Connect Gmail
Connect your Gmail mailbox: your client conversations land on their events and you reply from Joinways, with your own signature.
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Your clients write to your Gmail address, but your quotes, contacts and schedule live in Joinways. Without a link between the two, every conversation has to be searched for in Gmail and copied over by hand.
Connect your Gmail or Google Workspace mailbox in "My mailbox": your emails with a client land in the "Conversations" tab of their event, you reply from Joinways with your own address and signature, and your contacts are created from the people you write to.
What you'll learn
- Connect your Gmail mailbox in "My mailbox".
- Know what Joinways syncs, and what it does not do.
- Share the mailbox with the team and set your signature.
- Reconnect a mailbox and fix connection errors.
Prerequisites
- A Gmail or Google Workspace account: the address you write to your clients from.
- Access to the workspace, whatever your role: "My mailbox" is open to every member.
- On a Google Workspace account managed by your organization, the right to authorize a third-party app. Otherwise, ask your administrator.
1. Connect your mailbox
Go to "Settings" > "My mailbox". The page opens on the "Personal" tab of the integrations.
- Click "Connect an account", or "Add another account" if a mailbox is already connected.
- In the "Connect Email Account" window, click "Connect Google Account".
- Pick your account in the Google window and accept the requested access. Keep the read and send email boxes ticked.
- Back in Joinways, the message "Your Gmail account is now connected and syncing." appears and the mailbox shows the "In Sync" badge.
Joinways never sees your password: access goes through Google (OAuth) and can be revoked at any time, on Google's side or by disconnecting the mailbox.
2. What gets synced
- Your conversations with clients: every email received or sent is filed on the right event, found through the contact, the thread or the platform reference. You read it in the event's "Conversations" tab.
- Sending from Joinways: you reply from an event, an inquiry or a quote. The message leaves from your Gmail address, with your signature.
- Your contacts: on connection, Joinways creates the contacts and companies you wrote to over the last 12 months, then adds the new people you write to. See Import your contacts from your mailbox.
The first sync picks up the emails of the last 7 days, then each new email arrives as it comes. Joinways also checks every hour that no email slipped past the live sync, and catches up on any that did.
Important: your personal mailbox does not create inquiries. For inquiries sent to contact@ or events@ to reach "Inquiries", connect that address in "Settings" > "Integrations", "Sources" tab, "Inquiries mailbox" card. See Connect your business email (contact@, info@…).
3. Share the mailbox and set your signature
On the card of a mailbox you connected:
- The ⋮ menu offers "Sync Now", which runs a sync right away, and "Disconnect".
- "Share with the team" lets every member of the workspace send emails from this address. You remain the only one who can disconnect it.
- "Email signature" sets the signature added to your emails. You can copy it from Gmail and paste it with its formatting.
On a mailbox a teammate shared, the card reads "Shared by a teammate: you can send from this address.". The "My signature" block lets you add your own signature with "Add my signature": it applies to the emails you send from this address, and only you see it. Without it, the mailbox signature is used.
An inquiries address connected directly from the "Inquiries mailbox" card also shows in this tab, marked "Lead inbox (read-only)". It cannot be shared.
Example: two sales reps, one team mailbox
At Domaine des Tilleuls, Marie writes to couples from marie@domaine-tilleuls.fr and Léa from lea@domaine-tilleuls.fr. Each connects her mailbox in "My mailbox": their conversations with the same client end up on the same event. The manager also connects reservations@domaine-tilleuls.fr, a Gmail mailbox, and turns on "Share with the team": Marie and Léa can send quotes from that address, each with her own signature.
Troubleshooting
"Google did not grant access to your emails."
Cause: the Gmail access box was unticked on the Google permission screen. Solution: start the connection again and keep the box ticked.
"Your mailbox is connected, but without permission to send"
Cause: the send email box was unticked on the Google screen. Sync works, but you cannot reply from Joinways. Solution: reconnect the mailbox and tick the send box.
"This email address is already connected by another teammate."
Cause: a teammate already connected this address. Solution: ask them to turn on "Share with the team" so you can send from it, or to disconnect it if it is now yours.
The mailbox shows "Disconnected"
Cause: Google withdrew the authorization, often after a password change or an organization rule. Emails are no longer synced and cannot be sent. Solution: click "Reconnect" and approve access in the Google window. Only the person who connected the mailbox sees this button. Your history is kept.
An email does not show on the event
Cause: the sender's or recipient's address is not linked to any contact of the event, or the sync has just started. Solution: check that the client's address is among the event's contacts, then run "Sync Now" from the card's ⋮ menu.
Frequently asked questions
Does Joinways know my Google password?
No. You authorize access in the Google window; Joinways neither sees nor stores your password.
Can my teammates see my emails?
They see the emails filed on an event, in its "Conversations" tab. They cannot send from your address unless you turn on "Share with the team".
Can I connect several mailboxes?
Yes. Click "Add another account" for each mailbox, Gmail or Outlook.
What happens if I disconnect my mailbox?
Joinways asks for confirmation, then stops syncing the mailbox and sending from that address. Conversations already filed on events stay. If the mailbox was shared, your teammates lose that sending address too.
See also
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