Gmail and Google Calendar work inside your CRM with Google Workspace.
You connect your Gmail account by granting permission through Google; the connection covers email sending and calendar sync: the inbox is not read. Google Calendar works both ways: events are pulled into the CRM, and an appointment you open in the CRM is created, updated and deleted in your calendar. This connection is live today. Setting it up does not require a provider-specific project.
The team works in Google, customer history stays in a personal inbox
In a team that has moved to Google Workspace, the working day is spent on two screens: Gmail and Google Calendar. Each works well on its own; the mechanism jams here: both work tied to an individual: correspondence and appointments sit in one person's account, not on the company's record. This is the picture we have seen in our own CRM projects:
- All correspondence with the customer sits in the rep's own inbox. When the rep goes on leave or leaves the company, the history goes with them.
- The answer to "what did we last write to this customer?" depends on finding that person and asking.
- The appointment is in Google Calendar and the meeting note is somewhere else; the two never meet on the same customer record.
- The meeting time changes in Calendar while the record in the CRM or the spreadsheet stays as it was. Nobody knows which one is right.
- When a new rep takes over, they have to rebuild the customer history from scratch; the handover is done by forwarding emails.
- A manager cannot answer "how many meetings were held this month" without going through the calendars one by one.
The right setup is not to replace Gmail or Calendar; it is to connect these two surfaces the team already uses to the customer record.
This connection is live today: how does it work?
On the Google Workspace side, two connections are built into the product and are configured during setup:
- Gmail: connected with your Google permission. Email is sent from inside the CRM and linked to the relevant record; the connection covers sending and calendar sync, not two-way inbox sync: inbox reading is switched off. No user password is shared; access is granted through Google's standard authorisation (OAuth). We covered the whole email side on our email integration page; we do not repeat it here.
- Google Calendar: two-way sync. Events in the calendar are pulled into the CRM; an appointment created, updated or deleted in the CRM finds its counterpart on the Google side. The sync runs on a schedule in the background; it does not depend on manual triggering.
There is a counterpart to this inside the product: activity, task and event records are among the CRM's core modules; they come with the standard installation and are not an add-on that has to be installed separately. The calendar sync connects not to a void but to the product's own record structure.
The calendar sync is specific to the Google side. Outlook and Microsoft 365 connections are not live, so a Microsoft 365 account cannot be connected at all: neither for email nor for the calendar. We write this not as a superiority claim but as a fact worth knowing: if you use Workspace, this is the side that works in your favour.
The scope covers Gmail and Google Calendar. Drive, Docs, Sheets and Meet are not connected; the table below shows the status of each one.
Wednesday, 11:15, the customer says "the quote we discussed last week". Once the connection is in place, this is what changes:
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1
Correspondence history on the customer card, not in one person's inbox
Correspondence sent through Gmail is linked to the relevant customer record. Whoever answers the phone can see what was last discussed with that customer without searching their own inbox.
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2
The appointment is opened in the CRM and appears in Google Calendar
You schedule the meeting from the customer record in the CRM; the event is created in your Google Calendar. There is no need to enter it a second time somewhere else.
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3
A change made in the calendar comes back to the CRM
When a meeting changes time or is cancelled in Google Calendar, the record on the CRM side is updated too. The sync works in the pull direction as well.
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4
The outcome of the meeting goes onto the record, not into memory
The post-meeting note, the next step and the owner all sit on the same customer record. Activity and task records are a core module of the product; they are not something that has to be installed separately.
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5
Handover is not done by forwarding emails
When the rep changes, the customer history stays on the record. The new owner takes over the correspondence and the appointment history as they are.
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6
At month end, meeting counts are not gathered from calendars
Who held how many meetings, and when each customer was visited, is read from a report. The manager does not have to go through the calendars one by one.
Flows that work on the Google Workspace side today
Connecting Gmail without sharing passwords
You grant permission from your Google account; this is not a connection set up by sharing a user password. The authorisation is done together during the setup session.
Email sending, not inbox sync
Email can be written and sent from inside the CRM, and what you send is visible on the CRM side. Inbox reading is switched off. This is not two-way inbox sync; the detail is on our email integration page.
Linking correspondence to the customer record
Correspondence lands under the relevant customer or contact record. History accumulates on the company's record rather than in a personal inbox.
Pulling from Google Calendar into the CRM
Events in your calendar are taken into the CRM. A rep who keeps their appointments in Google Calendar does not have to change that habit.
Create, update and delete from the CRM to the calendar
An appointment opened in the CRM is created in Google Calendar; if it is updated it is updated, if it is deleted it is deleted. The sync runs on a schedule in the background.
