Auto-create contacts from email

When mail arrives from an address you do not have a record for, KudosCRM can create one so the message lands somewhere rather than floating unattached.

That is useful for a sales mailbox and unhelpful for a mailbox that gets a lot of noise, so it is a setting per mailbox.

Who this is for

Anyone with a connected mailbox, and admins setting up a shared team address.

Before you start

• A connected mailbox.
• A sense of what actually arrives in it — that is what decides whether the toggle should be on.

Off does not mean unlinked
Turning the toggle off stops new contacts being created from unknown senders. It does not stop mail being linked to contacts you already have — existing records still get their correspondence. So off is the right setting for a noisy mailbox, not a way of disabling email capture.

Set it per mailbox

1. Open the mailbox in email settings
   The toggle lives on the individual account, in the sync settings, because the right answer differs per mailbox.
2. Find the create-contacts-from-new-senders setting
   It is on by default. That default suits a sales or personal mailbox, where an unknown sender is usually someone worth having a record for.
3. Turn it off for noisy mailboxes
   A general enquiries or notifications address collects a lot of senders you will never sell to. Off keeps that noise out of your contact list.
4. Leave it on for sales mailboxes
   Where an unknown sender is usually a prospect, automatic creation saves the manual step and means nothing is lost.
5. Check what turns up
   After a few days, look at what was created. That tells you quickly whether the setting is right for this mailbox.

What you get

• Mail from new senders landing on a real record instead of nowhere.
• A per-mailbox choice, so noisy addresses do not pollute your contacts.
• Existing contacts still linked to their mail regardless of the setting.
• Contacts created from the sender only, not from everyone copied on a thread.

Frequently asked questions

If I turn it off, does email stop attaching to contacts?

No. Existing contacts still get their mail linked. The toggle only controls whether an unknown sender causes a new contact to be created.

Does everyone on a thread become a contact?

No, this is deliberately sender-only. People in the to and cc lines do not create contacts, which stops one group email producing a dozen records.

Is it on or off by default?

On. That suits most personal and sales mailboxes. Turn it off for addresses that receive a lot of mail from people you will never have a relationship with.

Can different mailboxes have different settings?

Yes — that is the point of it being per account. Your sales mailbox and your notifications mailbox can differ.