Real-time
Two-way sync
Changes in Gatekeeper or Gmail instantly reflect in both systems. No stale data, no manual imports.
Business productivity ⇄ Communications
Gatekeeper to Gmail integration — real-time, two-way sync
Keep Gatekeeper 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 Gatekeeper and Gmail
Sync the people, users, and work records in Gatekeeper with the calls, messages, and events in Gmail, in real time and in both directions.
Gatekeeper 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it belongs to sits in another, so people rebuild context by hand and reach out from contact lists that are already out of date.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 Workflow form data, Custom data groups, Users, Categories in Gatekeeper with History, Messages, Threads, Labels in Gmail bi-directionally and in real time. Contacts and users maintained in Gatekeeper 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 Gatekeeper 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 Sync Vendors (Suppliers) with a CRM or ERP so counterparty, compliance, contact, and spend records match across the VCLM and the systems of record.
- 02 Push generated documents into Gatekeeper Files, or pull executed contract PDFs and compliance evidence out into a document store or archive.
- 03 Read Attachments and message metadata into a warehouse or document store for retention, discovery, and compliance reporting.
- 04 Mirror Labels with pipeline or ticket states so triage done in an external tool is reflected inside the inbox.
Common sync patterns
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 Gatekeeper, so the full history lives with the record instead of in a separate log.
One user and agent roster
Users kept in Gatekeeper map to accounts, seats, or extensions in Gmail, so the same people exist on both sides and ownership stays meaningful across the two systems.
What you can sync between Gatekeeper 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.
| Gatekeeper objects | Gmail objects | How this pairing syncs | |
|---|---|---|---|
| Users Gatekeeper user and team records governed by role-based access; read to map contract and vendor owners, approvers, and internal contacts to CRM or HR records. | 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 Gatekeeper and Labels to Gmail — each maps to any object or custom field on the other side. | |
| Categories The classification taxonomy applied to contracts and vendors (type, department, business unit); synced so categorization stays consistent between Gatekeeper and downstream reporting or ERP dimensions. | Drafts Unsent messages; created and updated from templates or sequence tools so reps review before sending from their own mailbox. | Categories is specific to Gatekeeper and Drafts to Gmail — each maps to any object or custom field on the other side. | |
| Contracts The core contract records holding value, key dates, renewal terms, status, type, owner, and the linked vendor; created, read, updated, and deleted so contract data moves two-way between Gatekeeper and a database, ERP, or CRM. | Attachments File payloads referenced by message part; read out to storage or a document system for archival and compliance workflows. | Contracts is specific to Gatekeeper and Attachments to Gmail — each maps to any object or custom field on the other side. | |
| Vendors (Suppliers) Company records for counterparties and suppliers with onboarding status, compliance, risk, contacts, and spend; read and written to keep vendor master data aligned with a CRM or ERP. | History The incremental change log keyed by historyId; used for efficient delta sync so only mailbox changes since the last cursor are fetched. | Vendors (Suppliers) is specific to Gatekeeper and History to Gmail — each maps to any object or custom field on the other side. | |
| Files Document files attached to contracts and vendors - executed PDFs, certificates, and compliance evidence; read to pull signed files and evidence out, or written to push generated documents in. | 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. | Files is specific to Gatekeeper and Messages to Gmail — each maps to any object or custom field on the other side. | |
| Workflow form data The structured data captured on Gatekeeper workflow forms (intake requests, vendor onboarding, risk assessments); exposed by the API since 2025 so form results sync into an operational database, not only contract and vendor records. | Threads Conversation groupings that keep replies together; synced so a CRM timeline or support desk shows the full exchange, not isolated messages. | Workflow form data is specific to Gatekeeper and Threads to Gmail — each maps to any object or custom field on the other side. |
How changes propagate between Gatekeeper 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.
Gatekeeper Gmail Interval-based propagation
DetectionStacksync polls Gatekeeper for changes on an incremental schedule, reading only records changed since the previous pass. No native developer webhook subscription API and no database change-data-capture log.
