just as they can view it directly.
Does enabling email attachments backfill my existing emails?
No. Only emails received after enabling the setting will have their attachments ingested.
Who can turn on email attachment ingestion?
Any workspace member. The toggle is in Settings → Workspace → Email and Meetings under Filtering.
What happens if an email attachment is over 25 MB?
The email syncs normally — the attachment is skipped. Nothing surfaces to you when this happens.
Are email signature images or logos ingested?
No. Inline images embedded in email bodies (such as signature logos) are not treated as attachments and are not ingested.
Can teammates see my email attachments?
Email attachments follow the same visibility rules as the email they came from. If a teammate doesn't have access to an email, they won't see its attachments. Manually uploaded attachments behave differently — they're visible to anyone who can see the record.
Can Rep read or analyze attachment content?
Yes. Rep can read the contents of attachments on a record - images, PDFs, and text files - when you ask it questions about that record.
Does email attachment ingestion work for both Gmail and Microsoft?
Yes.
Troubleshooting
Seeing "Need admin approval" from Microsoft when connecting your email?
That screen is a Microsoft 365 tenant-level restriction - not a Clarify issue. Your company's IT admin needs to approve Clarify in the Microsoft admin center before your account can connect.
Whole team is blocked: Ask your admin to find Clarify under Enterprise applications in the Microsoft admin center and grant tenant-wide consent.
Teammates are connected but you're not: Your admin likely approved Clarify for specific users only. Ask them to check the "Assignment required" setting on the Clarify enterprise app - if enabled, they'll need to add your account to the permitted users list.
💡 If your IT admin needs the full list of Microsoft Graph permissions Clarify requests, contact support and we'll share them.
Seeing 'Sync failed' after connecting Google?
This usually means a permission was unticked on Google's consent screen during the initial connection. Email send and Calendar read can connect successfully while Email read fails - that's the signature of a partial OAuth grant. Clicking Retry on the banner refreshes the token but doesn't re-prompt the consent screen, so the missing permission stays missing. To surface the consent screen again, you need to fully disconnect and reconnect.
To fix it:
Disconnect your Google account in Clarify (Settings → Account → Connected accounts → the dropdown next to Google → Disconnect)
Click Connect again to start a fresh connection
On Google's consent screen, leave Select all checked - or at minimum, tick "View your email messages and settings"
The banner should clear within a few minutes
If reconnecting with all permissions checked still shows the banner, reach out to support.
Can my teammates see my emails?
By default, emails are private to their participants - only users who were directly on a thread (sent, received, or CC'd) can see it in Clarify.
To open access for the whole workspace, a workspace admin can set Emails to Everyone in Settings → Workspace → Email and Meetings. Emails and meetings are controlled separately, so you can open one without the other. For per-person sharing, use Access delegation above.