The Email Accounts page is where you connect outbound email providers, set per-account permissions, and pick which email sends customer-facing documents. Three things to know before you set it up:
1. Connected accounts feed everything else. Once you connect Gmail, Microsoft 365, or an SMTP server, that account becomes available across the app — in compose, replies, and as a possible Customer Email Sender.
2. Sender access controls who can use each account. Shared means anyone on your team can send from it. Private means only the specific agents you assign can — useful when a mailbox belongs to one person (e.g., a sales rep's personal address).
3. Customer Email Sender is separate. It's the single account used for system emails — estimates, invoices, receipts, signed estimates, and service plan emails. Only Shared senders can be picked here; Private ones are intentionally excluded so customer-facing emails don't depend on one person's mailbox.
1. Open Email Accounts in Settings
You'll find Email Accounts under Settings → Communications. It's the hub for everything outbound-email related — connecting providers, managing permissions, and configuring the customer system sender.
2. Connect Providers — Gmail, Microsoft 365, or SMTP
The Connect Providers card is where you bring in your own email account:
• Gmail — connect a Gmail or Google Workspace mailbox via OAuth.
• Microsoft 365 — connect a Microsoft 365 mailbox via OAuth, with two-way inbox sync.
• SMTP — use any SMTP server for outbound. Replies still route back to your Joby inbox fallback.
Connect as many as you need.
3. View and manage all connected accounts
The Sender Accounts list shows every connected mailbox — provider, address, status (Active), and the badges that describe each account at a glance:
• Default — the primary sender (orange pill).
• Send — the account can send outbound email.
• Shared / Private — who can use it (see below).
• Inbox sync — replies sync back into Joby (Microsoft 365 only).
Manage permissions or disconnect any account right from this list.
4. Make Default — set the primary sender
Click Make Default on any account to set it as your primary sender. The default is what auto-fills next time you compose an email — but it's not locked in. You can still pick a different account per email when you're actually sending. Use this to set the account you'll use most often as the convenient one-click default.
5. Sender Access — who can send from this account
The Sender access dropdown on each account controls who on your team can use it. Two modes: Shared and Private. Pick the one that matches what the mailbox is for.
6. Shared sender — everyone on the team can use it
Set to Shared for any mailbox the whole team should be able to send from — your main business address, a department inbox (support@, sales@), or any account that represents the company rather than a person. Every agent will see it in their compose dropdown.
7. Private sender — only assigned agents can use it
Set to Private for a personal mailbox — a sales rep's individual address, a manager's account, anything that should stay tied to one or a few people. Once Private, you'll get an Assigned Users picker (next step) where you choose exactly who can send from it.
8. Assign agents to a Private sender
When an account is Private, an Assigned Users list appears with a checkbox next to every agent. Tick the ones who should be able to send from this mailbox. Unchecked agents won't see this account at all in their compose dropdown.
9. Customer Email Sender — for estimates, invoices, receipts
The Customer Email Sender section sits below Sender Accounts and controls a different thing — it picks the single account that system emails are sent from:
• Estimates
• Invoices
• Receipts
• Signed estimates
• Service plan emails
Whatever you pick here, your customers see as the sender on every one of those documents.
10. Only Shared senders can be picked here
The Customer Email Sender dropdown only lists Shared senders. Private ones are intentionally excluded — customer-facing system emails shouldn't depend on a single person's mailbox (if that person leaves or their auth expires, every invoice would stop sending). If you want a specific email here, make sure it's set to Shared on its account row.
If no Shared senders are connected yet, the Joby managed sender stays the fallback so customer emails keep flowing.
11. Pick the Shared email that customers will see
Open the dropdown and pick the Shared mailbox you want all customer system emails to come from. The change applies immediately to every estimate, invoice, receipt, signed estimate, and service plan email going forward. Replies from customers go back to that same mailbox (and still surface inside Joby's inbox).
