Multi-mailbox management

SpotKargo can pull documents from several mailboxes at the same time — multiple Microsoft 365 accounts, Gmail accounts, or a mix. Each mailbox keeps its own connection, polling state, and pause switch.

Managing mailboxes is an administrator task (see Admin-only areas).

Connecting a mailbox

1. Open Settings and find the Email Accounts card.
2. Click + Add Microsoft 365 and sign in to the mailbox account.
3. Grant consent when asked. The mailbox appears in the list with status Connected.

Repeat for every mailbox you want to ingest from. There is no fixed limit — add one account per sender address you want to monitor.

Pausing and resuming

Each connected mailbox has a pause/resume control:

• Pause — polling skips this mailbox, but the connection and settings are kept. Use it for mailboxes that should stop feeding new documents temporarily.
• Resume — the mailbox is polled again on the next cycle.

A master switch controls polling for all mailboxes at once — handy when you want a complete intake freeze without touching individual accounts.

How polling works

• Every connected, unpaused mailbox is polled automatically every 60 seconds over the last 7 days of mail.
• New messages with supported attachments (.pdf, .xlsx, .csv) are ingested and shown in Email Documents.
• Duplicate messages and files are detected and ignored — the Last check line in the Mailbox check panel shows how many were new, duplicate, or ignored.

Security of stored credentials

Mailbox credentials and tokens are encrypted at rest; they are never shown again in the interface after connecting. Rotated refresh tokens are persisted automatically so long-lived connections keep working.

The Email Accounts card with several connected mailboxes and their states.

Last updated: 31 October 2026