Step by step guide to setting up automated email tracking in Ebsta

If you spend half your week wondering who’s read your emails, and the other half chasing ghosts in your CRM, this guide’s for you. Automated email tracking can save you a ton of guesswork—but only if it’s set up right. Here’s a plain-English, step-by-step guide to getting automated email tracking running in Ebsta, with all the bits you need and none of the fluff you don’t.

What You’ll Need Before You Start

Let’s keep it simple. Before you dive in:

  • A paid Ebsta account (free versions don’t cut it for full tracking)
  • Your email client credentials (usually Gmail or Outlook)
  • Access to your CRM (typically Salesforce, since Ebsta is built for it)
  • Admin rights—if you’re not an admin, beg, bribe, or pester one

That’s it. If anyone tells you you need more, they’re probably selling you something.

Step 1: Connect Your Email to Ebsta

Automated tracking only works if your email’s actually talking to Ebsta. Here’s how to make the handshake:

  1. Log in to Ebsta.
    Open the Ebsta dashboard (usually a browser extension or web app). Use your work email.

  2. Go to Settings > Connect Email.
    This is usually in your profile menu. If you can’t find it, search "Connect Email" in Ebsta’s help docs.

  3. Pick your provider (Gmail, Outlook, etc.).
    Click the relevant button. You’ll be prompted for permission—Ebsta needs access to read and send emails on your behalf.

  4. Authorize access.
    Follow the OAuth prompts. Don’t worry—Ebsta doesn’t spam your contacts, but it does need to see your inbox.

Heads up:
Some IT departments block third-party integrations. If you hit a wall here, talk to IT—don’t waste an hour trying to brute-force it.

Step 2: Link Ebsta to Your CRM

If emails aren’t syncing to your CRM, you’re losing half the value of tracking. Here’s how to hook up Ebsta and Salesforce (the most common setup):

  1. Go to Settings > Connect CRM.

  2. Select Salesforce.
    If your org uses something else, follow the prompts for your CRM. But with Ebsta, it’s nearly always Salesforce.

  3. Enter your Salesforce credentials or allow access via OAuth.
    You’ll need to log in and grant Ebsta permission to read/write records.

  4. Configure sync preferences.
    Decide if you want all emails tracked, or just certain types (e.g., only emails with contacts/leads in Salesforce).
    Pro tip: Start simple. Track everything, then dial it back if your CRM gets cluttered.

Gotcha to watch for:
Some CRMs have data limits or API call limits. If your CRM admin starts yelling about “API usage,” this is why.

Step 3: Turn On Automated Email Tracking

The meat and potatoes. Here’s where Ebsta starts logging email opens, clicks, and engagement automatically.

  1. Find the Email Tracking settings.
    Usually under a “Tracking” or “Automation” tab in Ebsta.

  2. Enable automatic tracking.
    Flip the toggle or checkbox for “Track all emails by default.”

  3. Choose what to track:

  4. Opens: See who’s opened your emails.
  5. Clicks: Track which links get clicked.

  6. Replies: Some setups catch replies too (double-check this—Ebsta’s reply detection isn’t perfect).

  7. Decide if you want notifications.
    Ebsta can ping you on every open/click. This sounds useful, but the novelty wears off after your 50th “John Smith opened your email!” pop-up.
    My advice: Turn on daily digests or summary notifications, not real-time alerts.

  8. Set up exclusion lists.
    Don’t want to track internal emails or certain domains (like your own company)? Add them here. Nothing’s more awkward than getting a “your boss opened your email” alert.

Step 4: Test That It’s Working

Don’t take Ebsta’s word for it. Actually test the setup.

  1. Send a tracked email to a personal email address.
  2. Open it from a different device/browser.
  3. Check Ebsta’s activity log.
    You should see the open (and click, if you click a link) show up in real time or within a few minutes.

If nothing appears:
- Double-check that tracking is enabled. - Make sure you’re not blocking images (most trackers use invisible images for opens). - Check your spam/junk folder settings—sometimes these block tracking.

Pro tip:
Some privacy-focused email apps block tracking pixels. If you’re testing and don’t see results, try with a popular webmail client (like Gmail in Chrome).

Step 5: Review and Customize Your Tracking Settings

Ebsta’s defaults are a decent starting point, but you’ll want to tweak things:

  1. Adjust notification frequency.
    Trust me, you don’t want a ping every time someone opens your email at 2am.

  2. Customize which emails get tracked.
    Maybe you only want to track emails to prospects, not colleagues or vendors.

  3. Filter by sender/recipient.
    If your team shares a mailbox, make sure only relevant emails are being tracked.

  4. Check privacy and compliance settings.
    If you’re in Europe (or sending to Europe), GDPR can bite you if you’re not careful. Make sure your tracking notices are kosher.

What to ignore:
Ebsta sometimes pushes “advanced analytics” or “AI scoring” features. For most users, these are more sizzle than steak. Focus on basic tracking first—make sure it works every time. You can always tinker later.

Step 6: Sync Tracking Data Back to CRM

Having tracking info in Ebsta is nice. Having it automatically logged in your CRM is better.

  1. Verify that email activities are showing up in Salesforce.
    Open a contact/lead and look for recent activity—there should be an entry for your tracked email.

  2. Check that open/click data is visible.
    Sometimes, you need to customize your CRM layout to show these fields. It’s worth the extra five minutes—otherwise, what’s the point?

  3. Set up reports or alerts in your CRM.
    This is where the magic happens. Want a list of leads who’ve opened but not replied? Automate it in Salesforce, not Ebsta.

Pitfall:
If you see duplicate emails or missing activities, check sync frequency/settings. It’s usually a mismatch between Ebsta and CRM rules.

Step 7: Train Your Team (and Yourself)

Even the best tracking is useless if no one uses it right.

  • Show your team how to spot tracked emails in their sent folder.
  • Remind them to avoid tracking internal or sensitive emails.
  • Set expectations: Tracking shows opens/clicks, not intent. Don’t assume a prospect is dying to talk just because they opened an email three times at midnight.

Quick script to share with your team:

“Tracked emails let us see who’s engaged, but they’re not magic. Use the data to prioritize follow-ups, not to creep people out or jump to conclusions.”

What Actually Works—and What to Ignore

What works: - Letting Ebsta track everything by default, then trimming back as needed - Reviewing CRM records weekly to find engaged leads - Using summary notifications, not real-time pop-ups

What doesn’t: - Relying on tracking to “read minds”—some folks open every email, some never do - Overcomplicating with add-ons before the basics work - Setting and forgetting—check tracking health monthly

Ignore the hype:
Ebsta (like most tracking tools) can’t tell you exactly who read your email if it’s forwarded or opened on a device blocking images. Treat the data as helpful hints, not gospel.

Wrapping Up: Keep It Simple and Iterate

Automated email tracking in Ebsta can save you time and give you an edge—if you keep it simple. Set it up, make sure it works, and tweak as you go. Don’t get lost in a sea of notifications or fancy dashboards. Start with the basics, check in regularly, and adjust as your team’s needs evolve. Most importantly: use tracking to have better conversations, not just collect more data.