Connecting Gmail or Outlook

Connecting Gmail or Outlook

Connect your email account to send and receive communications through Latch. Once connected, you can send emails manually and the AI agent (Matt) can send chase emails, coordinate with contractors, and read replies — all from your own email address.

Why Connect Your Email

• Emails are sent from your address, not a generic Latch address.
• Tenants and contractors recognise and trust emails from a familiar sender.
• Matt can send and read replies to manage workflows like rent chasing and maintenance coordination end-to-end.
• You are notified every time Latch accesses your inbox, so you always know what is being read.

Connecting Gmail

1. Go to Settings > Integrations.
2. Click Connect Gmail.
3. Sign in with your Google account.
4. Review the permissions — Latch requests send and scoped read access (see Permissions below).
5. Click Allow.

Connecting Outlook

1. Go to Settings > Integrations.
2. Click Connect Outlook.
3. Sign in with your Microsoft account.
4. Review and grant the required permissions.
5. Click Accept.

What Latch Can Do

With email connected, Latch and the AI agent can:

• Send rent chase emails to tenants.
• Send maintenance updates to tenants and contractors.
• Send documents and certificates to recipients.
• Send listing enquiry responses.
• Read replies from contractors and tenants to progress action plans (e.g. confirming a quote, scheduling an appointment).

How the AI Agent Uses Email

When Matt runs an action plan that involves email — such as chasing overdue rent or coordinating a repair — he uses your connected email account to:

1. Send outbound emails — Chase messages, contractor requests, tenant notifications, and more. You review and approve these before they are sent.
2. Read replies — When a contractor responds with a quote or a tenant confirms availability, Matt reads the reply and progresses the workflow automatically.
3. Follow up — If no reply is received within the time defined in the action plan, Matt can send a follow-up on your behalf.

This is what powers Matt's sub-agent and liaison agent capabilities. Without a connected email account, Matt can draft emails for you to send manually, but cannot send, read replies, or automate multi-step workflows.

Permissions and Privacy

Latch requests send permission and scoped read access. Inbox reading is strictly limited:

What Latch Can Read

Latch only reads emails that match both of these criteria:

• Emails from addresses that Latch sent emails to — If Matt sent a chase email to a tenant or a quote request to a contractor, Latch can read replies from that specific address.
• Emails from business domains related to contractors or compliance — Latch can read emails from known contractor and compliance-related business domains (e.g. gas safety companies, electrical contractors, letting agents).

What Latch Cannot Read

• Personal emails from friends or family.
• Emails from unrelated businesses (shopping, banking, social media, etc.).
• Any email address that Latch has not interacted with and that is not from a recognised contractor or compliance domain.

Access Notifications

You are notified every time Latch reads your inbox. Each access event generates a notification visible in your Latch account, so you always have full transparency over what has been read and when. You can review the access log at any time from Settings > Integrations > Email Access Log.

Data Handling

• Email content read by Latch is used solely to progress your active action plans and workflows.
• Email data is not stored beyond what is needed to update the relevant ticket, task, or conversation.
• Email data is never used to train AI models or shared with other users.

Disconnecting

Go to Settings > Integrations and click Disconnect next to the email provider. Once disconnected:

• Latch can no longer send or read emails via your account.
• Active action plans that depend on email will pause and notify you.
• Previously sent emails remain in your outbox and recipients' inboxes.

Tip: Connect your professional email address rather than a personal one for a more professional appearance in tenant communications. If you manage properties under a business name, use your business email so tenants and contractors see a consistent, professional sender.