What is Gmail Two-Way Sync?
Enrollio’s Gmail Two-Way Sync enables automatic bidirectional synchronization between your Gmail account and your studio’s contact records. Any email you send, receive, or update in Gmail is reflected instantly in Enrollio. This ensures you always have a complete record of your conversations with parents, students, and instructors—no matter where you check!
Benefits for your dance studio:
Sync inbound and outbound emails for easy follow-ups on class sign-ups or schedule changes.
Automatically populate your student and parent contacts with conversation threads.
Enjoy real-time updates for a unified view of all email communications.
Steps to Connect
To integrate your Gmail account with Enrollio, follow these steps:
Navigate to the "Settings" section in your studio’s sub-account.
Click on "My Profile" and then select the General tab.
Scroll down to the section labeled "Email (2-way sync)."
Choose Gmail Two Way Sync and click “Connect.”
A prompt will appear to pick an existing Gmail account or connect a new one. Pick the account you use to manage studio communications.
When asked, allow Enrollio all the necessary permissions for your Gmail account.
Once you hit “Continue,” your Gmail account will be connected and visible under the Email Two Way Sync tab.
How Does Two-Way Sync Work?
Two-way sync operates in these scenarios:
• You send an email to a parent or student directly from Enrollio to initiate correspondence.
• Or, when an existing studio contact sends an email using their Gmail to your connected email address, the message automatically syncs into Enrollio.
Please note:
Emails from users who are also registered as sub-account users (for example, other studio administrators) are not synced to protect confidentiality.
If a staff member has connected the same Gmail account to multiple sub-accounts, the synced conversation will only appear in the sub-account where the staff member responds. This ensures that communications remain organized by class or branch.
Additional points:
Outbound emails from your Gmail will be displayed in your Gmail sent folder.
Gmail’s daily limit of approximately 500 emails applies. This is important if you’re sending individual follow-ups or reminders.
Any replies in an ongoing email thread will also be synced instantly.
Other Functionalities
Update Email:Easily change your connected email account in Enrollio. Once updated, new outbound emails from Enrollio will sync with the new account, while previous connections will no longer sync further emails in that thread.
Disconnect Email:Remove the sync when needed. Once disconnected, future emails sent or received will no longer sync between your Gmail and Enrollio, though your past communications remain intact.
BCC Address:You can include the BCC address provided by Enrollio in the Cc or Bcc fields when sending an email. This automatically adds the conversation to your contact record in Enrollio, centralizing communication details.Note: Although you might receive a “Delivery incomplete” notice from Gmail, the email will still be logged in Enrollio.
Sync Details for Different Email Types
Individual Emails:When you send a one-to-one email regarding class updates or private messages with parents, it’s sent directly from your connected Gmail account. Keep in mind Gmail’s limit of 500 emails per day.
Bulk Emails:Emails such as newsletters or promotional messages (e.g., upcoming recital announcements) are sent from the sub-account level email provider. The two-way sync does not impact these communications.
Workflow & Automation:Automated emails (like class reminders or registration confirmations) are dispatched from your sub-account provider and are managed separately from the two-way Gmail sync. This allows you to use personalized, one-on-one emails without hitting Gmail’s daily limits.
Frequently Asked Questions
What happens to emails from existing contacts?All incoming emails from your existing student or parent contacts are automatically reflected in both Enrollio and your Gmail. This synchronization provides a complete communication record for your studio.
Will removing a synced account delete existing emails?No. Your previously synced studio emails remain in Enrollio. Removing the account will only stop new emails from syncing.
Do new emails get synced after an account is removed?Once a Gmail account is disconnected, new messages will not sync between Enrollio and Gmail. Previously synced emails remain in the system.
Are all existing contacts in Gmail synced with Enrollio?Yes, the two-way sync identifies your current parent and student contacts and links any subsequent emails to the appropriate contact record.Note: Past emails sent before integration cannot be synced.
What happens when a new email is received from a contact?New emails from an existing parent or student will appear as new messages in both Enrollio and Gmail. If they’re part of an ongoing conversation thread, they’ll display accordingly.
How are sent emails handled?Emails sent from Enrollio get auto-logged into the Sent folder of your connected Gmail. Similarly, emails sent directly from your Gmail will appear under the respective contact’s conversation in Enrollio.
How are cc/bcc recipients managed?If you include a parent or student on the Cc/Bcc line, their information appears under the corresponding contact record in Enrollio without creating new entries.
What if a contact emails someone else but includes your studio’s email?The email is logged in Enrollio under the appropriate contact, ensuring your class communication history stays up-to-date.
How is the conversation thread managed with multiple recipients?In a group conversation, the first listed contact becomes the main thread in Enrollio. All subsequent emails within that thread will be organized under that primary contact.
What if the same contact exists in multiple locations?Emails sent from Enrollio will appear only in the associated location’s record. However, replies from a contact will be synced across all relevant locations to keep your communication comprehensive.
How is a secure connection maintained if Gmail credentials change?If your Gmail login details change, Enrollio will prompt a reauthentication process to ensure the connection remains secure.
What happens when an email is forwarded from Gmail?Forwarded emails to an existing parent or student contact will be treated as a sent email and will sync under the appropriate contact in Enrollio.
What if duplicate emails are sent to multiple contacts?If duplicate emails occur, the conversation is linked to the first created contact in Enrollio, ensuring that your records remain organized.
Enrollio’s Two-Way Email Sync is designed to help your dance studio maintain seamless communication with parents, students, and staff—allowing you to focus on what you do best: teaching and inspiring the next generation of dancers!
Happy dancing and smooth communication with Enrollio!