Welcome to Keeper Emails! 📧
What is Keeper Emails?
Keeper Emails allows you to read and manage emails directly within Keeper, enabling seamless collaboration, delegation, and improved visibility across your team. With built-in commenting, task creation, and a shared email history for each client, Keeper Emails ensures nothing falls through the cracks.
⭐️ Key Features:
Full Email Client Functionality: Read, respond to, and compose emails directly within Keeper.
Collaboration Tools: Add comments and link emails to tasks for streamlined team workflows.
Shared Email Activity: View a timeline of all emails exchanged with a client.
Task Delegation: Turn emails into actionable tasks and assign them to team members.
Team Visibility: See all client-related emails in one place without searching multiple inboxes.
🚀 Get Started with Keeper Emails
Keeper Emails is designed to simplify your workflow by keeping your emails, tasks, and team communication in one place.
To access Keeper Emails, click Inbox at the top of your screen.
📧 Keeper Emails Features
Keeper Emails is designed to bring all your email communication, collaboration, and task management into one seamless experience within Keeper. Below is a breakdown of the key features and how they enhance your workflow:
Full Email Client Functionality
Keeper Emails works just like any standard email system, allowing you to:
Send and receive emails directly within Keeper.
Reply to and forward emails without switching to another platform.
Compose new emails with all the essential formatting tools.
Mark emails as read/unread to stay organized.
Internal Collaboration with Comments
Instead of forwarding emails or switching to Slack for discussions, you can collaborate inside an email thread using Keeper’s built-in commenting feature.
@mention teammates to notify them about an email.
Discuss emails internally without cluttering your inbox.
Keep a record of internal conversations for future reference.
This helps teams work together efficiently without losing context.
Task Delegation from Emails
Turn any email into a task to ensure follow-ups and accountability.
Convert an email into a task with just a few clicks.
Link the email to a specific client for better tracking.
Set due dates and assign tasks to teammates.
This prevents important action items from getting buried in your inbox.
Shared Email History for Each Client
Gain full visibility into client communication by seeing all emails exchanged with a client in one place.
View all sent and received emails by your team for a client.
No need to search through multiple inboxes—everything is centralized.
Improve response times and ensure nothing gets missed.
Smart Inbox for Better Organization
Keeper Emails helps you manage your emails efficiently:
Separate firm and client inboxes for clear organization.
Filter emails by client to quickly find relevant messages.
Archive emails to keep your inbox clutter-free.
Secure and Private Communication
Keeper ensures that only authorized team members can access emails.
Client email history is visible only to your team—clients do not have access.
Control who can see and manage emails for specific clients.
💡 Frequently Asked Questions
How can I connect my firm email inbox?
To connect your firm inbox,
Go to the Inbox tab
Select Firm Inbox > Inbox
Choose Enable firm inbox & email history
Read the notice, and proceed accordingly
Here is a video that walks through these steps:
How can I read emails inside my practice email?
To view emails in your Practice Email inbox, you need to reconnect your email to grant the required permissions:
Navigate to Practice Settings (⚙) → Client Portal → Branding.
Remove your Practice Email.
Reconnect your Practice Email and accept the new permissions.
Once reconnected, your practice email inbox will appear under the Firm Inbox section.
Which emails appear in my client's email history?
All emails sent to or received from any contacts that have access to this client will appear in the Email history.
Why are unrelated emails appearing in a client's email history?
If you're seeing unrelated emails in a client’s Email History, it’s likely because your email (or your Practice Email) has been added as a contact for that client.
Example Issue:
If ben@keeper.app is used as both the practice email and a client contact, Keeper will associate all emails sent to or from that address with the client, even if they are unrelated.
To fix this issue, please remove your practice email or user email as a contact from this file.
Solution:
To prevent this, remove your Practice Email or user email as a contact from that client’s profile.
Can my clients see the Email history?
No, your clients cannot see the Email History. This section is an internal feature that allows your team to view all sent and received messages with a client in one place.
Can all users access the Firm Inbox?
Yes, all users regardless of permission can access the Firm Inbox.
How does Keeper Emails help with collaboration?
Rather than forwarding emails or switching to Slack for internal discussions, Keeper Emails allows you to collaborate within an email thread using comments.
Simply @mention a teammate in a comment to notify them.
Discuss the email without cluttering your inbox.
Keep a record of internal discussions for better context.
This ensures smoother communication and keeps important conversations tied to relevant emails.
How can I delegate emails to my team?
If an email requires follow-up or action, you can turn it into a task directly within Keeper Emails.
Click the Task button in the email.
Select a client and link the email to an existing or new task.
Set a due date and assign it to a team member.
This keeps emails actionable and prevents important tasks from being lost in inbox clutter.
How does email visibility work in Keeper?
From a client page, you can view all emails sent or received by anyone on your team for that client.
No need to dig through personal inboxes.
See a full timeline of client communication.
Improve response times and client service by having a centralized view.
This ensures everyone on your team stays aligned and up to date on client communications.
What email actions can I take in Keeper Emails?
Keeper Emails functions just like a traditional inbox, with actions such as:
Send & receive emails.
Reply and forward messages.
Mark as read/unread to manage email priority.
Archive emails for better inbox organization.
Everything works seamlessly inside Keeper, so you don’t have to leave the platform.
Billing
Connecting your practice email to read emails in your Firm Inbox is free as a part of Keeper Premium. This lets your entire team read, respond to, and collaborate on emails sent to your practice email, at no added cost.
Connecting additional personal inboxes to manage individual emails costs an extra $10 per email per month.
Supported Email Providers
At this time, Keeper Emails only supports reading emails with Gmail and Outlook-based email accounts.
If you do not use one of these two providers for your email system, you can continue to use your Practice Email to send emails from Keeper, but you will not be able to read emails inside your Firm inbox.
Troubleshooting Cache Build Failures
In most cases, if the email cache fails to build, retrying will not resolve the issue. Instead, follow these steps to identify and fix the problem:
1. Check if You Are Listed as a Contact
The most common cause of cache build failures is having your own email or your Practice Email listed as a contact for a client. This can cause Keeper to pull in all emails associated with that email address, leading to errors.
How to Fix:
Go to the Client Profile where the issue is occurring.
Check the Contacts section.
If your email (or your Practice Email) is listed, remove it from the client’s contacts.
Try building the cache again.
2. If You Are Not a Contact, Contact Support
If you do not have yourself listed as a contact and the cache build is still failing, this may indicate a system issue. In this case:
Reach out to Keeper Support for assistance.
Provide details such as the client name and any error messages you received.
Setting Up Email Signatures in Keeper
Keeper allows you to configure two types of email signatures:
Firm Signature – Used when sending emails from your Firm Inbox, including reminder emails.
Personal Signature – Applied when sending emails from your personal email account within Keeper.
How to Set Up Your Firm Email Signature
The Firm Signature is used for emails sent from your firm’s Practice Email (e.g., automated reminders or firm-wide communications).
Steps to Configure Your Firm Signature:
Navigate to Practice Settings (⚙).
Select Client Portal → Branding.
Locate the Practice Email section.
Set or update your Practice Email Signature.
This signature will automatically be applied to emails sent from your Firm Inbox.
How to Set Up Your Personal Email Signature
Your Personal Signature is used when sending emails from your individual Keeper account.
Steps to Configure Your Personal Signature:
Go to User Settings.
Select Inbox.
Locate the Personal Email Signature field.
Enter or update your signature.
This signature will be applied when you send emails from your personal email within Keeper.
This guide is constantly being updated with more details. If you have any further questions, feel free to reach out! 🚀