"Other" CRMs manage email synchronization to prevent private internal emails from appearing in the CRM using "Never Log" lists and custom email logging rules.

The primary tool to block internal emails or personal communications is the Never Log feature.

• Account-Wide Never Log: Super Admins can add entire company domains (e.g., *at yourcompany _ com) or specific internal email addresses to the account-wide list so that internal communications are blocked for every user in the organization.

• Personal Never Log: Individual users can add specific email addresses or domains to their own personal never-log settings (which get tagged with an "Only me" label).

• How it works: When an email address or domain is on a Never Log list, any future emails sent to or received from those addresses are excluded from logging into CRM contact records.

How your inbox syncs also dictates whether internal or unselected emails get pushed into the CRM:

• Reply-Only Logging: You can configure contact email logging rules to "Log replies only", meaning incoming messages only log if they are part of an existing thread already logged in the CRM. Cold or unassociated internal emails won't auto-create records.

• Extension Controls: If you use a custom extension for Gmail or Outlook, emails can be set to log automatically or require manual selection. Turning off auto-logging or unchecking the "Log to CRM" checkbox before sending keeps private messages out.

• Connecting Individual vs. Team Inboxes: Connecting a personal inbox typically requires an action or reply rule to log, whereas connecting a shared team channel as a conversations inbox explicitly centralizes customer-facing communication rather than private employee chatter.

We represent large real estate brokerages who want to keep their Agents in one sub-account in GHL. In a shared real estate CRM you need to allow duplicates, because Agents will often have relationships with the same clients or vendors (transaction coordinators, loan officers, etc..). The way GHL syncs and displays emails creates huge privacy and compliancy issues. Agents should never see other agents conversations on their Contacts. This is one of many data permission set limitations that makes GHL unusable for large teams. We have clients with hundreds of users eager to use the system, but no way to safely serve them.

We need user permissions for this.

OUTRAGEOUS not to have this functionality.

While THIS idea/thread is over a year old, there are others from early 2024 with more votes that should be merged in.

We turned it off too for similar reasons. Having client emails mixed with internal stuff creates privacy issues that most clients aren't comfortable with.

We've had to turn the email sync off because of this. Our clients include our Legal and HR advisors, and it started pulling all their emails.

Yay, it's under review now. Let's go!

HighLevel Support this has been on here since February, is this ever likely to get sorted?

Yeah, we should be able to exclude certain email addresses or entire domains from being added to CRM conversations.

That permission should be at the admin level and have an option to allow users to exclude email addresses from the CRM.