Overview
What the Gmail connection does.
Kai uses your mailbox to send professional follow-ups.
Sends from your email
When Kai sends a quote link, intake form, or call summary, it comes directly from your real business email address.
Shows in your Sent folder
Every email Kai sends appears in your Gmail Sent folder so you have a complete record of what was said.
Direct replies to you
When a customer replies to the email, their response goes straight to your Gmail inbox.
Drafts or sends live
You can tell Kai to save emails as drafts first if you prefer to review them before sending.
Prerequisites
Before you connect.
1. Google account login
Have your Gmail or Google Workspace business email login ready.
2. Workspace admin rights
If using Google Workspace, ensure your company allows users to connect approved apps.
Setup
How to connect Gmail.
Connect your mailbox in four quick steps.
- 1
Open Connections in KaiCalls
Go to Connections > Gmail. - 2
Click Connect Gmail
You will see the Google authorization screen in a new window. - 3
Choose your mailbox
Select the specific business email address you want Kai to send from. - 4
Grant email permissions
Click Allow to grant KaiCalls permission to send emails on your behalf.
Verification
How to prove it worked.
Run a test call and check your Sent folder.
- Place a test call to your KaiCalls number from a phone not saved in contacts.
- Give your test email address to Kai when he asks for your contact details.
- End the call and wait one minute.
- Open your Gmail webmail or phone app and look in your Sent folder.
- Confirm the follow-up email appears in Sent with the correct caller address.
Troubleshooting
Fix common Gmail issues.
Google token expired
If you changed your Google password, click Reconnect on the Gmail card to grant a fresh token.
Emails not sending
Verify the caller gave a valid email address. If the email bounced, Kai logs the bounce in your call summary.
Workspace admin blocked
Ask your Google Workspace administrator to whitelist the KaiCalls application in Google Admin Console.
Wrong sender address
Disconnect Gmail and reconnect while logged in to your intended business email address.
Leaving
How to disconnect Gmail.
Click Disconnect on the Gmail card in KaiCalls. Kai will immediately lose permission to send emails from your account. All past emails sent from your account stay in your Gmail history.