How connecting your email and calendar works
Each person links their own mailbox and calendar to Filmo: email arrives in Emails, documents go out from your address and your tasks reach your calendar.
Anyone on your team, with no special permission. Each person connects and manages only their own mailbox and calendar.
Needs the add-on, bought per person, with a 30-day trial.
A lot of a rental business happens over email. The planner at Landmark Venues asks for a quote for the wedding, you send it, they reply with changes, and the crew needs to know when to load the three large tents. When your email lives in one place and your jobs in another, you spend the day copying between them.
Connecting your email and calendar brings them into Filmo. Each person on your team links their own mailbox and calendar to their Filmo user. That link is a : Filmo reads and sends on your behalf, without ever knowing your password.
What you get
- With a , your email is in «Emails», in the «Others» section of the sidebar, and you reply from Filmo with your own address.
- Documents go out from your address. When you click «Send» on the Landmark Venues quote, your own email opens with the PDF attached, and the message stays in your sent folder.
- With a connected calendar, the tasks and assigned to you appear in a calendar called “Filmo” in your Google or Microsoft account.
How the connection works
Each person connects their own
The connection belongs to the person who authorizes it, not to the company. Nobody else can use it or disconnect it, not even an administrator, and an administrator can't connect a mailbox for you or see yours.
Email and calendar are connected separately
Each one has its own card in «Integrations». Connecting «Gmail» doesn't connect «Google Calendar»: connect each card you need. If both are the same Google or Microsoft account, you authorize once per card, and the two connections then share that authorization.
Your mailbox changes how documents are sent
With a mailbox, «Send» on a document opens your own email with the PDF attached. Without one, Filmo sends the email from its own sender with a instead of the PDF, except for simplified invoices and their credit notes. Filmo decides per person: a teammate without a mailbox still sends through Filmo. See Send a document by email.
Bulk sends from a list and documents sent by a workflow always go out through Filmo, even if you have a mailbox connected.
Which email and calendar providers you can connect
| Card | What it connects | Good to know |
|---|---|---|
| Gmail | Google email | Available. |
| Outlook | Microsoft email | It may show «Coming soon». Then it can't be connected yet. |
| iCloud Mail | iCloud email | Marked «Beta». You sign in with an app-specific password. |
| IMAP | Email from any other provider, such as AOL | You also enter the incoming and outgoing (SMTP) servers. |
| Google Calendar | Google calendar | Available. |
| Outlook Calendar | Microsoft calendar | Same as «Outlook». |
iCloud and only connect email: there's no iCloud calendar. You can have one connection per card, so a Gmail and an IMAP mailbox at the same time, but not two Gmail mailboxes.
What's synced and when
| What | When it reaches Filmo |
|---|---|
| Email from before you connect | When you connect: the last 30 days, up to 2,000 messages, in the background. |
| New or changed email | As soon as your provider tells Filmo. |
| Email you send from Filmo | Straight away. |
| Your tasks and internal services, to the “Filmo” calendar | When they're created, changed or deleted in Filmo. |
| Events from the calendars you import | Every 10 minutes, or at once with «Sync now». |
Email older than those 30 days is never brought in, and there's no button to sync your email again. Filmo has no mailbox of its own: «Emails» shows what it has synced from your account.
Connection statuses
| On the card | What it means | What you can do |
|---|---|---|
| A «Connect» button | You haven't connected this card, or you disconnected it. | Connect it. |
| Connected | The authorization was completed. | Use it. «Manage connection» shows its details. |
| Coming soon | The provider isn't available in your account yet. | Nothing for now. |
| Beta | The provider is still being tested. | You can connect it. |
«Connected» doesn't always mean it's working
If your authorization expires or you remove Filmo's access in Google or Microsoft, for example after changing your password, the card still says «Connected». If email stops arriving or sending fails, disconnect and connect again. See Fix email or calendar that stopped syncing.
Good to know
- Without the add-on, sync stops. If your account loses «Email and calendar linking», Filmo stops bringing in email and events and stops updating your calendar, even though the cards still show the connection. What arrives in the meantime isn't recovered when the add-on comes back.
- Disconnecting doesn't delete anything: what Filmo already synced stays in Filmo, and nothing changes in your provider.
- Filmo never stores your password. A third-party connection provider holds the authorization, and your email and events pass through it, with its data kept in the European Union.
- Email labels belong to the whole company. Any user with the add-on can create them, and their actions apply to the email of every connected mailbox in the account. See Label incoming email automatically.
- For a task to reach your calendar, you must be assigned to it through your staff record, linked to your Filmo user. What's published and its options are in Google Calendar sync settings.
Up next
Connect your mailbox: Connect your email to Filmo. To connect your calendar, see Connect Google Calendar.