Soap Notes + Gmail
Sync coaching emails directly with your Gmail inbox.
Connect Gmail to Soap Notes and your client correspondence lives in both places. Send emails from inside Soap Notes using your own Gmail address, and any reply lands in your inbox the way it always has, but also threads itself onto the matching client record. Searchable history. No copy-paste. No more digging through Gmail to find what you said to whom.
What this integration does
- Two-way email sync between Soap Notes and Gmail
- Email threads automatically attach to the right client record
- Send from your Gmail address inside Soap Notes
- Full-text search across every email and every client
- Delete in Gmail → reflects in Soap Notes (and vice versa)
How to connect Gmail
3 steps. Around two minutes.
- 1
Connect your Gmail account
Settings → Integrations → Gmail → Connect. Sign in to Google and approve two scopes: reading the labels you pick, and sending on your behalf.
- 2
Pick which labels to sync
Choose the Gmail labels Soap Notes should monitor. Most coaches use a dedicated 'Clients' label so personal email stays private.
- 3
Send your first email
Open any client → Email → New message. The email goes through Gmail and the thread saves to the client record.
What you are approving
These are the exact permissions the consent screen asks for, and what each one is for.
- https://www.googleapis.com/auth/gmail.readonly
- Reads the messages in the labels you choose during setup, so a client's replies can be threaded onto their record. Read-only: this scope cannot delete anything or change your mailbox.
- https://www.googleapis.com/auth/gmail.send
- Sends the emails you write inside Soap Notes from your own address, so replies land in your inbox as normal. It permits sending only, not editing drafts or altering existing mail.
Where it stops
- —Gmail's own permission model is all-or-nothing at the API level: the label filter that keeps personal email out is applied by Soap Notes, not by Google. Choose a dedicated label if that distinction matters to you.
- —Sync is not instantaneous. A reply can take a few minutes to appear against the client record.
- —Threads match to a client by email address. A client writing from a second address will not thread until you add it to their record.
If you disconnect it
Emails already threaded onto a client record stay there and remain searchable. New mail stops syncing, and you can no longer send from inside Soap Notes. Nothing is removed from Gmail itself at any point.