Real-time
Two-way sync
Changes in Asana or Gmail instantly reflect in both systems. No stale data, no manual imports.
Business productivity ⇄ Communications
Asana to Gmail integration — real-time, two-way sync
Keep Asana and Gmail in sync without custom scripts. Cut weeks of integration work, eliminate silent data drift, and give your team a single, reliable source of truth.
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Adopted by fast-scaling companies moving mission-critical data in real time
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Why teams connect Asana and Gmail
Sync the people, users, and work records in Asana with the calls, messages, and events in Gmail, in real time and in both directions.
Asana holds the records a team works from: the contacts, the tickets or tasks, the users, and the history attached to each. Gmail moves the actual communication, whether that is a call, a text, an email, or a meeting, and every one of those is tied to a person and often to a user on your side. When the two are connected only by manual entry or a nightly export, the communication happens in one system while the record it belongs to sits in another, so people rebuild context by hand and reach out from contact lists that are already out of date.
Stacksync syncs Projects, Sections, Custom fields, Stories in Asana with Labels, Drafts, Attachments, History in Gmail bi-directionally and in real time. Contacts and users maintained in Asana feed Gmail so outbound dialing, messaging, and invites reach current numbers and addresses, and the calls, messages, and meeting events Gmail produces attach to the matching record in Asana within seconds. Everything is mapped field by field, with conflict resolution in place of copy-paste, and there is no middleware to build, no rate limits to babysit, and no batch job that leaves the morning running on yesterday's data.
Because the sync is field-level, each system keeps its own extras; only the shared people, users, and activity are held in agreement.
Common use cases
- 01 Write closed deals or new orders from a CRM or ERP into Asana Tasks to launch delivery, onboarding, or fulfillment projects automatically.
- 02 Mirror Projects, Sections, and Portfolios into a warehouse for cross-team reporting on status, timelines, and workload without CSV exports.
- 03 Log sent and received Messages onto CRM contact and deal timelines automatically so reps never copy-paste email history.
- 04 Create Drafts in a rep's mailbox from CRM templates and sequences, keeping sends authentic to the sender's address and signature.
Common sync patterns
Turn a communication into follow-up work
A completed call, an inbound message, or a delivery result in Gmail can create or update a ticket, task, or record in Asana, so nothing that happens on a call or in a thread gets dropped.
One contact master
A person's number, email, or contact preferences corrected in either system update the other, so the record and the channel that reaches them stay in agreement.
Where Gmail places calls or sends messages: activity on the record
Calls, texts, emails, or meeting events from Gmail attach to the matching contact, ticket, or item in Asana, so the full history lives with the record instead of in a separate log.
What you can sync between Asana and Gmail
Representative objects on each side — any object or custom field can map to any target. Schemas are auto-detected; types are converted between the two systems.
| Asana objects | Gmail objects | How this pairing syncs | |
|---|---|---|---|
| Sections Ordered groupings of Tasks within a project; synced as a grouping attribute or category field on the row. | History The incremental change log keyed by historyId; used for efficient delta sync so only mailbox changes since the last cursor are fetched. | Sections is specific to Asana and History to Gmail — each maps to any object or custom field on the other side. | |
| Custom fields Typed fields (text, number, enum, multi-enum, date, people) defined at project or workspace level; mapped to database columns, with enum values written by option GID. | Messages Individual emails with headers, body, and label state; read out to a CRM or warehouse for activity logging, and sent or modified two-way from sales tools. | Custom fields is specific to Asana and Messages to Gmail — each maps to any object or custom field on the other side. | |
| Stories Comments and activity entries on a Task; read out for history and reporting or written back as comments. | Threads Conversation groupings that keep replies together; synced so a CRM timeline or support desk shows the full exchange, not isolated messages. | Stories is specific to Asana and Threads to Gmail — each maps to any object or custom field on the other side. | |
| Users Members of a workspace or organization referenced by assignee and follower fields; read to resolve GIDs to names and emails. | Labels User and system labels (INBOX, SENT, custom); applied and removed via sync to mirror pipeline stages or triage states from an external system. | Users is specific to Asana and Labels to Gmail — each maps to any object or custom field on the other side. | |
| Portfolios Collections of Projects for program-level rollup; read for cross-project status and progress reporting (Business and Enterprise). | Drafts Unsent messages; created and updated from templates or sequence tools so reps review before sending from their own mailbox. | Portfolios is specific to Asana and Drafts to Gmail — each maps to any object or custom field on the other side. | |
| Tags Labels applied across Tasks; synced as a many-to-many attribute for filtering and categorization. | Attachments File payloads referenced by message part; read out to storage or a document system for archival and compliance workflows. | Tags is specific to Asana and Attachments to Gmail — each maps to any object or custom field on the other side. |
How changes propagate between Asana and Gmail
Each direction of the sync is driven by what the source system can signal and what the destination accepts — detection, delivery, and expected latency below.
