# Gmail (with Google Calendar and Contacts)

## In brief {#summary}

With Gmail, your assistant reads your emails, prepares reply drafts, and looks at your Google Calendar and Google Contacts.

Two steps:

1. **A Mitogen workspace admin opens Gmail for the team.** No Google account is needed at this point: it takes a minute.
2. **Each person connects their own Google account**, in Connections.

Key points:

- Google Workspace accounts and @gmail.com accounts are accepted.
- The assistant only sends an email if it has the right to, and only the prepared draft.
- **The assistant never deletes an email.**

## Before you start {#before}

| What you need | Why | How to check |
|---|---|---|
| You are an admin or the owner of the Mitogen workspace | Only they can open a tool for the team. | You can open **Modules**. |
| If your company uses Google Workspace: Mitogen allowed | A Google Workspace administrator can block or limit third-party apps. | See [Control which apps access Google Workspace data](https://knowledge.workspace.google.com/admin/apps/control-which-third-party-and-internal-apps-access-google-workspace-data?hl=en). |
| For each member: a Google account with Gmail | That is the mailbox the assistant will read. |  |

> **Are you a team member?** Go straight to [Connect my account](#connect).

## Open Gmail for the team {#open}

1. Open **Modules**: `https://mitogen.ai/console/modules`.
2. On the **Gmail** card, click **Open**. A short introduction appears: “Gmail, with your assistant”.
3. Click **Open Gmail**. Gmail is opened right away for the workspace: “Gmail is open for this workspace.” The window takes the title **Gmail** and two steps remain: **Name · Access**.

Not ready yet? **Later** closes the window without creating anything. If opening fails: “Gmail could not be opened. Try again.”

The **Help ↗** link at the bottom of the window opens the section of this page for the step on screen. If you close before the end, the card shows **To finish** and **Resume** takes you back where you were.

### Step · Name {#name}

**On screen**: the title “Link ready”, the help “Gmail is ready for the workspace. It remains to choose who has access.”, and the field **Link name**, prefilled with “Gmail”.

Make the name more specific if you need to, for example “Gmail Sales”, then click **Save**.

### Step · Access {#access}

Here you choose who can use Gmail, and what the assistant may do there for each person. This screen is the same for every tool.

**On screen**: the line “Give access” and the help “Each person gets an email and connects their Google account. Google will ask them for three accesses: email, calendar, contacts.”

- One block for this Gmail binding, titled with its name (the one chosen at the Name step, for example “Gmail Sales”).
- In each block, the members of the workspace, with a checkbox per person. You appear as **You**, already checked.
- On each checked row, the five rights. **Read** is on and locked. **Create**, **Modify**, **Delete** and **Send** are set for that person.
- Buttons **Give access** and **Later**.

**What you do**

1. In each block, check the people who need it.
2. For each person, turn on the rights they need. What each right allows in Gmail: see [Rights](#rights).
3. You can uncheck **You** as soon as someone else is checked in the same block.
4. Click **Give access**.

While a block has nobody, **Give access** stays greyed out and a line below it reads “Add at least one person to Gmail Sales.”

**Next**

The screen confirms “The team can now use Gmail.”, then “2 people will receive an email.” If there is only one: “1 person will receive an email.”. Click **Done**.

If the email could not be sent, the screen shows “Access is saved. The message was not sent. Copy the Connections link.” Copy the link offered and send it to your colleagues yourself.

**If you click Later**, everything so far is saved, but nobody has access. The card shows **To finish** with the line “Access to grant”. **Resume** brings you back to this step.

You can change rights at any time afterwards, in **Team › Connection rights** (see [Rights](#rights)).

## Connect my account {#connect}

1. Open **Connections**: `https://mitogen.ai/console/connections`.
2. Under **Gmail**, click **Connect my account**.
3. Google opens. Choose your account.
4. Google shows the access requested for **Gmail**, **Google Calendar** and **Google Contacts**. If it offers checkboxes, **leave them all checked**, then accept.
5. Back in Mitogen, your account appears under the binding.

If you uncheck one of the three, Mitogen shows “Google did not grant all three. Nothing was stored.” Start again and leave everything checked.

