Coevera and Gmail: what syncs, what doesn't, and how to set it up
Coevera's Gmail integration copies emails to and from saved Contacts and Accounts into their Feed tab. It imports no email history, and sending is a separate integration.
- Connector
- Native integration built by Coevera, enabled in the Automation Hub (listed as "Add for Free") and activated per user in Settings
- Sync direction
- Mostly Gmail → Coevera; sending from Coevera and Google Contacts sync are separate integrations
- Setup time
- About 10 minutes per user, plus an admin check first (WeekCRM estimate from the steps; the docs give no time)
- Availability
- Needs a Coevera Cloud subscription and a Google ("G Suite") account; the docs don't name the plan tiers
- Our rating
- 4 out of 5. Links Gmail to saved Contacts and Accounts on Coevera Cloud; no email history is imported, and sending is a separate integration.
| What | Direction | Detail |
|---|---|---|
| Emails sent and received | Gmail → Coevera | Emails to and from Contacts and Accounts saved in Coevera appear in the record's Feed, in chronological order. They arrive a few minutes after sync. |
| Linking by known address | Gmail → Coevera | Coevera matches the email address on the Contact or Account record. The address must match exactly and be saved before the email is sent or received. |
| Linking by domain | Derived | With "Link e-mails to Accounts based on Domain" on, Coevera links emails from unknown senders to the Account whose Home Page field holds the same domain. |
| Sending from Coevera | Coevera → Gmail | A second integration, "Gmail for Sending Emails". It sends Standard emails (one message) or Mass emails (one per recipient), up to 200 recipients and 30MB of attachments. |
| Email logged as a task | Derived | When sending from Coevera, you can log the email as an Email task for Activity reporting and add a follow-up task 1 to 5 business days out. |
| Gmail add-on: save email and create records | Gmail → Coevera | In Gmail, "Save Email" copies a message and its attachments to a record's Feed. The add-on also creates Leads, Opportunities, Accounts, Contacts, Tasks and Appointments. |
| Gmail add-on: record sidebar | Coevera → Gmail | The sidebar shows the Coevera Contacts, Accounts, Leads, Opportunities and activities that match the sender and recipients. Unmatched addresses show as "Unknown Data". |
| Google Contacts | Two-way | A separate integration. You choose Google → Coevera, Coevera → Google or both. Changes take 10–15 minutes. Secondary phone, Emails 3 to 5 and Street Address Line 2 don't map. |
Setting it up
- As a Coevera admin, open the App Switcher › Admin Module › Automation Hub. Check that "Google Gmail" is under "My Apps". If not, find it in "Most Popular" and click "Add for Free".
- As each user, click the avatar, then Settings, then "Activate" beside "Gmail for Email Synchronization". Select the Gmail account.
- If Google shows a security warning, click "Advanced", then "Go to Coevera", then allow the permissions and click "Continue".
- In Folder Preferences, set Inbox as the incoming folder and Sent as the outgoing folder. Change them only if you use multiple inboxes.
- In Email Linking, tick "Link e-mails to Accounts" and "Link e-mails to Contacts". Tick "Link e-mails to Accounts based on Domain" if your Accounts have a Home Page filled in.
- Set Email Default Sharing to Public or Private if your admin allows the choice. Click "Finish" and look for your address under Gmail Integrations with a green check mark.
- Open a Contact with an email address, send it a message from Gmail, and check the Feed after a few minutes.
- To send from Coevera, activate "Gmail for Sending Emails" in Settings as well.
Where the integration stops
- No historical emails. Coevera copies only emails sent or received after you activate the integration. The Gmail article words this for Office 365, so test it with a Gmail account before you promise a backfill.
- Matching depends on saved addresses. An email to an address that isn't on a Contact record is not linked, unless domain linking is on and the Account has a Home Page. Check Contact records first.
- Emails between Coevera users are not captured. Admins can also exclude whole domains under "Email Domain Blacklisting" in Admin Module › Settings.
- Visibility follows record access. Users who can see a Contact can read its linked emails, unless the sender sets the default to Private and the admin allows it. Private shows that an email exists but not its content.
- Sync and sending are separate switches. The sending article says that integration doesn't save emails into Coevera, then says sent emails are copied to Feeds. Activate both and test one sent email.
- Moving emails quickly can lose them. If you move messages out of the linked Inbox and Sent folders before Coevera copies them, they are not captured. Wait until they show in the Feed.
- The docs don't state plan tiers. They require a Coevera Cloud subscription. Confirm the plan with Coevera before you roll out to a team.
Coevera's Gmail integration copies emails you send to and receive from saved Contacts and Accounts into the record's Feed tab. It suits teams that want email history on records without BCC addresses or manual logging. Coevera builds it, and the docs list no separate charge.
The fact that surprises teams is the history. Coevera copies only emails sent or received after a user activates the integration. A new user starts with empty Feeds. See Coevera and Gmail for the wider picture.
Four integrations, not one
Coevera splits Gmail into separate pieces. "Gmail for Email Synchronization" captures email into Feeds. "Gmail for Sending Emails" sends from Coevera. The Gmail add-on works inside Gmail. Google Contacts sync is a fourth integration.
Each user activates the first two in Settings. An admin first checks that the app is running in the Automation Hub. Plan for a short rollout checklist rather than one switch.
Matching decides what you see
Coevera links an email only when it finds a record. For a known address, the match must be exact. The address must also be saved before the email arrives.
Domain linking covers unknown senders. Coevera looks for an Account whose Home Page field holds the sender's domain. If your Accounts lack that field, the option does nothing. Fill in Home Page values before you turn it on.
Emails between Coevera users are not captured. Admins can also exclude domains in Admin Module › Settings.
Visibility follows record access
Users who can open a Contact can read its linked emails. Senders can change their default to Private if the admin allows it. Colleagues then see that an email exists but can't read it.
Decide the sharing policy before users connect. The setting applies to emails linked from that point on.
Sending is where the docs disagree
The sending article states that "Gmail for Sending Emails" doesn't save emails into Coevera. It later says sent emails are copied to the recipients' Feeds. Activate both integrations and send one test message to a Contact. Check the Feed before you rely on either description.
Sending from Coevera supports Standard and Mass emails, with a 200-recipient cap on both. Mass emails go out as separate messages and can include an unsubscribe link. The add-on needs no extra plan information in its article, but the docs never say which Coevera tiers include these features. Ask Coevera before you commit.