Gmail Setup

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.readonly and userinfo.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 from the authoritative CRM, Shopify, REST/API webhooks, 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

1. In Slokoto, open Integrations in the sidebar.

2. Find Gmail under Email.

3. Click Connect.

4. Choose OAuth Login (recommended).

5. Sign in with your Google account and grant the requested permissions.

6. 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.

Use Alias reply mailboxes when a rep sometimes sends company email from a different Google account by using Gmail's Send mail as feature. For example, the message may be stored in a personal Gmail Sent folder while its visible From address is the rep's already-connected company address.

1. Connect the company Gmail address normally first.

2. Open Gmail Configure > Team as a workspace admin.

3. Under Alias reply mailboxes, choose the already-connected company sender address.

4. Click Connect alias mailbox and sign in to the Google account whose Sent folder contains those replies.

This secondary connection is outbound-only and cannot be used by Slokoto to send mail. After connection, Slokoto automatically reconciles the previous year in resumable batches, then monitors new SENT activity. It first reads SENT headers and labels, then fetches only the approved outbound message content when all of these checks pass:

• the message is labeled SENT by Gmail;

• its visible From address exactly matches the approved company address;

• at least one external recipient is already an active lead in the same workspace.

Personal inbound mail, mail sent from the personal address, and company-alias mail to recipients who are not existing active leads are discarded before thread, lead, timeline, or AI persistence.

Signals tab

Choose which email activities Slokoto monitors:

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.

1. Open Configure on Gmail.

2. Find Team Domains in the configuration.

3. Add every domain your company uses for email, for example yourcompany.com or sales.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:

1. When a new email arrives or is sent, Google pushes a notification to Slokoto.

2. Slokoto queues the notification for durable processing.

3. Slokoto fetches the changed threads, matches them to leads, and updates timeline, Todo, and Upcoming.

4. 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

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.

• If the reply was sent from another Google account using Send mail as, connect that account under Team > Alias reply mailboxes. Connecting only the visible company address cannot expose mail stored exclusively in the other account's Sent folder.

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.

Related guides

• Integrations

• Real-Time Sync