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Mailbox setup

Connect your Gmail mailbox

Three steps, and your AI team starts watching this mailbox for new messages and leaving reply drafts for you to review.

About 10 minutesYou can do this yourselfNo technical help needed
0 of 3 steps done

It writes drafts. It cannot send. That is not a setting we switched off — there is no send action anywhere in the product, so a draft going out by accident is not something that can happen. Drafts sit in your Drafts folder until you read them, edit them, and press send yourself.

Before you start

On Google Workspace, one thing to watch: your administrator may have turned off app passwords for the whole company. If so, the page in step 2 simply will not be there. Don't work around it — tell us, and we'll take another route.

Three steps

01

Turn on 2-Step Verification

Google only lets accounts with 2-Step Verification create the kind of password we need next. If you already have it on, skip to step 2.

  1. Open myaccount.google.com/security
  2. Find 2-Step Verification and open it
  3. Follow the prompts — usually a phone number and one code by text
CheckBack on that page, 2-Step Verification reads On.
02

Create an app password

This produces a 16-character string. It is a key issued specifically to BestTeam, separate from the password you log in with — you can revoke it on its own at any time without affecting your own access.

  1. Open myaccount.google.com/apppasswords (if it asks you to sign in again, that's normal)
  2. For the app name, anything will do — BestTeam is fine
  3. Click Create

A 16-character string in four groups appears:

abcd efgh ijkl mnop↑ Example. Yours will be different.
It is shown once and never again. Copy it now, or leave the window open and go straight to step 3. When you type it into BestTeam,remove the spaces — abcdefghijklmnop.
CheckYou are holding a 16-character string, and it is not the password you log in with.
03

Enter it in BestTeam

While building your team you reach a “Connect your mailbox” step. Fill in four fields:

Mailbox type
Standard mailbox (IMAP), Gmail and most providers
IMAP server
imap.gmail.com
Email address / username
your full email address
App password
the 16 characters from step 2, spaces removed

There is an Advanced settings section below. Leave it alone — the defaults are already right for Gmail.

  1. Click Test connection and wait a couple of seconds
  2. When it says “Connection works.”, click Connect mailbox
CheckThe card reads “Connected your address, server imap.gmail.com”.

If it won't connect

What the screen saysUsually meansWhat to do
Username or password incorrectYou entered your account password, not the app passwordRedo step 2; remove the spaces
Username or password incorrect
(and you're sure it's the app password)		It was revoked, or a character was dropped when copyingRedo step 2 and create a fresh one
Connection timed outimap.gmail.com is mistypedCheck character by character: all lower case, no stray spaces
No app-password page2-Step Verification is off, or your administrator disabled the featureConfirm step 1 is done; if it still isn't there, tell us

After two failed attempts, stop and write to admin@bestteam.online. Repeated failures get the account temporarily locked by Google.

What it can and cannot do

It can

  • Read this mailbox, including text inside attachments
  • Create reply drafts in the Drafts folder

It cannot

  • Send email — there is no send action in the product
  • Delete or change any of your existing mail
  • Reach any other mailbox — this password is valid for this one only
  • Read text inside images; a photographed invoice or a scan is blank to it

Revoking access

Either of these works, and takes effect immediately:

Revoking does not affect your own mail, and does not delete drafts that have already been written.

If something goes wrong, write to admin@bestteam.online and send a screenshot of the exact error. Don't try to work out what it means — the wording tells us a great deal.