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.
Problems with connecting or sending emails?
⚠️ Error code 400 when sending an email
Are you receiving error code 400 when trying to send an email? Follow these steps:
1. Disconnect your email
Go to Settings on the left side of the menu (gear icon) > Linked email addresses Click Disconnect email
2. Reconnect your email
Go back to Settings > Linked email addresses Select your provider (e.g., Google or Microsoft) Log in with your email address and password
If that does not solve it try deleting links from your signature and see if it works again.
3. Clear your browser cache
IMPORTANT: Before clearing your cache, save anything you are working on in other tabs, as you may be logged out of websites.
The steps vary per browser, but generally work like this:
Open your browser
Go to the menu (usually three dots, three lines, or a gear icon)
Select History or Privacy & Security
Look for Clear browsing data, Clear cache, or Delete data
Choose a time range such as Last 7 days or All time
Select:
Cookies and other site data
Cached images and files
Click Clear data or Delete
Fully close your browser
Reopen Robin and try sending an email again
After this, your emails should send correctly.
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!