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Gmail Integration
Gmail Integration

How to set up and use the Gmail integration

Mandy avatar
Written by Mandy
Updated over a week ago

Gmail is available on all paid plans.

If your company uses Google Workspace, you can integrate Gmail with your Toggl Hire workspace. This means everyone in your team can send and receive emails from within Hire by using their Gmail account.

All candidate communication will be shown on the candidate’s profile, including replies from the candidate. Any emails you send to the candidate will also appear in your sent mail folder in Gmail.

Enable the integration

To set up the Gmail integration, you need enable the integration for your workspace. Then each member of your team can connect their account.

  1. Navigate to Workspace Settings > Integrations

  2. Click ‘Enable’

Note: only admin users can enable the integration.

Connect your email account

Once Gmail is enabled for the workspace, each member of the team must connect their individual email account.

  1. Navigate to Workspace Settings > My Profile

  2. Next to the Gmail integration, click ‘Connect’

  3. You will need to authenticate to your Google account and give permission to access your emails

  4. Once Gmail is enabled for your account, you can send emails to candidates through Gmail. Note: Emails sent automatically (e.g. at the end of a test) will still be sent from the system.

How to sync emails

Once you have the Gmail integration enabled and you have connected your account, emails will sync automatically for any conversations started in Hire. It will also sync replies to emails that have been imported into Hire from your Gmail mailbox (see below).

Reply to emails

You can reply to an email from the Email tab on the candidate’s profile. Hover next to the email you want to reply to and click “Reply”. The email will stay in the same Gmail conversation.

Import emails with the candidate

You can import older emails with the candidate or conversations that started outside of Hire. To import emails with the candidate:

  1. Open the candidate’s profile

  2. Go to the “Email” tab

  3. Scroll to the bottom and click “Import messages with this candidate from Gmail”.

  4. This will import any communication you have already had with the candidate via Gmail. It will only import communication with the same email address.

Permissions

Anyone with access to the job opening(s) that the candidate is in, will be able to view the emails you send to the candidate, as well as emails that you manually import from Gmail.

Deleting emails

If there are any emails sent from the candidate that you do not want to display in Hire, you can click the bin/trash icon next to the email. This will remove the email for all users. You will not see this email even if you re-import the emails with that candidate.

Delete user data

To delete your Gmail user data, navigate to Workspace Settings > My Profile and click “Delete Gmail user data”.

This will:

  • Delete Hire’s token to access your Gmail account.

  • Delete any links between your user account and messages in the system.

  • If you are the last user who has a reference to a message (i.e. no other users with Gmail enabled were listed in the From, To, Cc, Bcc addresses) Hire will also delete the message data.

Disconnect your email account

To disconnect your Gmail account, navigate to Workspace Settings > My Profile and click “Remove”. Note: you may want to remove your user data first (see above).

Hire will delete the token to access your Gmail account and stop importing emails from your Gmail account.

Remove the integration

To disable the integration for the workspace:

  1. Navigate to Workspace Settings > Integrations

  2. Click “Disable”

This will:

  • Disable Gmail for your workspace.

  • For users who do not have access to another Toggl Hire workspace with the Gmail integration enabled, Hire will delete the token to access their Gmail account.

Note: This will not delete Gmail user data from the system. To delete user data, follow the instructions above.

FAQs

Is there a limit on how many emails can be sent using the Gmail integration?

There is no limit placed by Toggl Hire, but Google limits the number of emails that can be sent through an account. More information is available here.

Do you support Microsoft 365 / Outlook?

We do not currently support Microsoft 365, if you are interested in this feature, please contact us at support@hire.toggl.com.

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