What is the Email Integration?
Vinyl can write and send email for you, straight from your Gmail or Outlook. Ask for anything, a follow-up after a client meeting, a chase for missing documents, a recap for a colleague who wasn't in the room and the draft lands as an editable card in Ask Vinyl. Review it, tweak it, click Send email. Or Save draft, and finish it later from your inbox.
Vinyl never sends on its own. Every email waits for you to click Send.
Sending an email
Ask for it. From a meeting or the Ask Vinyl tab, describe the email you want: "draft an email to the client summarising next steps", "write a short email chasing the missing bank statements", "email my colleague a recap of this meeting." If it's the classic post-meeting follow-up, the Follow-up client email quick action does it in one click.
Make it yours. Edit the To, Cc and Bcc fields right on the card, or click the pencil to edit the wording. Want a different tone, more detail, an extra paragraph? Tell Vinyl in the chat and it redrafts.
Send it. Send email sends it now, from your own address — replies land in your inbox like any other email. Save draft puts it in your Gmail or Outlook drafts instead.
What you need
Gmail or Outlook connected. Set this up once on the Integrations page. If you're not connected yet, Vinyl will prompt you when you try to send.
The Email AI permission. On by default, a team admin can turn it off in team settings. If the send option is missing, check this first.
Setting up your email signature
Gmail and Outlook only add your signature when you send from their own apps, so give Vinyl one too. Save it once and it's added to every email Vinyl sends for you. No saved signature means unsigned emails.
Save it in either place, they share the same signature:
Settings
Manage signature on the Gmail or Outlook card on the Integrations page
Rich text, links and images all work. Hit Send test email to see exactly how it looks before a client does.
Tip: copy your existing signature straight out of Gmail (Settings → See all settings → General → Signature) and paste it in. Formatting, links and images come across intact.
What it doesn't do
Read your inbox. Vinyl can't see incoming email (yet), it's outbound only.
Send without you. Every email is a draft until you click Send email.
Schedule sends. To send later, use Save draft and send from Gmail or Outlook when you're ready.
Other providers. Gmail and Outlook only, for now.
Why it matters
Every client meeting ends the same way: someone has to write up what was discussed, what the client needs to do, and what the firm will do next. That's the email Vinyl writes best, built from the transcript, so the action items and commitments are the ones people actually agreed to. But it's not limited to follow-ups: any email you'd normally stop to write, Vinyl can draft and send while the context is in front of you.
Follow up in minutes, while the meeting is still fresh for your client.
Nothing slips, drafts come from the transcript, not memory.
One consistent voice, signed, structured emails, whoever on the team sends them.
Spot the upsell, pitch additional services based on what came up.
Troubleshooting
"The connection to your email account has expired" or "We no longer have permission to access your email account"
Connections need renewing now and then. Click Reconnect account on the email card (or reconnect on the Integrations page) and try again.
My email went out without my signature
There's no signature saved in Vinyl yet. Add one in Settings or via Manage signature on the Integrations page, it's automatic from then on.
"Your email provider declined this request" or "Your email provider is temporarily unavailable"
A temporary blip with Gmail or Outlook. Give it a few minutes and try again.
The send option isn't showing
Check Gmail or Outlook is connected on the Integrations page, and ask a team admin to confirm the Email permission is on in team settings.
Still stuck? Chat with us below, we're happy to help.