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Email Inbox Inside Your CRM:
All Your Client Emails in One Place
Stop juggling between your CRM and your email client. With the Inbox module in Zarina CRM you receive and send emails directly from the platform, automatically linked to each client's record. Threaded conversations, attachments, reply templates, open tracking and smart folders — a complete email client, built into your sales process.
Why you need an email inbox inside your CRM
Email is still the main communication channel in B2B sales. When it lives outside your CRM, you lose context, time and opportunities. Here is what the Inbox module solves:
Receive emails via IMAP and send them through your company SMTP, without ever leaving the CRM. Every message stays linked to the right client.
Messages are grouped automatically into conversations (threading), with correct RE: and In-Reply-To. See the full history at a glance.
Know exactly when a client opened your email, with date and a live notification — the perfect moment for an effective follow-up.
Receive and send files (PDF, images, Office), stored securely and downloadable through a protected channel, only by authenticated users.
A complete email client, built for sales
The Zarina CRM inbox is not just a list of messages. It is a communication hub with tools that speed up your replies and keep your data organized:
Smart Folders & Segments
Inbox, Sent, Unread, Starred, With attachment, Clients, Leads, Uncorrelated and Archived — plus custom color-coded folders. All with live counters.
Reply Templates
Create frequent replies once (quote, follow-up, thank you) and insert them in one click, with subject and body auto-filled into the editor.
360° Client Record
The email thread appears right in the client's record, with reply on the spot. All correspondence, quotes and invoices — on the same screen.
Drafts with Auto-Save
Started emails are saved automatically as drafts on the server. Pick them back up anytime from the dedicated folder, exactly where you left off.
Rich Editor & Bulk Actions
Formatted text editor (bold, lists, links) and bulk actions: read, star, archive, move to folder or delete for dozens of conversations at once.
One-Click Conversion
Turn an uncorrelated email into a Lead, Task or Support Ticket instantly — communication becomes immediate action in your pipeline.
How does it work? From the incoming email to the client in your pipeline
The full journey of an email, from the moment it lands in the company mailbox until it becomes an actionable opportunity in the CRM:
Connect Mailbox
Enter your business mailbox's IMAP and SMTP details once. It works with any standard server (cPanel, Google Workspace, Microsoft 365, Zoho).
Automatic Sync
A scheduled process (cron) fetches new emails every few minutes, or you pull them instantly with the sync button. The interface refreshes on its own.
Link to Client
The system recognizes the sender by email address and automatically links the message to the correct client or lead. Anything unmatched, you link manually in one click.
Reply from the CRM
Read the conversation thread and reply directly from the platform, with your professional signature attached automatically and the option to use a template.
Immediate Action
Mark as "seen", convert into a Lead/Task/Ticket or move the conversation into a folder. Communication turns instantly into concrete sales steps.
Compatible with any business email mailbox
The module uses the standard IMAP and SMTP protocols, so it connects to almost any email provider. Keep your existing professional address and bring it into the CRM:
cPanel hosting & your own email
Addresses like name@company.com hosted on your own server (cPanel, Plesk) connect via secure IMAP/SMTP (SSL/TLS) in a few seconds.
Google Workspace & Gmail
Connect your Google Workspace or business Gmail mailbox and bring every client conversation straight into your CRM workflow.
Microsoft 365 & Outlook
Compatible with Microsoft 365 and Outlook via IMAP/SMTP. Client communication stays unified, whatever your email provider.
Authoritative sending & deliverability
Emails go out through the company's central SMTP, with a correct sender address and Reply-To set so client replies come back to the inbox — for impeccable delivery rates and threading.
Security and reliability on every message
The module runs protection mechanisms in the background that keep your data clean and safe:
- Secure attachment download: files are served only through an authenticated channel, with path validation (anti path-traversal), never public.
- Sanitized content: the HTML of incoming emails is displayed in isolation (sandbox), and composed messages are cleaned of dangerous code before sending.
- CSRF protection: all sending and management actions are protected against forged requests.
[FETCH] 3 new emails (UNSEEN) retrieved from INBOX.
[MATCH] Sender recognized: client "TechNova LLC" → conversation linked automatically.
[ATTACHMENTS] 1 file (quote.pdf) stored securely and indexed.
[THREADING] Message associated with existing thread (RE: Quote request).
[NOTIFICATION] Assigned agent alerted. Unread badge updated. Status: 200 OK.
Frequently asked questions about the CRM inbox
Everything you need to know about email management built into Zarina CRM.
1. Can I send and receive emails directly from the CRM?
Yes. The inbox is fully two-way: you receive emails via IMAP and send them through the company SMTP, without opening any other email program. Every message stays linked to the corresponding client's record.
2. Which email providers is it compatible with?
With any mailbox that supports the standard IMAP and SMTP protocols: your own email hosted on cPanel/Plesk, Google Workspace (Gmail), Microsoft 365 (Outlook), Zoho and others. You keep your existing professional address.
3. Do emails link to clients automatically?
Yes. The system recognizes the sender's address and automatically associates the message with the right client or lead. Emails from unknown contacts can be linked manually in one click or converted directly into a lead.
4. What are smart segments and folders?
They are automatic filters — Inbox, Sent, Unread, Starred, With attachment, Clients, Leads, Uncorrelated, Archived — plus custom color-coded folders you create yourself. Each has a live counter with the number of conversations.
5. Can I see when a client opened my email?
Yes. Sent emails show a "Seen" status with the date and time of the open, and the assigned agent receives a live notification on the first open — ideal for choosing the right moment to follow up.
6. How do reply templates work?
You create frequent texts once (quote, follow-up, thank you) in the templates section. Then, when you compose or reply, you pick a template and the subject plus body fill in automatically in the editor, ready to personalize and send.
7. What happens to received attachments?
They are captured automatically, stored securely on the server and displayed in the conversation with name and size. Download happens only through a protected channel, accessible exclusively to authenticated users. You can also attach files to the replies you send.
8. Can I turn an email into a lead or task?
Yes. From a conversation you can create a new Lead, a Task or a Support Ticket in one click, with the sender's details pulled in automatically. That way, every important email becomes an immediate, concrete step in the sales process.
9. Are started emails lost if I close the window?
No. Messages in progress are saved automatically as drafts on the server, in a dedicated "Drafts" folder. You can resume them anytime, from any device, exactly where you left off.
10. Are my data and emails safe?
Yes. IMAP/SMTP connections are secured (SSL/TLS), attachments are never public, incoming HTML content is displayed in isolation (sandbox), and all actions are CSRF-protected. Your data stays on your own infrastructure.
Bring your emails into the CRM starting today!
No more jumping between your CRM and your mail client. Give your team a single hub for client communication — conversations, templates, tracking and full context, on one screen.