How Email Works in LSS CRM (Explained Simply)

How Email Works in LSS CRM (Explained Simply)

We get a lot of questions about email in LSS CRM, so let’s break it down step by step. By the end, you’ll understand:

1. Why you can’t use your personal Gmail or Yahoo email inside the CRM.

2. What happens when you set up your domain email inside the CRM.

3. The difference between a CRM sending domain and a real email inbox.

4. What you need if you want to check your email on your iPhone, Outlook, or Gmail app.

We’ll keep this simple, with real-life examples, so nothing is confusing.

1. Personal Email vs. Professional Business Email

Here’s the first big difference:

• Personal Email

  • Example: lsstechsupport@gmail.com or lsstechsupport@yahoo.com

  • Free and easy to use.

  • Belongs to Google, Yahoo, Outlook — not your business.

  • Looks less professional when you’re emailing clients.

  • Cannot be used as the main sending email in LSS CRM (it will hurt deliverability and often land in spam).

• Professional Business Email

  • Example: tech@loansigningsystem.com

  • Uses your own website domain (the part after the @).

  • Looks professional and trustworthy.

  • Can be set up in LSS CRM for sending marketing and automation emails.

  • If hosted properly (Google Workspace, Microsoft 365, Zoho, etc.), it also gives you a real inbox you can log into anywhere.

Think of it like this:

• Personal Gmail is like renting a mailbox at the post office. It works, but it’s not your brand.

• Professional email is like having a mailbox in your own building with your business name on it. It’s yours, and it looks official.

2. What Happens When You Add Your Domain Email in LSS CRM

Inside LSS CRM, you can add an email like tech@lc.loansigningsystem.com.

Here’s what that does:

• It tells the CRM: “When I send emails through automations or campaigns, show this address as the ‘From’ address.”

• With the custom sending domain setup (SPF, DKIM, DMARC records), the CRM is officially allowed to send those emails on behalf of your business.

Important:

• This makes your marketing emails look professional.

• This helps avoid the spam folder.

• But this does not give you an inbox. You cannot log into Gmail, Outlook, or your iPhone mail app with this alone.

3. CRM Sending Domain vs. Real Inbox

This is the #1 place people get confused, so let’s break it down.

• CRM Sending Domain (inside LSS CRM):

  • Lets LSS CRM send bulk/automation emails on behalf of your business.

  • Used for marketing campaigns, newsletters, and automated follow-ups.

  • Lives inside the CRM only.

  • Does not create an inbox.

• Real Email Inbox (Google Workspace, Microsoft 365, Zoho, etc.):

  • Gives you a place to actually read and reply to emails.

  • Can be connected to your phone, Outlook, or Gmail app.

  • Has IMAP/SMTP server details (this is what your iPhone asks for).

  • Costs a monthly fee (typically $6–$12 per user/month).

You need both for a professional setup:

• CRM sending domain = for email marketing + automations.

• Real email inbox = for day-to-day sending and receiving.

4. Why You Can’t Just Use Gmail in LSS CRM

A lot of people ask: “Why can’t I just plug in my Gmail address and use that in the CRM?”

Here’s why:

• Gmail, Yahoo, and Outlook personal accounts have strict rules.

• When you send bulk emails from them (especially through a CRM), they get flagged as spam or blocked.

• Deliverability tanks — your clients won’t see your messages.

• In some cases, Gmail will shut down your account for abuse.

That’s why we require a professional business email connected to your own domain. It protects your brand and ensures deliverability.

5. Using Email Outside the CRM (Phone, Outlook, Gmail App)

If you want to check your professional business email outside of LSS CRM (like on your iPhone or Outlook), you need a provider that actually hosts your inbox.

Here are the most common options:

• Google Workspace (recommended): works with Gmail, gives you a real inbox, easy to use.

• Microsoft 365 (Outlook): another professional option.

• Zoho Mail: cheaper/free alternative for small businesses.

These services provide you with:

• Incoming Mail Server (IMAP) — for receiving mail.

• Outgoing Mail Server (SMTP) — for sending mail.

• A username (your full email address) and password.

Example (Google Workspace):

• IMAP: imap.gmail.com

• SMTP: smtp.gmail.com

• Username: you@yourdomain.com

• Password: your Google Workspace password

That’s what your iPhone is asking for when you try to add your email account.

Without one of these providers, you cannot check your business email outside of LSS CRM.

6. The Bottom Line (No Confusion)

• You cannot use personal Gmail/Yahoo/Outlook accounts for CRM sending.

• Setting up a custom sending domain in LSS CRM = improves deliverability for your marketing emails, but does not create an inbox.

• To actually send and receive daily emails outside of the CRM (like on iPhone), you need a professional email host like Google Workspace.

• Best practice:

  • Use LSS CRM custom sending domain for marketing and automation.

  • Use Google Workspace (or similar) for your business inbox.