How to give Protime access to a mailbox

1. Connect your own mailbox

Protime Inbox works directly on your own mailbox. You connect it yourself in the app by signing in with Google or Microsoft. There is no separate mailbox to create and no forwarding rules to set up. The connection takes about two minutes.

You are asked to connect during onboarding, when you create your first briefing. You can also connect later at any time under Briefings, then your briefing, then Settings, then Content Sources. A detailed walkthrough with screenshots is available in the help section under Connect Gmail.

2. What the connection looks like

1. Open onboarding, or your briefing settings under Content Sources.
2. Click Connect with Google or Connect with Microsoft. A window opens for your provider's sign-in.
3. Sign in with the mailbox you want Protime to work with, review the permissions and confirm. You are returned to Protime and the mailbox is connected.

3. Which permissions we request, and why

Protime Inbox does not only read your mail, it acts on it: it sorts and archives messages, prepares draft replies and writes calendar entries. Those actions need write access, so the permissions below are read and write permissions rather than read-only. This is the complete list of what we request.

3.1 Google

• gmail.modify — read your mail and change labels, so Protime can sort and archive the messages you route to it and save draft replies.
• calendar.events — read and write calendar entries.
• calendar.freebusy — see when you are free, so Protime can suggest meeting slots.
• tasks — keep tasks in sync.

3.2 Microsoft

• Mail.Read — read your mail.
• Mail.ReadWrite — sort, archive and move messages and save draft replies.
• Calendars.ReadWrite — read and write calendar entries.
• Tasks.ReadWrite — keep tasks in sync.
• User.Read — read your basic profile, so Protime can show which account is connected.
• offline_access — keep the connection alive, so your briefings keep arriving without you signing in each time.

We do not request the Mail.Send permission. Protime prepares draft replies and leaves them in your mailbox for you to review, so you decide what is sent. You can withdraw access at any time, see section 5.

4. Company mailboxes: admin consent in Microsoft 365

Many organisations do not allow their users to approve an external application on their own. In that case an administrator approves Protime once for the tenant, after which each person connects their own mailbox as described above. Protime's application is already registered, so nothing needs to be built on your side.

1. An administrator with the Global Administrator or Privileged Role Administrator role signs in to the Microsoft Entra admin center.
2. Ask Protime support for the admin consent link for your tenant. Opening it shows exactly which permissions the application requests.
3. Check the list against section 3.2: Mail.Read, Mail.ReadWrite, Calendars.ReadWrite, Tasks.ReadWrite, User.Read and offline_access. Protime does not request Mail.Send. If you are shown a permission that is not on this list, do not approve it and contact us.
4. Grant consent for the organisation. Your users can then connect their mailbox from inside Protime.
5. Consent can be withdrawn later under Enterprise applications, Protime, Permissions.

5. Withdrawing access

You can disconnect a mailbox at any time, either in Protime or directly at your provider. Once access is withdrawn, Protime stops processing new mail from that mailbox.

• In Protime: open your briefing settings under Content Sources and disconnect the mailbox.
• Google: open your Google account, go to Security, find the list of third-party apps with account access, select Protime and remove access.
• Microsoft: open myapplications.microsoft.com, select Protime and revoke access.