**What Mitogen asks Google for**: read and manage your emails, manage your calendar and contacts, and your email address to know who is signed in. Mitogen always acts with your account and your Google rights.

## Rights {#rights}

Rights are set **per person and per binding**.

**Common rules**

- **Read** comes with access. It is locked and cannot be removed.
- **Create**, **Modify**, **Delete** and **Send** are set person by person: at the [Access](#access) step, then at any time. Only a workspace admin or the owner sets them.
- You need the right in Mitogen **and** the right in Google for the signed-in account.
- Removing a person's access also cuts their connections on this binding.

| Right | What it allows | What it does not allow |
|---|---|---|
| **Read** | Search and read emails, attachments, events, contacts and calendars. | Change anything. |
| **Create** | Prepare a draft: new email, reply, reply all, forward. Create an event. Create a contact. | Send. The draft stays in your Drafts. |
| **Modify** | Mark an email read or unread. Edit a draft, add an attachment to it. Edit an event or a contact. | Apply a label, a category or a filter. Change a calendar's settings. |
| **Delete** | Cancel an event you organize: Google notifies the guests. Delete a contact. | **Delete an email: never.** |
| **Send** | Send the prepared draft, and only that. | Write and send an email in one go, without a draft. |

Good to know: preparing a reply does not mark the original email as read. Shared mailboxes are not supported.

**Where to set rights**: at the [Access](#access) step when you open the tool, then at any time in **Team › Connection rights**.

## If something blocks {#troubleshooting}

| What you see | Most likely cause | What to do |
|---|---|---|
| “Google did not grant all three. Nothing was stored.” | One of the three accesses was unchecked. | Start again and leave Gmail, Calendar and Contacts checked. |
| Google says the app is blocked by your organization | Your Google Workspace administrator limits third-party apps. | They can allow Mitogen: **Menu** › **Security** › **Access and data control** › **API controls** ([Google docs](https://knowledge.workspace.google.com/admin/apps/control-which-third-party-and-internal-apps-access-google-workspace-data?hl=en)). |
| The assistant says it may not send | The **Send** right is not on for you. | Ask your Mitogen admin. Or send the draft yourself from Gmail. |
| The assistant cannot cancel a meeting | You are not its organizer. | Ask the organizer. |
| **Reconnect** | Google closed the session (password changed, access removed). | **Reconnect** in Connections. |

## Remove access {#revoke}

1. **A person**: **Connections** › **Revoke this account**.
2. **An admin, for one person**: binding sheet › **Access** section › remove the person. Their connections on this binding are revoked.
3. **An admin, for the binding**: binding sheet › **Remove binding**.
4. **On the Google side, each person**: open the [third-party connections page of your Google account](https://myaccount.google.com/connections), select Mitogen and remove its access ([Google help](https://support.google.com/accounts/answer/13533235?hl=en)).
5. **On the Google side, for the whole organization** (Google Workspace administrator): **Menu** › **Security** › **Access and data control** › **API controls**, then block Mitogen.

Your emails stay in Gmail. Nothing is deleted when you remove access.

## Official docs {#official-docs}

| Topic | Link |
|---|---|
| Gmail Help | [Gmail Help](https://support.google.com/mail/?hl=en) |
| Understand a third-party app's access | [Share some access to your Google Account with third-party apps](https://support.google.com/accounts/answer/14012355?hl=en) |
| Remove an app's access | [Manage connections between your Google Account and third parties](https://support.google.com/accounts/answer/13533235?hl=en) |
| Allow or block a third-party app (administrator) | [Control app access](https://knowledge.workspace.google.com/admin/apps/control-which-third-party-and-internal-apps-access-google-workspace-data?hl=en) |
| Google Workspace admin roles | [Prebuilt administrator roles](https://knowledge.workspace.google.com/admin/users/prebuilt-administrator-roles?hl=en) |

## FAQ {#faq}

**Can the assistant delete my emails?**
No, never.

**Can the assistant send an email for me?**
Only with the **Send** right, and only the draft it prepared.

**Why does Google also ask for Calendar and Contacts?**
So the assistant can suggest a time slot, find a contact or create an event. The three go together: without one of them, the connection is not stored.

**Do I need a Google Workspace account?**
No. A @gmail.com account works too.