Leads Email Integration

📂 Category: Leads

Leads email integration is a powerful feature in Buscoou PRO that allows you to automatically capture leads from emails. You can configure an email forwarder from any form you use, and all incoming emails will be converted into leads inside Buscoou PRO.

For example, if you have four different websites with lead generation forms, you can configure your cPanel forwarders to automatically forward all form submissions to a designated email address. This email address is then set up in Setup -> Leads -> Email Integration, allowing the system to capture and store leads efficiently.

Step 1: Setting Up Email Integration

It is recommended to use a dedicated email address exclusively for leads integration, without sending replies or composing emails from this account. This ensures accurate and clean lead management.

Navigate to Setup -> Leads -> Email Integration to configure the settings. By default, this feature is inactive. Once configured, you can activate it, and the system will process emails periodically.

Step 2: Configuration Fields

• IMAP Server – Enter the IMAP server for your email provider.
• Email Address (Login) – The email used for login.
• Password – Enter the email account password.
• Encryption – Choose between SSL, TLS, or No Encryption.
• Delete Email After Import – If enabled, emails will be deleted after successful import.
• Auto Mark as Public – When enabled, all imported leads will be visible to all staff members.
• Folder – Default is INBOX. If using Gmail, leave this unchanged.
• Check Every (minutes) – Define the frequency of email checks. It is recommended to set this above 10 minutes.
• Only Check Unread Emails – If enabled, only unread emails will be processed, preventing redundant checks.
• Default Source – Assign a lead source (e.g., Email Integration).
• Default Status – Define the status assigned to new leads.
• Responsible Staff – Automatically assign responsibility for newly imported leads.

Step 3: Notifications

• Notify When Lead is Imported – Enable email notifications for new lead imports.
• Notify if Lead Sends Multiple Emails – If a lead sends multiple emails, a notification is triggered.
• Notification Recipients – Choose which staff members or roles receive lead notifications.

Once configured, SAVE the email integration settings and test the IMAP connection by clicking the TEST IMAP CONNECTION button.

Step 4: Troubleshooting Authentication Failures

If authentication fails, possible causes include:

• Incorrect username or password.
• IMAP settings are incorrect.
• Encryption settings do not match the email provider.
• Server firewall blocking connections to email services.

Common Issues with Gmail and G Suite

For Gmail or Google Workspace, follow these steps:

1. Enable IMAP in your Gmail settings.
2. Allow Less Secure Apps (Google Admin Console → Security → Less Secure Apps).
3. Use App Passwords if 2-factor authentication is enabled.

For more troubleshooting, visit:
🔗 Google SMTP Authentication Issues

Step 5: Notes on Email Importing

• The system only captures the sender's name and email. Additional fields require structured email formatting.
• If an imported lead is not relevant, mark it as junk to prevent future imports.
• If Only Check Unread Emails is disabled, all emails will be rechecked during every cron job execution.
• If the integration fails, check Utilities -> Activity Log for errors such as [CRON] Failed to connect to IMAP lead email integration.
• If an email contains attachments, they will be automatically imported with the lead.

Step 6: Importing from an Existing Email Address

If you prefer not to use a new email account for lead integration, follow these steps:

1. Disable “Only Check Unread Emails” to process all emails.
2. Disable notifications in Setup -> Email Templates to avoid spam from mass imports.
3. Let the cron job run once to import all past emails, then revert settings back to normal.

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