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How does it work?

Track your mailbox activity with Plecto. Learn how to connect your Gmail account to Plecto with Zapier.

Zapier can integrate many apps and systems with Plecto. Explore all the possible integrations on this page. Here are the two steps you need to follow to connect your Gmail account to Plecto with Zapier:

  1. Create a manual data source in Plecto.

  2. Configure a Zap in Zapier.

Step 1: Create a manual data source in Plecto

First of all, you need a place where Zapier can send data from your Gmail account. It means that you have to prepare a manual data source in Plecto. You will have to select this data source when setting up a Zap in Step 2.

  1. In Plecto, go to Data management > Data sources > + New data source > Custom input.

  2. Give the data source a title such as Gmail and click Save.

  3. Add custom fields to your data source. At this point, you should have an idea of what data you want to import from Gmail (email subject, labels, priority, or others). We mapped out some possible options. Scroll down in this article to get some inspiration.

    1. In data source settings, click + Add field to create a new custom field. Fill in the details such as the field name and type. You can add as many fields as you need.

  4. Click Save in the bottom-right corner. Your data source is now ready to be connected to Gmail.

Step 2: Configure Zap Trigger in Zapier

  1. Open and click + Create Zap.

  2. Select Gmail and choose an event. Here are the trigger events you can choose from:

    1. New Attachment

    2. New Email

    3. New Email Matching Search

    4. New Label

    5. New Labeled Email

    6. New Starred Email

    7. New Thread

  3. Click Continue.

  4. Choose a Gmail account or sign in. Click Continue.

  5. (Optional) You can choose a label or mailbox. If selected, Zapier will only look for triggers that have the added labels or from the selected mailbox.

  6. Click Continue.

  7. Click Test trigger. Zapier will try to find contents in your Gmail. If successful, click Continue and move on to 2. Action.

Step 3: Configure Zap Action in Zapier

  1. Search for Plecto.

  2. Under Event, choose Create New Registration.

  3. Choose your Plecto account or connect a new one. Click Continue.

  4. Zapier now needs to know how to put the data in your Plecto data source. Fill out the following:

  • Integration Name – Type in an integration name such as Zapier or Gmail integration. This name will appear under External accounts or Data suppliers in Plecto.

  • User ID – This field represents the user ID from the external system. Here you can either select a dynamic value from the list or type in a static value. You will see this ID in the External ID column in employee profile settings.

  • User Name – This name will show in the Employee field in your Plecto data source.

  • Data Source – Select the manual data source you created in step 1.

  • Date (optional) – If the integration allows you to add a date, this information will show in the Created date field in your data source.

  • External ID – This will be a unique ID of each registration that gets created in Plecto. You can select a dynamic value from the dropdown list (something that looks similar to an ID). Your first registration will have this ID, and all new registrations will generate unique IDs. If you type in any values manually, Zapier will only create one registration in the data source and overwrite it every time it sends new data (you will only have one registration).

  • You will also see the names of the custom fields you added to your data source. Select the matching options.

  1. Once you're ready, click Continue.

  2. Click Test & continue.

  3. If everything works, click Publish Zap.

Static and dynamic values

  • Static values are fixed, the same for each registration. If your external system is the only "user" creating registrations in your Plecto data source, we recommend adding static values to the User ID and User Name fields, for example, Calendly and 1. This will import only one employee into Plecto (create one employee profile), and all registrations will be made on behalf of this employee.

  • Dynamic values (selected from the dropdown list in Zapier) are changing values. If you add a dynamic user ID, Plecto will create new employee profiles for each new user that gets imported.

We recommend selecting a dynamic value in the External ID field, for example, ID: 12345. This will make sure to generate unique IDs for each new registration upon their creation. If you don't select a dynamic value here, Zapier will overwrite the same registration.