The Gmail integration connects your Gmail account to the Mailbox module via OAuth, so emails are synced automatically and matched to contacts in your CRM. This guide covers setup, sync, and best practices.
Introduction
What is the Gmail Integration?
The Gmail integration lets you connect your Gmail account to the Mailbox Module using OAuth. Once connected, emails are synced automatically and matched to individuals and organizations in your CRM. Each captured email appears in the activity log, so you get a complete communication history without manual logging.
The integration is part of the Mailbox module and is designed for teams that use Gmail for business. By connecting Gmail via OAuth, you avoid forwarding setup and benefit from automatic sync and entity matching.
Why It's Essential for Email Tracking
Automatic email sync is crucial for keeping a complete record of customer communications. Without it, teams often rely on manual logging, miss emails, or lose context. The Gmail integration addresses this by syncing emails automatically and linking them to the right contacts, so your activity history stays accurate and up to date.
Key Capabilities:
- Connect Gmail via OAuth (no app passwords or forwarding required)
- Automatic sync of emails into the Mailbox module
- Matching of emails to individuals and organizations in the CRM
- Activity log entries for all synced emails
- Real-time sync when using the connected account
Who Should Use This Integration?
The Gmail integration is useful for:
- Sales and support teams using Gmail who want automatic email tracking
- Account managers who need a full history of client communications
- Any team that relies on Gmail and wants emails linked to CRM contacts without manual work
Core Features
OAuth Connection
The integration uses Google OAuth so you sign in once and grant the CRM permission to read and sync your email. No forwarding addresses or app passwords are required. Access is revocable from your Google account settings at any time.
Connection features:
- One-time OAuth setup
- Secure token storage
- No need to share your password
- Revocable from Google account
Automatic Email Sync
Once connected, the Mailbox module syncs emails from your Gmail account. Synced messages are parsed, stored, and matched to contacts using email address, domain, or name. Each email appears as an activity log entry linked to the relevant individual or organization.
Sync features:
- Automatic sync of incoming and sent emails
- Parsing of headers, body, and attachments
- Thread grouping where supported
- Activity log creation per email
Entity Matching
Emails are matched to CRM contacts using the sender and recipient addresses. The system tries exact email match, domain match, and name-based matching so that conversations are linked to the right individuals and organizations. You can also assign emails to contacts manually when needed.
Getting Started
Prerequisites
- Mailbox module enabled for your business (Gmail is an integration within Mailbox)
- A Gmail account (personal or Google Workspace) that you use for CRM-related email
Connecting Your Gmail Account
Step 1: Open Mailbox settings
- Go to Modules and open the Mailbox module
- Open the integration or settings area where email providers are configured
Step 2: Connect Gmail
- Choose Gmail (or "Connect Gmail")
- You will be redirected to Google to sign in and authorize the CRM to access your email
- Review the requested permissions and approve
- You will be redirected back to the CRM once authorization is complete
Step 3: Verify sync
- Confirm that the Gmail account is shown as connected
- Send or receive a test email and check that it appears in the Mailbox module and is linked to the correct contact (if applicable)
For more detail on the Mailbox module, forwarding options, and entity matching, see the Mailbox Module: Complete Guide to Email Management.
Best Practices
Use a Dedicated or Shared Mailbox When Appropriate
If possible, connect a mailbox that is used mainly for CRM-related communication. This keeps the activity log relevant and makes it easier to match emails to the right contacts.
Keep Contact Data Up to Date
Entity matching works best when individuals and organizations have correct email addresses. Ensure contact records use the same email addresses that appear in your Gmail conversations.
Revoke Access When Needed
If you change roles or stop using a connected account, revoke the CRM's access in your Google account settings (Google Account → Security → Third-party access). You can reconnect a different Gmail account later if needed.
Frequently Asked Questions
Do I need to set up email forwarding for Gmail?
No. When you connect Gmail via OAuth, the integration syncs email directly. Forwarding is only needed if you use the Mailbox module's forwarding option instead of connecting an account.
Can I connect more than one Gmail account?
Typically the integration connects one Gmail account per Mailbox configuration. If you need to track multiple accounts, check the Mailbox module settings or contact support for your plan.
How do I disconnect Gmail?
Use the Mailbox module settings to disconnect the Gmail integration. You can also revoke access from your Google account (Security → Third-party access). Existing synced emails remain in the CRM; new emails will no longer be synced after disconnect.
Where do synced emails appear?
Synced emails appear in the Mailbox module and as activity log entries on the related individuals and organizations.
Who can I contact for help?
For setup or sync issues, contact support at support@piraja.io or use the support options in your account.
Conclusion
The Gmail integration connects your Gmail account to the Mailbox module so that emails are synced automatically and linked to contacts in your CRM. After a one-time OAuth setup, you get continuous sync and activity logging without manual effort.
Next steps:
- Ensure the Mailbox module is enabled
- Connect your Gmail account via OAuth in the Mailbox settings
- Verify that emails appear in the Mailbox and activity log
- Read the Mailbox Module: Complete Guide to Email Management for more on matching, forwarding, and features.