The concierge CRM with email and text sync built in
Your concierges keep texting from their own phones and emailing from Gmail or Outlook. MyRolodex, a concierge CRM with email and text sync, files every conversation to the right member and request without anyone forwarding a thing.
Dinner for four, Saturday
- Text to Camille’s iPhoneCould you find us a table for four on Saturday?
- Email from Camille’s OutlookRequesting a corner table for four at 8:00.
- CalendarMaison Verre, Saturday 8:00 pm, party of four
The best context is trapped on personal phones
Members text the person they trust, not a shared inbox. So the details that matter (a changed flight, a new allergy, a quiet request for a surprise) sit in one concierge’s message thread. When that concierge is off for the weekend, the rest of your team starts from zero.
Most CRMs answer this by asking staff to copy messages in by hand or switch to a new inbox. Neither lasts. Within a month the CRM is out of date, and the real record of the relationship is back in someone’s pocket.
How sync works, from first connection to filed message
- 1
Connect each concierge’s accounts
Each team member links their iPhone or Android, plus their Gmail, Google Workspace, Outlook or Microsoft 365 inbox. It takes a few minutes per person, and nobody changes their number or address.
- 2
Members message the way they always have
Mrs. Aldine texts Camille Roux about Saturday dinner at 7:42 pm, exactly as she did last year. Nothing on her side changes, and Camille replies from the same phone.
- 3
MyRolodex matches the conversation
The text is recognized by sender, matched to Mrs. Aldine’s profile and attached to her open dining request, or a new one if nothing fits. Calendar entries for the booking are matched to her as well.
- 4
Your whole team sees the thread
When Camille emails Maison Verre to confirm, that thread joins the same request. Anyone covering for her can read the full exchange and pick up exactly where she left off.
What email and text sync covers
- Email and text sync from personal phones
- Texts and iMessages on a concierge’s own iPhone or Android sync to the member who sent them, along with the replies your concierge sends back.
- Gmail and Google Workspace
- Personal and shared inboxes sync in both directions, so sent mail and incoming replies both appear on the right request.
- Outlook and Microsoft 365
- The same automatic matching for teams on Microsoft, whether each concierge has a mailbox or you share one desk address.
- Calendar matching
- Reservations, appointments and holds on your team’s calendars are linked to the member they belong to, so each profile’s timeline stays complete.
- Threads filed to requests, not just people
- A member with three open requests gets each message filed to the one it concerns, so a gifting conversation never ends up on a travel booking.
- Private conversations stay private
- Your concierges choose which contacts sync. Personal messages with friends and family never reach the company record.
Works well with
- Request managementEvery dining, travel, event and gifting request, with an owner and status.Learn more about request management
- Member profilesPreferences, family, loyalty programs and documents in one shared profile.Learn more about member profiles
- Member app and portalA white-labeled app where members see plans, confirmations and documents.Learn more about member app and portal
Email and text sync: common questions
Anything else, write to hello@myrolodexcrm.com.
Do my concierges need to install a new messaging app?
No. They keep the phone, number and inbox they already use. MyRolodex connects to those accounts in the background, so members see the same person replying from the same number, and your team never has to remember to log a conversation.
Which email providers does MyRolodex sync with?
Gmail and Google Workspace, plus Outlook and Microsoft 365. Individual mailboxes and shared desk addresses both work. Sent and received mail syncs, so a request shows the full back and forth with members and vendors rather than only one side of it.
How does MyRolodex know which request a message belongs to?
It looks at who sent it, what it’s about and which requests that member has open. A note about Saturday’s table goes to the dining request. If the match is unclear, the message waits on the member’s profile for someone to file it with one click.
What happens to messages that aren’t from members?
Messages from people who aren’t members or vendors, such as friends or family, are left alone. Each concierge controls which contacts sync, and anything they mark private stays off the company record entirely.
If a concierge leaves, do we lose their conversations?
No. Synced conversations live on the member and request, so they stay with your company. Disconnecting a departing team member’s phone and inbox stops future syncing without removing the history your team needs to keep serving those members.
Your members expect you to remember. Now your whole team can.
Or write to hello@myrolodexcrm.com