Asana Gmail Sub-second propagation
DetectionAsana notifies Stacksync of record changes through webhook events. Resource-scoped webhooks (established with an X-Hook-Secret handshake) POST events on create, change, and delete.
DeliveryEach detected change is written to Gmail through its API, with automatic retries and rate-limit backoff.
Gmail Asana Sub-second propagation
DetectionGmail notifies Stacksync of record changes through webhook events. Incremental sync via users.history.list from a stored historyId cursor, plus real-time push notifications through Google Cloud Pub/Sub watch on the.
DeliveryEach detected change is written to Asana through its API, with automatic retries and rate-limit backoff.
Rate-limit considerations
- Asana: Per token: 1,500 requests/minute on paid plans, 150/minute on free; the Search API is capped at 60/minute; concurrency caps at 50 GET and 15 write requests. Exceeding a limit returns HTTP 429 with a Retry-After header, and a separate cost-based limiter applies to complex graph traversals.
- Gmail: Quota is measured in units per user per second (e.g. messages.list = 5 units, messages.send = 100 units) against a 250 quota-unit/user/second limit and a daily project cap; exceeding limits returns 429 with exponential backoff expected.
What ships with Asana ⇄ Gmail
Connect Asana and Gmail for flexible, real-time data sync.
Real-time sync, workflow automation, event queues, EDI, and monitoring, for every Asana–Gmail connection.
No-code + pro-code
Workflow automation
Trigger automated workflows whenever Asana or Gmail data changes, update records, fire webhooks, or kick off sequences without brittle API scripts.
At scale
Event queues
Handle millions of events per minute without losing a single Asana or Gmail record.
Observability
Monitoring
Track your Asana ⇄ Gmail sync health, view errors, and replay failed events in one click.
Trading partners
EDI
Transform legacy EDI complexity into simple database interactions between Asana and Gmail.
How the Asana and Gmail connectors work
Asana
- Integration surface
- REST API (app.asana.com/api/1.0, JSON responses), plus resource-scoped Webhooks and a sync-token Events API
- Authentication
- OAuth 2.0 for multi-user apps, Personal Access Tokens (PATs) for single-account use and testing, and organization-scoped Service Accounts (Enterprise) for admin-level access
- Change detection
- Resource-scoped webhooks (established with an X-Hook-Secret handshake) POST events on create, change, and delete; the sync-token Events API returns incremental changes on a task or project when webhooks are not used
- Capabilities
- read · write · webhooks
- Rate limits
- Per token: 1,500 requests/minute on paid plans, 150/minute on free; the Search API is capped at 60/minute; concurrency caps at 50 GET and 15 write requests. Exceeding a limit returns HTTP 429 with a Retry-After header, and a separate cost-based limiter applies to complex graph traversals.