Activity and task records kept in the same place
The appointment, the meeting note and the follow-up task accumulate under the same customer record. Activity and task are among the product's core modules; they come with the standard installation and do not need to be installed separately.
What syncs and what does not?
| Google Workspace app | Status | What happens |
|---|---|---|
| Gmail | Connected: sending and calendar | The account is connected with OAuth; the connection covers email sending and calendar sync, and mail you send lands on the relevant customer record. Inbox reading is switched off. This is not two-way inbox sync. The full scope is written out on the email integration page |
| Google Calendar | Connected: two-way | Events are pulled into the CRM; an appointment created, updated or deleted in the CRM finds its counterpart on the Google side. The sync runs on a schedule in the background |
| Google Drive | No connection | We have no Drive-specific connection and we will not say that we do. Files are uploaded directly to the CRM and attached to the relevant record; the folder structure in Drive is not reflected in the CRM |
| Google Docs and Sheets | No connection | There is no live Docs or Sheets connection. You can export the list in Sheets as CSV or Excel and import it into the CRM with Data Hub's four-step wizard: upload, map fields, preview, run |
| Google Meet | No connection | Meet meetings do not land in the CRM on their own; we have no connection for the meeting link, its participants or its recording |
What we have verified
How is the Google Workspace connection brought live?
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1
Discovery
We work out how many users will be connected, which calendars will sync, and which record you expect correspondence to be linked to. We recommend having your Workspace administrator in this meeting.
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2
Authorising the Google accounts
We do not expect you to do the Gmail and Calendar authorisation on your own; we do it together in the setup session. We walk through Google's permission screens step by step.
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3
Configuration and testing
We set up which user syncs which calendar, which record correspondence is linked to, and the permissions. We verify both directions with a sample appointment and a sample email.
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4
Training and go-live
Team training and close follow-up in the first week. We do not commit to a duration before discovery; after the discovery meeting we give you a date, not a range. The Gmail and Calendar connection goes live within that plan.
Scope and setup terms
What the Google Workspace connection covers:
- Gmail and Google Calendar. The scope is these two apps. Drive, Docs, Sheets and Meet are not connected, and they are not added during setup.
- Authorisation is done together in the setup session. Google's app verification process is not in our hands, so we go through the permission screens with you rather than leaving them to you.
- On the email side, Gmail is the connected provider. Generic IMAP/SMTP is not supported, and Outlook and Microsoft 365 connections are not live. The detail is on our email integration page.
- Reports and dashboards run inside the CRM. Scheduled email delivery of reports is not available today.
- Google Calendar stays in Google. The CRM links the same appointment to the customer record. Which of the two sides is the source of truth is set as a rule during setup.
On the ERP, marketplace and accounting side, real-time stock synchronisation, an order-invoice-collection chain that flows on its own and production/MRP automation are outside the scope; the reasons are in one place: the integrations page.
Data location: your data is held in the European Union: the database in Helsinki (Finland), files in Frankfurt, backups in Falkenstein (Germany). We have no component in Türkiye and we have no region selection feature. Under KVKK art. 9 this is a transfer abroad; we establish your transfer basis together during the contract process. With the Gmail and Calendar connection, one side of the data is additionally with Google. The detail is on the security page and in the KVKK privacy notice.
Certification: we do not hold an ISO 27001 or SOC 2 certificate, and we will not claim one until we do. We fill in your enterprise security assessment forms and describe the architecture in writing.
We put the number on the pricing page, not on this page
The Gmail and Google Calendar connection is configured during setup. We have written what each plan covers and which items are priced separately on a single page.
We do not write the number in two places, so you never read two different ones.
Frequently asked questions about the Google Workspace integration
Does Rapitek CRM work with Google Workspace?
Is the Google Calendar sync really two-way?
Does our Gmail correspondence land on the customer record?
Our company-domain email comes through Workspace. Does it still work?
Do our files in Google Drive connect to the CRM?
Can we import our customer list from Google Sheets into the CRM?
Do our Google Meet meetings land in the CRM?
We also have a team on Microsoft 365. Is it the same for them?
Do we set the connection up, or do you?
Is each user's own Google account connected separately?
Is this integration included in the plan price?
How long does the setup take?
Where is our data held?
Can we see it before buying?
Let us clarify your Gmail and Calendar flow in 30 minutes
In the intro call, let us talk through which record correspondence will be linked to and how the calendar sync would be set up in your own team, using your own scenario. Then we open your 7-day trial account; no credit card required.
