Use this guide when you want to connect your Gmail account to Slokoto.
Before you start
- Gmail uses per-user OAuth: each team member connects their own Gmail account separately.
- Slokoto requests two OAuth scopes:
gmail.readonlyanduserinfo.email. This means Slokoto can read your emails but never send, modify, or delete anything in your Gmail account. - Gmail does not create new leads. It only adds signals (timeline events, inbound/outbound detection) to leads that already exist in Slokoto. Leads are created by other integrations (Shopify, CTM) or manually.
- The initial sync goes back 24 hours from the moment you connect.
- A 15-minute recovery sync runs automatically as a safety net alongside real-time push notifications.
- Admin permission is not required to connect your own Gmail account.
Connect your Gmail account
- In Slokoto, open Integrations in the sidebar.
- Find Gmail under Email.
- Click Connect.
- Choose OAuth Login (recommended).
- Sign in with your Google account and grant the requested permissions.
- After the consent screen, Slokoto redirects you back and begins monitoring from this moment.
Each team member repeats this process for their own Gmail account. An admin does not need to connect on behalf of other users.
Configure Gmail after connection
Click Configure on the Gmail integration card to open the configure drawer.
Status tab
The Status tab shows:
- Status - Connected, Needs Attention, or Disconnected
- Last Sync - When Slokoto last checked for new email activity
- Connected - The date you connected this Gmail account
- Health - A percentage score for connection health
Action buttons:
- Refresh Notifications - Re-registers the Google Cloud Pub/Sub push notification watch. Use this if real-time delivery stops working.
- Reconnect - Re-authenticate with Google if your OAuth token has expired.
- Disconnect - Remove this Gmail connection entirely.
Team tab (admin only)
Visible only to workspace admins. This tab shows:
- Every team member who has connected their Gmail account
- Each member's connected email address and connection date
- A status indicator for each connection (connected or needs attention)
Admins can disconnect any individual team member's Gmail connection from this tab. The team member will need to reconnect their own account afterward.
Signals tab
Choose which email activities Slokoto monitors:
| Signal | Description | Default |
|---|---|---|
| Incoming emails | Track when leads reply to your emails | On |
| Outgoing emails (sent) | Monitor emails sent from your account | On |
| Email opens | Track when recipients open your emails | On |
| Link clicks | Track when recipients click links in your emails | On |
| Attachment access | Track when attachments are downloaded (requires upgrade) | Off |
Mapping tab
Map integration users to Slokoto team members. For Gmail, this is typically automatic since each user connects their own account.
Advanced tab
- Sync Frequency - How often Slokoto polls for new data (see sync frequency options below)
- Auto-generate Actions - When enabled, Slokoto automatically creates Todo actions from Gmail activity (requires Pro plan or higher)
Configure Team Domains (required)
Team domains tell Slokoto which email addresses belong to your organization. Without at least one team domain, Gmail sync cannot distinguish customer emails from internal ones.
- Open Configure on Gmail.
- Find Team Domains in the configuration.
- Add every domain your company uses for email, for example
yourcompany.comorsales.yourcompany.com.
Important:
- Gmail sync will not function correctly without team domains configured.
- Threads where all participants belong to team domains are skipped as internal-only conversations.
- When a new team member connects Gmail, their integration inherits existing team domain settings from the workspace.
Ignored Sender Domains
Use this to exclude noisy senders from Gmail ingestion and AI processing.
- Add domains like CRM notification systems, automated alert services, or other non-customer senders.
- Emails from ignored domains will not create signals, attach to leads, or trigger AI processing.
Form Notification Emails
If your company receives form-fill notifications from marketing tools (for example, Typeform, HubSpot forms, or your own website contact form), add the sender addresses here.
- Slokoto will parse the email body to extract the actual customer contact information instead of treating the notification sender as the lead.
- Example:
no-reply@typeform.com,noreply@yoursite.com
Message Content Access
During the connection flow, you can choose between:
- Full content - Slokoto reads email content for better AI analysis and drafts
- Metadata only - Slokoto reads only headers (sender, recipient, date) without email body content
Full content mode provides more accurate lead context and AI recommendations.
How Gmail real-time push works
Slokoto uses Google Cloud Pub/Sub for near-instant email delivery:
- When a new email arrives or is sent, Google pushes a notification to Slokoto.
- Slokoto queues the notification for durable processing.
- Slokoto fetches the changed threads, matches them to leads, and updates timeline, Todo, and Upcoming.
- Thread deduplication ensures the same email thread is not processed twice.
What Gmail updates look like in practice:
- New customer email - The lead's timeline gets a new entry; the lead may move to Todo
- Your outbound reply - The lead may move from Todo to Upcoming (waiting for response)
- Customer replies again - The lead moves back to Todo
A 15-minute recovery sync runs as a safety net to catch anything push might miss.
Sync frequency options
| Option | Speed | Plan required |
|---|---|---|
| Standard | Every 15 minutes (polling) | All plans |
| Fast | More frequent polling | Pro |
| Real-time | Push notifications (seconds) | Scale |
Even on Standard, Gmail push notifications still deliver in near real-time when active. The sync frequency setting controls the polling fallback interval.
Troubleshooting
Gmail shows "Needs Attention"
Check:
- Your OAuth token may have expired. Click Reconnect in the Status tab to re-authenticate with Google.
- If the issue persists after reconnecting, click Refresh Notifications to re-register push delivery.
Emails are not appearing in lead timelines
Check:
- Team Domains are configured with at least one domain.
- The sender's domain is not in Ignored Sender Domains.
- The lead already exists in Slokoto with a matching email address (Gmail does not create new leads).
- The relevant signal types (Incoming emails, Outgoing emails) are enabled in the Signals tab.
- The email is from after the connection time or within the 24-hour initial sync window.
Push notifications stopped
- Click Refresh Notifications in the Status tab.
- The 15-minute recovery sync will catch up on any emails missed while push was inactive.
A team member's Gmail is disconnected
- Each team member must reconnect their own Gmail account. An admin cannot reconnect on behalf of another user.
- Admins can see all team connections in the Team tab and can disconnect users if needed.
"Needs Attention" after Google password change
- Changing your Google password or revoking app access in Google Account settings invalidates the OAuth token.
- Click Reconnect in Slokoto to re-authenticate.