Controlling Email Sync & Troubleshooting

Last updated: April 25, 2026

Content Type: How-To / Troubleshooting

5.4 Blacklist email domains from syncing

To prevent specific domains from creating records in your CRM, add them to your Do Not Track list.

How to blacklist a domain

Settings → Mail and Calendar → Do Not Track → type a domain (e.g., investorpartner.com) → press Enter. Changes take effect immediately for new emails. Existing records from that domain won't be deleted automatically — delete them manually if needed.

Common domains to blacklist

  • Legal counsel

  • Investors

  • Recruiting firms or job platforms

  • PR agencies

  • Any domain you interact with that isn't a customer or prospect

Blacklisting individual addresses

You can add specific email addresses instead of whole domains — useful when one person at a company shouldn't be tracked but others should.

What blacklisting does and doesn't do

✅ Prevents new records from being created from that domain
✅ Prevents emails from that domain appearing in the CRM going forward
❌ Does not retroactively delete existing records from that domain
❌ Does not prevent the notetaker from joining meetings with that domain — configure recording separately

5.5 Emails not appearing on contact records

Contact email doesn't match the synced inbox Lightfield links emails by matching email addresses. If the contact record has a different address than what was used in the thread, emails won't link. Fix: Update the contact's email address to match the one used in the thread.

Domain is on your Do Not Track list Fix: Check Settings → Mail and Calendar → Do Not Track and remove the domain if it was added by mistake.

Email is internal Emails between people at your own domain aren't synced.

Email hasn't synced yet Emails typically appear within minutes. For very recent emails, wait a few minutes and refresh.

Contact or account was deleted and re-created Some historical emails may be linked to the old (deleted) record. Fix: Ask the agent: "Relink the email history from [contact] to their current contact record."

Email account is disconnected Fix: Settings → Mail and Calendar → check the connection status → reconnect if needed.