How to Log Emails to Your CRM with BCC
Most of your client communication happens over email - but none of it shows up in your CRM unless you manually log it. That means every proposal discussion, venue question, and timeline update exists only in your inbox, disconnected from the contact record where it belongs.
Ripluo's BCC email logging fixes this. Add a special BCC address to any email, and it automatically appears on the matching contact's activity timeline in your CRM. No plugins, no browser extensions, no manual copying and pasting.
Note: BCC email logging is part of Ripluo's CRM, available on the Pro plan ($49.99/mo).
Step 1: Find Your BCC Address
Every Ripluo account gets a unique BCC email address. To find yours, go to CRM Settings and look for the Email Logging section. You will see an address like:
log-abc123@bcc.ripluo.com
This is your account-specific logging address. Any email sent with this address in the BCC field gets captured and matched to a contact in your CRM.
Copy this address - you will use it in the next step.
Step 2: Set Up in Gmail
Gmail does not have a built-in auto-BCC setting, so you have two options:
- Manually add BCC - When composing an email you want to log, click the BCC field and paste your Ripluo BCC address. This gives you full control over which emails are captured.
- Use a Chrome extension - Extensions like Auto BCC for Gmail can automatically add your Ripluo BCC address to every outgoing email, so you do not have to remember each time.
Many planners prefer the manual approach - you might want to log client discussions but not every newsletter or personal email.
Step 3: Set Up in Outlook
For Outlook users, the process is similar:
- Open a new email and click Options
- Click "Show BCC" to reveal the BCC field
- Paste your Ripluo BCC address
For automatic BCC on every email, Outlook rules or add-ins can handle this. The important thing is that the BCC address is included on emails you want to log - Ripluo handles the rest.
Step 4: How Automatic Contact Matching Works
When Ripluo receives a BCC'd email, it looks at the To and CC fields and matches those email addresses to contacts in your CRM. If a match is found, the email is logged to that contact's activity timeline automatically.
Here is what gets captured:
- Subject line
- Email body (text content)
- Date and time sent
- Attachments - PDFs, images, and documents are captured and accessible from the contact record
If the email is sent to someone who does not have a contact record in your CRM, Ripluo can optionally create a new contact from the email address. You can configure this behavior in your CRM settings.
Step 5: Common Use Cases
Here are the situations where BCC email logging is most valuable for event planners:
- Proposal follow-ups - Every email you send about pricing, packages, and negotiations is logged to the contact and visible from the opportunity
- Vendor coordination - Log emails with caterers, photographers, and DJs to their contact records so you have a complete communication history
- Client updates - Timeline changes, venue confirmations, and planning updates are captured alongside your other CRM activities
- Post-event follow-up - Thank-you emails and feedback requests are logged, making it easy to pick up the relationship for future events
The key benefit is that your email communication is no longer siloed in your inbox. It becomes part of the contact's full story in your CRM - alongside calls, meetings, opportunities, and events.
Get Started
BCC email logging is part of Ripluo's Pro plan ($49.99/mo). Create your Ripluo account and connect your email to your CRM in minutes. Once set up, every important email is automatically logged - no extra steps, no plugins, no forgetting.
Frequently Asked Questions
Is the BCC address unique to my account?
Yes. Every Ripluo account gets a unique BCC email address. Emails sent to your BCC address are only logged to your CRM - they are not shared with anyone else.
What happens if the email does not match a contact?
By default, unmatched emails are held in a queue where you can manually assign them to a contact or create a new contact. You can also configure Ripluo to auto-create contacts from unmatched emails.
Are attachments stored in Ripluo?
Yes. Attachments from BCC'd emails are captured and accessible from the contact's activity timeline. This includes PDFs, images, and common document formats.
Can I stop logging emails from a specific address?
Yes. Simply remove the BCC address from those emails. BCC logging is entirely controlled by whether you include the address - Ripluo never accesses your inbox directly.
