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Integrating Your External Email with Enroll

Sync your external email account with Enroll— emails to/from guardians in your personal or professional email will be tracked in Enroll!

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Written by David Weiss
Updated today

Overview

The email integration feature allows you to connect your external email (Gmail, Outlook, etc.) with Enroll. This means:

  • Emails you send to parents from your external email appear in Enroll.

  • Emails parents send to you are automatically copied to Enroll.

  • Emails to/from others remain private.

Each user can integrate one external email account.

Connecting Your Email

  1. Go to User Settings

    • Click on your profile name (top-right corner).

    • Select "User Settings" from the dropdown.

  2. Start the Integration

    • Click "Edit" next to your profile information.

    • Find the "INTEGRATE EMAIL" button.

    • Click it to open the login screen.

  3. Log In to Your Email

    • Enter your email and password for the account you want to integrate.

    • Check all the boxes to give "Nylas" access to your account.

  4. Confirm & Save

    • Click "Save" to complete the integration.

    • Your email is now connected!

Viewing Emails in Enroll

Once connected, emails exchanged with parents will automatically appear in Enroll under:

  • The Inbox tab.

  • The Family Hub for the family being communicated with.

  • Note: Only emails to/from Guardians whose email addresses are in Enroll will appear in Enroll.
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Keeping Emails Synced

  • If you archive or delete an email in your external inbox, it will be archived in Enroll.

  • If you mark an email as read in either system, it will be marked as read in both systems.

How This Affects Guardian Communications

  • When you email a parent or guardian using your lined email account, the message is automatically copied and stored in Enroll.

  • When a parent emails you, the message is likewise copied to Enroll so a record of all communications with a family can be found on that Family Hub page.

Example:

  • You send an email from Gmail to a parent.

  • The email appears in the Enroll inbox and on the parent’s profile.

  • The parent replies. The reply appears in both Gmail and Enroll.

Disconnecting Your Email

If you need to unlink your email:

  1. Go to User Settings (Profile > User Settings).

  2. Click "Edit".

  3. Click "CANCEL EMAIL INTEGRATION".

  4. Confirm by clicking "Proceed".

Note:

  • This removes emails from future syncing but does not delete past emails from Enroll.

  • If you wish to integrate a different email, you must first cancel the current integration.

Changing Organization Levels & Email Integration

If your role changes to oversee multiple locations, your email integration will be disabled.

Before changing your role, you will see this warning:


​"Changing this user's Org Level will disable their email integration; users over multiple locations cannot have integrated email accounts because it's not always possible to know which location to copy a guardian's email to when they're interested in multiple locations."

If you proceed, your email integration will be removed.

Troubleshooting

I can’t integrate my email!

  • Make sure you’re logging into the correct email account.

  • Each user can have only one integrated email.

  • Check if your email is already linked to another user.

Emails aren’t showing in Enroll!

  • Allow a few minutes for syncing.

  • Only emails sent to/from parents whose email address is in Enroll will sync.

I changed my Org Level and lost my email integration!

  • Users who oversee multiple locations cannot integrate their email.

For additional support, please contact Support.

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