Gmail
- Integration surface
- Gmail API (REST, v1)
- Authentication
- OAuth 2.0 via Google — user-authorized consent with granular scopes (gmail.readonly, gmail.modify, gmail.send, gmail.labels); restricted scopes require Google's app verification for production use
- Change detection
- Incremental sync via users.history.list from a stored historyId cursor, plus real-time push notifications through Google Cloud Pub/Sub watch on the mailbox (watch must be renewed at least every 7 days)
- Capabilities
- read · write · webhooks
- Rate limits
- Quota is measured in units per user per second (e.g. messages.list = 5 units, messages.send = 100 units) against a 250 quota-unit/user/second limit and a daily project cap; exceeding limits returns 429 with exponential backoff expected.
How it works
How to connect Asana to Gmail — three steps, no code
Configure and sync within minutes, no code. Whether you sync 50k or 100M+ records, Stacksync handles the queues, infra, and plumbing. Integrations are non-invasive and need zero setup on your systems.
- 01
Connect your apps
Authenticate Asana and Gmail with each platform's native method — OAuth, API keys, or service accounts — plus secure options like SSH tunneling, IP whitelisting, and VPC peering.
Asana
connected
Gmail
connected
OAuth 2.0SSH tunnelSSL certificateVPC peering - 02
Choose tables
Pick the Asana and Gmail objects to sync — Stacksync auto-detects both schemas, including custom fields where the platform exposes them. Sync to existing tables, or let Stacksync create new ones with ideal data types.
objects · Asana ⇄ GmailCustomers 12,480Sales Orders 8,213Invoices 5,902Items 1,344 - 03
Map fields
Fields map automatically even when names and types differ. Stacksync handles transformation and type casting for you, zero configuration required.
Asana GmailCompany company_name textEmail email textAmount amount numericCreated created_at timestamp
FAQ
Asana and Gmail integration FAQ
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Yes. Stacksync provides a managed, real-time two-way integration between Asana and Gmail: authenticate both systems, choose the objects to sync (such as Asana's Sections and Custom fields), map fields visually, and changes propagate both ways in milliseconds — no code required.
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Stacksync pricing is usage-based and starts at $1,000/month, including the managed Asana and Gmail connectors, real-time two-way sync, monitoring, and support. That replaces building and maintaining a custom Asana–Gmail integration in-house.
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Yes — Stacksync ships production-grade connectors for both Asana and Gmail. The connectors handle authentication, schema detection, rate limits, and retries; you configure the sync, and Stacksync operates it.
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Change detection on Asana: Resource-scoped webhooks (established with an X-Hook-Secret handshake) POST events on create, change, and delete; the sync-token Events API returns incremental changes on a task or project when webhooks are not used. On Gmail: Incremental sync via users.history.list from a stored historyId cursor, plus real-time push notifications through Google Cloud Pub/Sub watch on the mailbox (watch must be renewed at least every 7 days). Each detected change propagates to the other side in milliseconds, with field-level conflict resolution and an inspectable event log.
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On the Asana side: Projects, Sections, Custom fields, Stories, plus custom fields where Asana exposes them. On the Gmail side: Labels, Drafts, Attachments, History. Stacksync auto-detects both schemas and converts types between the two systems.
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Yes. Each object mapping can be bidirectional or restricted to a single direction (both systems accept writes). Read-only mirrors, one-way pushes, and full two-way sync can be mixed in the same integration.
SECURITY
Security teams trust Stacksync
As a data company, we understand the importance of keeping your data secure. Stacksync is built with security best practices to keep your data safe at every layer, and is DPF-certified for US, EU, UK and CH data transfers.
SOC 2 Type II
ISO 27001
HIPAA BAA
GDPR
CCPA
DPF US-EU-UK-CH
→ SECURITY WITH BENEFITS
SSO & SCIM
Let your users access Stacksync from your centralized user management systems. Works with Okta, Azure, Google SSO and more.
Alerts
Immediately get alerted about record syncing issues over email, Slack, PagerDuty and WhatsApp. Resolve issues from a centralized dashboard with retry and revert options.
Secure connection options
Securely connects to your systems with:
