Gmail Integration

OutSales uses your connected Gmail account to send AI-generated follow-up emails to prospects. Emails are sent directly from your Gmail address, so they appear as personal messages from you -- not from a generic system address.

What the Integration Does

When connected, OutSales uses your Gmail account to:

• Send follow-up emails -- Deliver AI-generated emails to your prospects from your actual email address.
• Track delivery -- Confirm that emails have been sent successfully.
• Monitor replies -- Detect when prospects reply to your follow-up emails and update the activity status to "Replied."

Connecting Gmail

During Onboarding

When creating your first agent, the setup wizard includes a step to connect Gmail:

1. On the Connect Software step, click the Connect button next to Gmail.
2. A popup window opens with the Google OAuth authorization page.
3. Select your Google account and grant OutSales permission to send emails on your behalf.
4. The popup closes automatically and the wizard shows a green checkmark.

From Settings

To connect or reconnect Gmail at any time:

1. Go to Settings > Integrations.
2. Find the Gmail card.
3. Click the Connect button.
4. Complete the Google OAuth authorization flow.
5. Once connected, the card shows a green "Connected" status with your email address.

How Emails Are Sent

When an email is approved and ready to send:

1. OutSales calls the backend to deliver the email via the Gmail API.
2. The email is sent from your connected Gmail address.
3. The recipient sees the email as a regular message from you, with your name and email address in the "From" field.
4. If you have a signature configured in OutSales, it is appended to the email body (separate from your Gmail signature settings).

Emails include proper threading headers so that if the prospect replies, the conversation appears as a normal email thread in your Gmail inbox.

Required Permissions

When you authorize OutSales via Google OAuth, you grant permission for:

• Sending emails -- OutSales needs permission to send emails on your behalf via the Gmail API.
• Reading email metadata -- Used to detect replies from prospects.

OutSales does not access your full Gmail inbox or read unrelated emails.

Disconnecting Gmail

To disconnect the Gmail integration:

1. Go to Settings > Integrations.
2. Find the Gmail card (showing "Connected" status).
3. Click the Disconnect button.
4. A confirmation dialog appears warning that disconnecting will prevent your agents from sending emails.
5. Click Disconnect to confirm.

After disconnecting, approved emails will not be sent until a Gmail account is reconnected. Activities may still be processed and emails generated, but they will remain in the "Email Ready" stage without being delivered.

Important Notes

• One Gmail account -- OutSales connects to a single Gmail account at a time. All agents use the same connected Gmail account for sending.
• Gmail signature vs. OutSales signature -- OutSales manages its own signature system (configured in Profile settings). Your Gmail account's built-in signature settings are separate and not used by OutSales.
• Deliverability -- Since emails come from your real Gmail address, they benefit from your existing sender reputation. This typically results in better deliverability than emails from a generic service address.

Troubleshooting

Emails Not Sending

If approved emails are stuck in "Email Ready" and not being sent:

1. Check that Gmail is connected in Settings > Integrations.
2. Verify there are no billing issues (past-due payments block email sending).
3. Ensure the agent is set to Active in its Settings tab.

Authorization Errors

If you see authorization-related errors:

1. Try disconnecting and reconnecting Gmail from Settings > Integrations.
2. Make sure you are authorizing with the correct Google account.
3. Check that you have not revoked OutSales permissions in your Google account settings (myaccount.google.com > Security > Third-party apps).

Reply Detection

If prospect replies are not being detected:

1. Confirm that the reply was sent to the same email thread (not as a new, separate email).
2. Allow a few minutes for OutSales to process the reply detection.

Tips

• Use a professional Gmail address -- Since emails come from your Gmail account, make sure it has a professional email address (e.g., yourname@company.com via Google Workspace).
• Set up your OutSales signature -- Configure a complete email signature in your OutSales profile rather than relying on Gmail's built-in signature, which is not included in OutSales-sent emails.
• Check your sent folder -- Sent emails from OutSales will appear in your Gmail Sent folder, so you can always verify what was delivered.