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Workspace Sync (Google, Microsoft, Apple)

Sync your email, calendar, tasks, and contacts with Google Workspace, Microsoft 365, or Apple iCloud.

Open in CRMown →

Steps

  1. Go to Settings > Communications and open Connected Accounts.
  2. Click "Connect" next to Google, Microsoft, or Apple.
  3. Authorize the connection via OAuth (Google/Microsoft) or enter app-specific password (Apple).
  4. Choose what to sync: Email, Calendar, Tasks, Contacts, and/or Drive.
  5. Sync runs automatically every few minutes.

Good to know

  • Two-way sync keeps both systems in sync.
  • Email sync imports your inbox conversations into the CRM.
  • Custom IMAP is available for any email provider.
  • Calendar sync window: past 30 days through next 90 days from today. The window slides forward each day. Events outside the window are intentionally skipped — open them directly in Google Calendar / Outlook if you need them.
  • Email sync window: on the very first sync (and any time the delta token is reset), CRMown imports the past 30 days of inbox history. Anything older stays in your provider — the delta picks up all new + modified messages from connect-time onward.
  • Calendar sync runs incrementally between full pulls (Google syncToken / Outlook deltaLink). Click Sync Now in Connected Accounts to force a fresh full-window pull — that's the recovery path if a delta missed something.
Example: A consultant connects her Google Workspace — Gmail (her primary mailbox), Calendar, and Tasks. Within an hour every existing email thread with her clients is in CRMown's Conversations view, every Calendar event in the past 30 days through the next 90 days shows up alongside CRM-native ones, and the Google Tasks she creates from her phone sync to CRMown's task list seamlessly.

Troubleshooting

A specific calendar event from last quarter or 6 months out isn't in CRMown
The calendar sync window is intentionally bounded to the past 30 days through the next 90 days from today. Pulling everything would be slow and burns provider rate limits, and the long-tail events are rarely actioned in CRMown anyway.
Fix: Open the event in Google Calendar or Outlook directly. The window slides forward daily, so future events come into range automatically as time passes.
I created an event in Google/Outlook 5 minutes ago and Sync Now didn't pick it up
Sync Now now drops the cached incremental delta token and re-pulls the full -30/+90 day window, so a new event in that window should appear immediately. If it doesn't, it's either (a) outside the window, (b) on a non-primary calendar (Google), or (c) the OAuth token expired and the connection is in error state.
Fix: Check Settings > Communications > Connected Accounts — if you see "Reconnect needed" or a red error badge, click Disconnect then reconnect. Otherwise verify the event is on your primary calendar and within the -30/+90 day window.
Old emails from 6 months ago aren't imported after I connected Gmail / Outlook
Email sync imports the past 30 days of inbox history on the first sync. Older emails stay in your provider; the delta only tracks changes from connect-time onward.
Fix: Open the older email in Gmail / Outlook directly. If you need a specific old thread in CRMown, forward it to yourself from your inbox — it'll sync in as an inbound email and you can link it to the right contact manually.

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