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Email Forwarding

Business communication is often conducted via email. Use email forwarding to log emails as activities against your records. This keeps your colleagues informed and ensures that important communications are not lost in your inbox.

Kinabase offers two ways to forward emails:

  • Direct forwarding to a specific record – works immediately with no configuration
  • Automatic matching to contacts – requires email integration setup

Forward to a Specific Record

Forward emails directly to any record using this format:

{collection}+{recordId}@kinabase.email

This works immediately for any collection in your workspace – no configuration required. You just need to send from an email address that is verified on your Kinabase account.

How to find the forwarding address

  1. Open the record in Kinabase
  2. Note the collection name from the URL (e.g., projects from /c/projects/42)
  3. Note the record ID from the URL (e.g., 42)
  4. Use the format: {collection}+{recordId}@kinabase.email

Example: To forward an email to record #42 in the Projects collection, use projects+42@kinabase.email

You can also find the address in the record's Activities tab by clicking the envelope icon.

Only registered Kinabase users can forward emails. Make sure you're sending from an email address verified on your Kinabase account.

Forward with Automatic Contact Matching

If you want Kinabase to automatically match email recipients to your contacts database, you can configure email integration. This allows you to forward to inbox@kinabase.email and have Kinabase automatically link the email to the appropriate contact records.

Set Up Email Logging (Admin Only)

To enable automatic contact matching:

  1. Go to Settings → Integrations → Email Integration
  2. Under Contacts, choose your collection and map the name and email fields
  3. Click Save — automatic matching is now active

Optional: If your business also tracks companies, configure the Organisations section after setting up Contacts. This allows Kinabase to suggest organisation records based on email domains. The Organisations section only appears once Contacts are configured.

Your collection names may differ, such as "People" and "Companies" instead of "Contacts" and "Organisations". The important thing is that your contacts collection has email and name fields mapped correctly.

Forward Emails for Automatic Matching

Once configured, forward emails (or CC/BCC) to inbox@kinabase.email from your verified email address.

  • The email will appear as an activity in your Colleagues list
  • If the recipient matches a record in your Contacts collection, it will also appear there
  • This feature works for all contacts that you've CC'd, BCC'd, or forwarded the email to – if they exist in your Kinabase environment

You need to have Activities enabled for your collection to log emails as activities.

To log emails against related records (e.g. Opportunities or Projects linked to Contacts), enable Show in Related Records in the collection configuration activity settings.

To learn more, see the Activities support article.

Email forwarding is a powerful tool to keep everyone in your team up-to-date with external communications.

Keep your colleagues informed

Use email forwarding to log emails as activities against your records, keeping everyone informed.

If you have further questions please reach out to your System Admin, or our Support team.

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