Connect Google Workspace (Gmail + Calendar)

Connect your Google account once and NextCRM keeps every lead's email history and meetings up to date: emails you exchange with leads in Gmail appear on the lead, meetings with leads in Google Calendar become lead meetings, and meetings you plan in NextCRM show up in your calendar. This connection is separate from signing in with Google.

What NextCRM syncs

• Emails with your leads only. NextCRM asks Gmail only for messages from, to or in copy of an email address of a lead or contact in your workspace (optionally also anyone at a B2B lead's company domain). Each email is stored on the matching lead with sender, recipients, subject, date, text and attachment names, and the lead timeline shows "Email received via Gmail" or "Email sent via Gmail".
• Attachments on demand. Attachments stay in Gmail until someone clicks them on the lead.
• Calendar events with leads. Events that have a lead as attendee are imported as lead meetings. Meetings you create in NextCRM are added to your Google Calendar with a link back to the lead; the lead is invited only if you tick Invite lead.
• Busy time. All other events are only used as busy blocks (start and end, no title) so NextCRM and Lora can suggest free times.
• Lora suggestions. For new emails from leads, Lora can write a short summary and suggest a reply, a task or a stage. Nothing changes until you click.

What NextCRM never reads

• Emails that do not involve one of your leads are never requested from Gmail, never downloaded and never stored.
• Newsletters, mailing lists, no-reply senders, the Promotions, Social, Updates and Forums tabs, automatic replies and calendar invitations are skipped even when they come from a lead. You can change these filters per account.
• Titles, descriptions and attendees of events without a lead are never stored.
• Your Google password is never seen by NextCRM. Access tokens are encrypted and never shown to anyone, including workspace admins.

Note: Workspace admins only see emails that belong to leads, like every other lead activity. They never see your mailbox, your other emails or your tokens.

Where to get each value

There is nothing to copy or paste: you only choose Email, Calendar or both, click Connect Google and allow the access at Google. NextCRM never asks for your password or an app password.

For the NextCRM platform administrator (self-hosted installations only): the connection uses one OAuth client of the platform. Create it in the Google Cloud Console > APIs & Services > Credentials > Create credentials > OAuth client ID (type Web application) at https://console.cloud.google.com/apis/credentials, add the redirect URI https://<your NextCRM address>/api/integrations/oauth/callback/google, enable the Gmail API and the Google Calendar API, and set GOOGLE_CLIENT_ID and GOOGLE_CLIENT_SECRET on the server.

Connect your Google account

1. Open Profile > Connections (open Profile) in the workspace the emails should go to. You can also open Settings in the profile card menu and click the card Mailbox & calendar.
2. In Google Workspace (Gmail + Calendar), choose Email, Calendar or both and click Connect Google.
3. Pick the Google account (for example your team mailbox) and allow the requested access. Google may show each permission separately; NextCRM only enables what you allow.
4. Back in NextCRM the account shows Active and the first sync starts. It covers the last 30 days by default; new emails follow about every 5 minutes.

A mailbox syncs into exactly one workspace. To use it in another workspace, disconnect it first and connect it there.

Settings

Click Settings on the connected account to change:

• Sync emails since: how far back emails are fetched (at most one year).
• Exclude Gmail labels: labels whose emails are never synced, for example Private.
• Also match company domains, Fetch earlier emails of new leads and Lora summaries and next steps.
• Skip automated mail: the newsletter, no-reply, tab, invitation and auto-reply filters.
• Working hours and Invite the lead by default for meetings.

Use Pause sync to stop syncing for a while and Sync now to sync immediately.

Disconnect

1. Open Profile > Connections and click Disconnect on the account.
2. Confirm. NextCRM revokes its access at Google, deletes the stored tokens and stops all syncing.
3. Choose whether the emails already synced should stay on the leads (Keep emails) or be removed (Remove synced emails). Emails sent from NextCRM are never removed.

You can also remove NextCRM's access at any time in your Google account under Security > Your connections to third-party apps & services (https://myaccount.google.com/connections).

Notes for Google Workspace admins

• NextCRM requests the scopes gmail.readonly (read-only, used only for lead emails) and calendar.events. Sign-in with Google only uses your name and email address.
• If your organization restricts third-party apps, add NextCRM as a configured app: Admin console > Security > Access and data control > API controls > Manage App Access, search for the NextCRM OAuth client ID and set it to Trusted (or Specific Google data for Gmail and Calendar). See https://knowledge.workspace.google.com/admin/apps/control-which-apps-access-google-workspace-data
• Gmail access counts as a high-risk scope. If your domain blocks unconfigured apps from high-risk scopes, users see an "access blocked" message until the app is trusted.

Warning: If Google shows "access blocked" or "this app is blocked", your Workspace admin has not allowed NextCRM yet. Nothing was synced; ask the admin to trust the app and connect again.

Related articles

• Connect Microsoft 365
• Email setup (SMTP and IMAP)
• Data privacy