Want Capsulecrm and Google Workspace to actually work together? You’re not alone. If you’re tired of copying and pasting contact info, digging through email threads, or missing key updates between your CRM and Gmail, this guide is for you. We’ll show you how to connect the dots simply, avoid wasted effort, and sidestep the stuff that sounds good in theory but rarely works in practice.
This guide is for small business owners, sales teams, and anyone who uses Capsulecrm alongside Google Workspace apps like Gmail, Google Calendar, and Google Drive.
Why bother integrating Capsulecrm and Google Workspace?
Let’s be honest: most CRM integrations promise the world and deliver a clunky pop-up that you use twice before giving up. But with Capsulecrm and Google Workspace, you can actually:
- See CRM info right inside Gmail — no more switching tabs to check who’s who
- Automatically sync contacts, calendars, and emails
- Attach Google Drive files to CRM records without downloading and re-uploading
- Get reminders and log meetings without manual entry
The goal isn’t “automation for automation’s sake.” It’s cutting down on busywork so you can focus on the real stuff: selling, following up, and not dropping the ball.
Step 1: Connect Capsulecrm to Your Google Workspace Account
First things first: Capsulecrm has direct integrations with Google Workspace, but you need to authorize access.
Here’s how to do it:
- Log in to Capsulecrm.
- In the main menu, click your profile icon, then head to “Account Settings” or “Integrations.”
- Look for the “Google Workspace” or “Google” section.
- Click “Connect” or “Authorize.”
- Follow the Google prompts — you’ll probably need to pick which Google account to connect.
- Grant the requested permissions (Capsule needs access to Gmail, Calendar, and Contacts to do anything useful).
Pro tip:
If you’re using a company-managed Google Workspace account, you might need admin approval. If you get stuck, nudge your IT person or admin to grant access — no way around it.
Step 2: Enable Gmail Integration
This is where most of the magic happens. Capsulecrm’s Gmail integration lets you see, add, or update CRM info right inside your inbox.
Option 1: Use the Capsule Add-on for Gmail
- Go to the Google Workspace Marketplace.
- Search “Capsule CRM” and install the add-on.
- Once installed, open Gmail. You’ll see the Capsule icon on the sidebar.
- Click it, sign in if prompted, and you’ll see Capsule info for contacts in your emails.
What works:
- Add new contacts or opportunities straight from an email.
- See recent notes, tasks, and activity related to a contact, without leaving Gmail.
What doesn’t:
- The add-on’s a sidebar, not a full CRM. Don’t expect to run reports or manage your entire pipeline from here.
- Attachments in Gmail won’t automatically sync to Capsule — you still have to add them where needed.
Option 2: Email Drop Box (Fallback)
If you don’t want the add-on, Capsulecrm gives you a unique “drop box” email address. BCC or forward emails to this address, and they’ll get logged to the right contact in Capsule.
- Find your unique drop box address in your Capsule account settings.
- Forward or BCC emails as needed.
Reality check:
This works, but it’s manual. Good for logging occasional emails, not for heavy users.
Step 3: Sync Contacts Between Capsulecrm and Google Contacts
Keeping contacts in sync is a must if you want to avoid duplicates and missing info.
To set up syncing:
- In Capsulecrm, go to “Account Settings” > “Integrations” > “Google Contacts.”
- Click “Set up sync.”
- Choose which Google Contacts group(s) to sync with Capsule.
- Decide if you want one-way (Google → Capsule or Capsule → Google) or two-way sync.
What to watch out for:
- Two-way sync sounds great, but it can get messy if you have lots of duplicates or outdated contacts. Start with one-way sync if you’re nervous.
- Capsule only syncs standard contact fields (name, email, phone). Custom fields won’t sync.
- If you delete a contact in one system, it can delete it in the other — double-check your sync settings.
Step 4: Link Google Calendar to Capsulecrm
No one wants to re-enter meetings on two calendars. Capsule lets you connect your Google Calendar so meetings, tasks, and events show up in both places.
Here’s how:
- In Capsulecrm, go to “Account Settings” > “Integrations” > “Google Calendar.”
- Click “Connect Calendar.”
- Pick the calendar you want to sync.
- Capsule will show your tasks and events on your Google Calendar. You can also add Capsule events from Google.
Honest take:
- Capsule’s calendar integration is basic. It’s good for seeing Capsule tasks in Google Calendar.
- You can’t create super-detailed CRM events from Google Calendar — stick to simple appointments or reminders.
- Recurring events don’t always sync perfectly. Double-check important meetings.
Step 5: Attach Google Drive Files to Capsulecrm Records
If you live in Google Drive, you’ll want your contracts, proposals, and notes tied to your deals and contacts in Capsule.
To attach files:
- In Capsulecrm, open a contact, opportunity, or case.
- Go to “Files” or the attachments section.
- Click “Attach from Google Drive.”
- Pick the file(s) you want to link.
What works:
- You’re linking, not duplicating — the file stays in Drive.
- Everyone with Capsule access can see the file, as long as they have Drive permissions.
What doesn’t:
- Capsule doesn’t manage Google Drive permissions. If a teammate can’t open the file in Drive, they won’t be able to see it from Capsule either.
- You can’t search Google Drive from inside Capsule. Know where your stuff lives before attaching it.
Step 6: Optional — Use Zapier for More Custom Integrations
Capsulecrm and Google Workspace cover the basics, but if you need something more specific, Zapier (or Make, if you’re into that) can fill in the gaps.
Examples: - Create a new Capsule contact when a Google Form is submitted. - Add Capsule tasks when a Google Sheet row is updated. - Send Slack alerts when a new opportunity is added in Capsule.
Be careful:
- More automation means more things to break. Start with simple Zaps.
- Don’t “set and forget.” Test your automations every few weeks.
What to Ignore (For Now)
- Third-party Chrome extensions promising “deep CRM integration.” Most are buggy, out of date, or just reskinned versions of what the official add-on gives you.
- Auto-syncing every email you send or receive. Capsulecrm is best when you’re selective about what lands in your CRM. Otherwise, you just end up with noise.
- Trying to make Capsulecrm into a project management tool. Integrate files and meetings, sure — but use real PM software for anything complex.
Final Thoughts: Keep It Simple, Iterate Often
Integrating Capsulecrm with Google Workspace isn’t about chasing “seamless” automation — it’s about making life a bit easier. Start with the basics: sync your contacts, hook up Gmail, and link your Drive files. Add more as you actually need it, not because some blog post (even this one) says you should.
Test each integration with real workflows. If it saves you time, keep it. If it just adds clicks, skip it. The best workflow is the one you actually use.