Email connections and data

Connect a mailbox

Open Email and choose Connect Gmail. Read the disclosure, choose Agree & connect Gmail, and select the work mailbox you are authorised to share. Google will ask you to grant access. Signing in to OperTico with Google is a separate choice and does not connect Gmail.

OperTico imports the connected mailbox's message history, including archived mail, Spam and Trash, and then synchronises messages and mailbox changes. Gmail drafts are excluded; drafts you create in OperTico are saved separately. We store message content, sender and recipient information, labels and attachment details. Received attachments are fetched when you open them. Files you attach to OperTico drafts and outgoing messages are stored with those records.

Reading, sending, archiving, moving to Trash or Spam, changing read status, stars and labels can update Gmail. OperTico does not request permission to permanently delete Gmail messages bypassing Trash. Gmail message content is not sent to OperTico AI features. See the Privacy Policy.

External images load automatically when you open a formatted message. To block them, turn off Automatic images in Email's three-dot menu. This saves your display preference for the current user and business in this browser; you can still choose Show images for a single message. Loading external images contacts the image host, which may let the sender know a message was opened.

Choose who can access email

In Email's menu, open Manage mailboxes. Mailboxes & access shows business, location and employee mailboxes and their access settings. Manage permission controls connections and access; it does not by itself grant permission to read or send messages. Authorised managers can grant those permissions separately. Employee owners can use their assigned mailbox. Existing shared business inboxes may keep team access until an authorised manager changes it.

Only connect mailboxes you are authorised to share with this business. Each business has its own saved email and permissions. Connecting a mailbox to another business requires a separate authorised connection.

Business owners and administrators can also open Team → a team member → Organization → Work email. Add an existing address or connect your own Google Workspace administrator to create an address in a verified business domain. Creating a Google account requires explicit confirmation and a suitable Google mail license; it does not automatically connect Gmail. Complete the account's first Google sign-in and password change, then connect that exact address.

Employee work mailboxes can be prepared before an invitation is accepted. Their contact/invitation email stays separate. Once the OperTico login is linked and the Team profile is active, the employee can read and send from their assigned mailbox. Managers need explicit mailbox access; a reporting line alone does not grant it. Unlinking, suspending or archiving a profile removes its implicit owner access. Independently assigned access grants remain subject to the member's active business membership and location restrictions.

Disconnect and keep messages

Open Manage mailboxes, find the mailbox, confirm Disconnect this mailbox and keep saved messages, and choose Disconnect mailbox. You can also disconnect the original shared inbox from Email settings → Connection options.

Disconnect removes the saved Gmail credentials and stops future synchronisation and sending through that connection. Saved conversations and drafts remain accessible to authorised users. An email already handed to Google may still finish sending. You can reconnect the same mailbox later.

Remove saved email

Open Manage mailboxes → the mailbox → Mailbox data. Enter its email address, confirm removal and choose Remove mailbox & saved email. This is available to an authorised mailbox manager or the employee assigned as its owner.

This removes that business's mailbox connection, saved messages, conversation notes, labels, drafts, stored email files and access grants. Sending and synchronisation stop. Original messages and user accounts at Google are not deleted. Independent customers, jobs, issued business documents and minimal business delivery or security audit records remain. If a sender is running, wait for it to finish and retry.

Removal applies to this business's active OperTico records. Copies separately connected to other businesses require separate removal. We retain a signed record of technical business, mailbox and request identifiers to reapply completed removals before opening a restored database. This record contains no message content or email address. Backups, recipient copies and third-party records have separate retention. Reconnecting imports Gmail history again. For additional deletion requests, or if you cannot access the controls, contact contact@opertico.com with the business and mailbox address. Never send passwords or access tokens.

Remove permission at Google

Visit Google Account connections, select OperTico and remove its access. Google revocation can affect other OperTico connections authorised by that Google account to the same Google project. It stops access at Google but does not itself erase saved OperTico records; use the removal controls above or contact us.