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Beagle Software

Google Workspace

Your team's Gmail, filed against the right customer

Your sales and support mail already lives in Google Workspace. Beagle CRM reads those mailboxes, files each message against the customer who sent it, and sends your replies back out through Gmail, so customers keep seeing your usual address.

There is one difference from most integrations, and we'd rather say it up front: Google asks each organisation to register its own small sign-in app before mail can be connected. Your Workspace admin does it once, it takes about ten minutes, and we've written the guide.

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The problem

Why Gmail and a CRM drift apart

  • The customer's history is in someone's Gmail.

    The CRM record says one thing; the thread in a colleague's inbox says another, and only one of them gets read before the next call.

  • Logging email is a chore people skip.

    Forward-to-CRM addresses and BCC tricks work for a week, then quietly stop.

  • Plug-ins want more than you meant to give.

    Browser extensions and marketplace add-ons often ask for wide access to Google accounts, and it's hard to tell who holds the keys.

  • Replies go out from the wrong place.

    Answer from a separate system and the customer sees an unfamiliar sender, and the thread splits in two.

What's included

What the connection does

  • Reads the Inbox, every minute

    Beagle checks each connected mailbox's Inbox once a minute and brings new messages into the CRM. Mail that has been deleted in Gmail is left out.

  • Sends through Gmail

    Replies, forwards and new messages written in Beagle go out through Google's own mail servers from the connected address, threaded with the conversation they belong to.

  • Files mail against the customer

    Each incoming message is matched by address to the customer or contact who sent it. The rest of what happens next (shared read status, follow-up tasks, support cases) is on the shared inbox page.

    What the shared inbox does next

  • Sales and support kept apart

    Connect a mailbox to the Sales inbox or the Customer Care inbox. Customer Care mail opens service-desk cases. You can connect more than one mailbox to each.

    How support cases work

  • No passwords stored

    Mailboxes connect through Google's sign-in, not an app password. Beagle keeps the tokens Google issues, encrypted, and renews them just before each check and each send.

  • Your tasks in Google Calendar

    Separately from email, each person can subscribe Google Calendar to a private feed of the Beagle tasks due to them.

    Subscribing to your task feed

Why your own app

Why you register your own Google app

Reading and sending Gmail on someone's behalf needs the permission Google calls https://mail.google.com/. Google treats it as a restricted permission: any app offered to the public must pass a paid security assessment every year before it may ask for it.

An app that belongs to your own Workspace, set up as Internal, is exempt. Google trusts it because only your own staff can use it, so there is no verification, no assessment and no 100-user limit. So rather than pass an assessment fee on to every customer, Beagle asks your organisation to create that Internal app and paste its two credentials in. The app is yours: you can see it in your Google Cloud console, and you can switch it off there at any time.

Read the Google setup guide

Setting it up

About ten minutes, once

  1. Create a Google Cloud project.

    Sign in to the Google Cloud console with your Workspace account (not a personal one) and create a project, named something like "Beagle CRM email".

  2. Set the consent screen to Internal.

    Give it a name your staff will recognise and add the single mail scope. If Internal is greyed out, you're signed in with a personal Google account.

  3. Create a web client.

    Add the redirect address shown on Beagle's Settings → Inboxes page, copied exactly. Google gives you a Client ID and a Client secret.

  4. Paste both into Beagle.

    An admin saves them under Settings → Inboxes. The secret is stored encrypted and never shown again.

  5. Connect each mailbox.

    An Admin or Agent chooses Connect Google on the Sales or Customer Care inbox, signs in as that mailbox's user and approves. Repeat for each address. Mail already in the Inbox comes across as history, without a follow-up task or a support case for every old message.

Permissions

What Beagle can and can't see

Asked for at sign-in: openid, email, profile and https://mail.google.com/. The first three tell Beagle which address has just signed in, so the right mailbox is connected. The fourth is the mail permission, used for two things only: reading the Inbox folder over IMAP and sending over SMTP.

Not asked for: Google Calendar, Google Contacts, Drive or any other Workspace data. Beagle doesn't sync your Google contacts or calendar events, and nobody signs in to Beagle with their Google account.

Clear edges

Honest edges

  • Workspace only. The Internal app type exists only inside Google Workspace, so a personal @gmail.com address can't be connected through Connect Google.
  • The Inbox folder only. Gmail labels other than Inbox, archived mail, and messages you send directly from Gmail stay in Gmail.
  • Text, not files. The body of each incoming message comes across; attachments don't yet. Outgoing mail from Beagle can't carry attachments or a signature yet.
  • Removing a mailbox removes its mail from Beagle. Messages already brought in from that mailbox are deleted from the CRM; support cases opened from them stay. Beagle doesn't withdraw the Google permission for you: remove it from the Google account or delete the client in your Cloud console.
  • Change the client, reconnect the mailboxes. A Google permission belongs to the client that asked for it. If the client is deleted or its secret regenerated, connected mailboxes show as Error until someone reconnects them, and reconnecting puts them straight back to work.

Pricing

One plan, every feature

£29 per user per month, or £290 per user per year (two months free)

Google Workspace mailboxes are included in the one plan, with no add-on to buy.

All prices exclude VAT.

See pricing in full

Questions, answered

Frequently asked questions

Does Beagle CRM work with Gmail?
Yes, for Gmail on Google Workspace. Beagle reads each connected mailbox's Inbox every minute and sends your replies through Gmail from the same address. A personal @gmail.com account can't be connected through Connect Google, because Google only offers the required app type to Workspace accounts.
Why do we have to create our own Google app?
Google restricts the full-mail permission that reading and sending needs. A public app must pass a paid security review every year before using it, but an Internal app inside your own Workspace doesn't. Registering your own takes your Workspace admin about ten minutes with our step-by-step guide, and you stay in control of it.
What permissions does Beagle ask Google for?
Four: openid, email and profile, so Beagle knows which address signed in, and https://mail.google.com/, which is the one Google requires for IMAP and SMTP access. Beagle doesn't ask for Calendar, Contacts or Drive.
Does it sync Google Calendar or Google Contacts?
No. Beagle doesn't read your Google calendar or contacts. Each person can, though, subscribe Google Calendar to a private feed of their own Beagle tasks that have a due date.
Who can connect a Google mailbox?
A Beagle admin saves the Google client, and Admins and Agents connect mailboxes from organisation settings. Creating the Google app itself needs someone with Workspace admin access.
What happens if we delete the Google app later?
Mail stops flowing and the affected mailboxes show as Error in Beagle, with the reason. Save the new client's details and reconnect each mailbox; nothing already in Beagle is lost.

Related

Bring your Workspace mail into the CRM

Start a 14-day free trial with every feature and no card required, or book a demo and we'll go through the Google setup with your admin.

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