At Robin, our goal is to help you get to more intakes (and hires!) as smoothly and quickly as possible.
Our email integration is another big step in that direction.
How does it work?
By default, emails are currently sent via our email service provider Sendgrid – a stable and reliable partner.
The big advantage? There’s nothing you need to configure. It just works. Plug & play.
Candidates receive the email in your name, but the message won’t appear in your own sent items. Replies, however, will go straight to your inbox.
From users in the field, we learned that emails sent directly from a personal inbox tend to convert better.
That’s why we’ve added a new option: you can now connect your own inbox to Robin. 👇
📬 How do I connect my email?
Let’s walk through the steps together:
For other providers, we support the IMAP protocol. You can find the steps in this article.
Frequently Asked Questions (FAQ)
Why does Robin need access to my email?
To send emails from your own provider and show them in your sent items, Robin needs limited access to your email.
We only access emails that are sent from within Robin – just enough to display them correctly in the app.
🔒 Just to be clear: this access is purely technical. Our team members cannot read your emails.
Is it safe to connect my email?
Yes, absolutely. We use Nylas, an official Google partner with all the necessary security certifications.
Robin is also audited by Google to ensure we comply with the highest security standards.
I get a message saying I need to contact my administrator. What should I do?
This usually means your email account is managed centrally – by an IT department or external provider.
In that case, the administrator needs to approve the connection.
👉 This article walks them through the process step by step.
If the admin doesn’t see the request, your organization might not yet have a setup for granting access. That can be resolved too – here’s how.
The email connection process is stuck or the pop-up won’t close
This is often due to cookies or your browser cache. Try the following:
Clear your browser’s cache and cookies
Or open Robin in a different browser (e.g. Microsoft Edge instead of Google Chrome)
I’m receiving 2 emails for each scheduled message. Why is that?
This usually happens when email notifications are enabled in multiple places.
Here are the most common causes:
Personal + team notifications enabled
If both are active, you’ll receive two emails: one for yourself and one for your team.
You can adjust this in your profile settings if you only want to receive one.
Member of multiple teams
If you're part of multiple teams, you’ll get a notification for each team.
Disabling notifications for one team will stop emails for everyone in that team—so think it through before you make changes.
Need help adjusting your settings? Let us know—we’re happy to assist!