Gmail Integration

Send emails through your Gmail account with AI assistance

Gmail Integration

The Gmail integration allows TractionDesk's Voice AI Agent to send emails on your behalf directly through your Gmail account. This enables powerful email outreach workflows where you can draft emails using AI-generated copy, then send them to contacts from your CRM or custom recipient lists—all without leaving TractionDesk or manually opening Gmail. The integration handles authentication, delivery, thread tracking, and error handling, making email marketing as simple as telling the AI who to email and what to say.

Gmail integration is essential for businesses that rely on email outreach, nurture campaigns, or one-to-one communication at scale. When connected, you can use voice commands like "Send an email to john@example.com about our new feature" and the AI will draft appropriate email copy based on your request, show it to you for approval, then send it through your Gmail account. Emails appear in your Gmail Sent folder just like manually sent messages, maintaining your email history and making replies easy to track.

The integration supports both individual emails and email sequences (nurture campaigns). Individual emails are useful for one-off outreach, follow-ups, or personalized communication. Email sequences are valuable for automating multi-touch nurture flows where contacts receive a series of emails over time. TractionDesk can generate the copy for entire email sequences using AI, then schedule delivery through Gmail at appropriate intervals.

Connecting Gmail

Navigate to Settings → Integrations and click "Connect" next to Gmail. You'll be redirected to Google's OAuth consent screen where you'll log in with your Google account. Google will show the specific permissions TractionDesk is requesting: "Send email on your behalf" and "View metadata for email threads." These permissions allow TractionDesk to send emails and track whether they've been replied to, but cannot read your inbox contents or access existing email bodies.

Review the permissions and click "Allow" to authorize. You'll be redirected back to TractionDesk where the integration status changes to "Connected" and displays the email address of the connected Gmail account. Make sure this is the email address you want to use for TractionDesk outreach—if you authorized the wrong Google account, disconnect and reconnect with the correct one.

Gmail integration uses OAuth refresh tokens that remain valid indefinitely unless you revoke access. This means once connected, the integration continues working without requiring re-authorization. However, if Google detects unusual activity or security concerns, they may revoke tokens and require you to reconnect. If emails suddenly stop sending, check integration status and reconnect if necessary.

Sending Emails with Voice

With Gmail connected, use the Voice AI Agent to send emails conversationally. Say "Send an email to sara@example.com about our new product launch" and the agent will:

1. Draft email copy appropriate for a product launch announcement
2. Show you the draft (subject line and body) for review
3. Ask for confirmation before sending
4. Send the email through your Gmail account after you approve

You can provide more specific instructions: "Send a friendly email to our top 10 leads from HubSpot, telling them about our new features and offering a demo." The agent will access HubSpot contacts, identify top leads, generate personalized email copy, and handle sending to each recipient.

For maximum control, you can specify exact email content: "Send an email to team@company.com with subject 'Q1 Planning' and tell them we're meeting tomorrow at 2pm." The agent will format this into a proper email structure and send it.

Email Generation Best Practices

Use Copy Presets for Brand Voice: Create email-specific copy presets that define your email writing style. This ensures all AI-drafted emails match your brand's communication standards.

Review Before Sending: The AI always confirms email content before sending (unless you explicitly bypass confirmation). Take a moment to review—catching errors before sending is easier than following up with corrections.

Personalize When Possible: Include recipient context in your email requests: "Email [name] congratulating them on their recent funding announcement." This personalization significantly improves response rates.

Follow Email Best Practices: Even though AI generates the content, standard email best practices apply: clear subject lines, concise body copy, obvious calls-to-action, and professional formatting.

Test with Yourself First: When starting with Gmail integration, send test emails to your own address to verify formatting, tone, and delivery before sending to prospects or customers.

Email Sequences and Nurture Campaigns

Email sequences are multi-message campaigns designed to nurture leads or onboard customers over time. With Gmail integration and campaign capabilities, you can create email nurture sequences as a campaign deliverable. The AI generates a series of emails with different messages and purposes—an initial introduction, followed by educational content, then social proof, and finally a call-to-action.

When you specify "email_nurture" as a campaign deliverable, the Campaign Orchestrator creates a complete email sequence aligned with the campaign's objective. For example, a campaign with the objective "Convert trial users to paid customers" might generate a 5-email sequence: Welcome email, feature education, success story, pricing reminder, and final urgency email.

Currently, email sequences are generated and saved to your account, but automated sending on schedule (drip campaigns) requires manual setup in your email marketing tool or CRM. You can copy the AI-generated email sequence into your existing email automation platform for delivery. Future TractionDesk versions may include native email scheduling for fully automated nurture workflows.

Delivery and Error Handling

Emails sent through the Gmail integration have the same deliverability as emails you send manually from Gmail. They come from your Gmail address, use your domain's sending reputation, and follow Gmail's sending limits (2,000-10,000 emails per day for standard accounts). If you need to send bulk emails beyond Gmail's limits, consider using a dedicated email service provider and exporting TractionDesk-generated copy.

If an email fails to send, TractionDesk will show an error message indicating the reason: invalid recipient address, Gmail API temporary error, sending limit reached, or authentication issue. Most errors are transient and resolve by retrying. If errors persist, check that your Gmail integration is still connected and your Google account is in good standing.

All sent emails are logged in TractionDesk's activity feed with timestamps, recipients, subjects, and status (sent, failed, pending). This log helps you track email outreach activities and troubleshoot any delivery issues. Emails also appear in your Gmail Sent folder for your records.