Section 1A: Connecting Your Data Sources

Last updated: April 25, 2026

1.1 Connect your email

Connecting your email is the first step. Once connected, Lightfield automatically syncs your inbox and calendar to build your CRM from real activity — no manual entry required.

What gets connected

  • All emails with external contacts sync and create accounts, contacts, and opportunities

  • A 30-day back-sync populates your CRM with recent history immediately (adjustable up to 24 months in Settings)

  • New emails are continuously monitored and records updated as conversations evolve

How to connect

During onboarding, you'll be prompted to connect your mail and calendar. After onboarding: Settings → Mail and Calendar → Add account → grant all requested permissions.

Record creation modes

Setting

What it does

Disabled

No records created automatically

Selective

Records created only from emails you personally send or receive

Always

Records created from all emails in your inbox

Most teams start with Selective to keep the CRM clean.

What Lightfield does NOT capture

  • Internal emails from your own domain — excluded by default

  • Personal email domains like @gmail.com — excluded by default

  • Any domain on your Do Not Track list (see 1.4)

1.2 Connect your calendar

Calendar connection is bundled with email setup. When you connect in Settings → Mail and Calendar, your calendar syncs automatically. Lightfield identifies upcoming external meetings, sends its notetaker bot to join, and generates transcripts, summaries, and action items after each call.

Control which meetings get recorded

Go to Settings → Account → Recording and choose:

  • Record external meetings (recommended) — bot joins all external calls automatically

  • Don't record — you manually invite the bot to each call

Customize the notetaker

You can change the notetaker's display name and profile image under Settings → Workspace → Meetings.

Using an external recorder

If you prefer tools like Granola, connect them via Settings → Connectors. Granola is especially useful for phone calls — it can record iPhone calls and pipe the transcript into Lightfield automatically. See Section 1B for setup.

Note: Meetings where all attendees share your domain are not recorded by default.

1.3 Invite teammates

When teammates join and connect their email, their conversations sync too — giving everyone shared visibility into customer interactions.

How to invite

Settings → Members → Invite via email → enter their work email → assign a role.

Roles

Role

What they can do

Admin

Customize the data model, manage stages, invite members, import data, edit the Knowledge base, manage workspace settings

Member

View and contribute to accounts, contacts, opportunities, meetings, tasks, and notes — cannot change workspace-wide settings

What happens when a teammate connects

Their 30-day email history back-syncs, their calendar meetings start being recorded, and their activity appears in the shared team timeline on every account and opportunity.

Connecting multiple accounts

Each user can connect more than one email account. Go to Settings → Mail and Calendar → Add account and set a sync mode for each. Common uses: a personal and work Gmail, or a shared alias like sales@company.com alongside a personal inbox.

Note: Each team member connects their own email. Admins can see which accounts are connected in Settings → Members, but cannot connect another person's email on their behalf.