DeliveryEach detected change is written to Gmail through its API, with automatic retries and rate-limit backoff.
Gmail Gatekeeper 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 Gatekeeper through its API, with automatic retries and rate-limit backoff.
Rate-limit considerations
- Gatekeeper: Gatekeeper publishes no fixed public per-minute request quota; throughput is governed per key by its endpoint permissions, and every call is recorded (parameters, payload, response) under API Logs for monitoring. Pace bulk writes and use JSON:API pagination on list endpoints.
- 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 Gatekeeper ⇄ Gmail
Connect Gatekeeper and Gmail for flexible, real-time data sync.
Real-time sync, workflow automation, event queues, EDI, and monitoring, for every Gatekeeper–Gmail connection.
No-code + pro-code
Workflow automation
Trigger automated workflows whenever Gatekeeper 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 Gatekeeper or Gmail record.
Observability
Monitoring
Track your Gatekeeper ⇄ Gmail sync health, view errors, and replay failed events in one click.
Trading partners
EDI
Transform legacy EDI complexity into simple database interactions between Gatekeeper and Gmail.
How the Gatekeeper and Gmail connectors work
Gatekeeper
- Integration surface
- RESTful API following the JSON:API specification, tenant-scoped with interactive docs at {tenant}.gatekeeperhq.com/api_docs and a published Postman collection. The API is dynamic: it exposes the standard Contract and Vendor objects plus any custom data groups and workflow-form data configured in the tenant.
- Authentication
- API keys created and managed under Configuration > API Keys and passed as a token; each key carries granular per-endpoint permissions set to read-only or write, so access is scoped per object. Multiple keys can be issued and revoked independently.
- Change detection
- No native developer webhook subscription API and no database change-data-capture log; detect changes by polling the JSON:API list endpoints filtered and sorted on updated-at timestamps. Gatekeeper's own event automation - Workflow Engine phase transitions and Interconnect process orchestration - runs inside the platform rather than as a subscribable webhook stream.
- Capabilities
- read · write
- Rate limits
- Gatekeeper publishes no fixed public per-minute request quota; throughput is governed per key by its endpoint permissions, and every call is recorded (parameters, payload, response) under API Logs for monitoring. Pace bulk writes and use JSON:API pagination on list endpoints.
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 Gatekeeper 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 Gatekeeper 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.
Gatekeeper
connected
Gmail
connected
OAuth 2.0SSH tunnelSSL certificateVPC peering - 02
Choose tables
Pick the Gatekeeper 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 · Gatekeeper ⇄ 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.
Gatekeeper GmailCompany company_name textEmail email textAmount amount numericCreated created_at timestamp
FAQ
Gatekeeper and Gmail integration FAQ
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Yes. Stacksync provides a managed, real-time two-way integration between Gatekeeper and Gmail: authenticate both systems, choose the objects to sync (such as Gatekeeper's Users and Categories), map fields visually, and changes propagate both ways in milliseconds — no code required.
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Gatekeeper: Authentication is by API keys under Configuration > API Keys; the interactive docs are tenant-specific at {tenant}/api_docs, and every call is logged (parameters, payload, response) under API Logs. Gmail: Restricted Gmail scopes (reading message content) require passing Google's OAuth app verification and, for some app types, an annual third-party security assessment. Stacksync's field mapping accounts for these differences between Gatekeeper and Gmail without custom code.
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Stacksync is SOC 2 Type II and ISO 27001 certified with HIPAA BAA support. Data is encrypted in transit, and a zero-persistent-storage architecture means Gatekeeper and Gmail records are not retained after a sync operation.
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Stacksync pricing is usage-based and starts at $1,000/month, including the managed Gatekeeper and Gmail connectors, real-time two-way sync, monitoring, and support. That replaces building and maintaining a custom Gatekeeper–Gmail integration in-house.
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Yes — Stacksync ships production-grade connectors for both Gatekeeper 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 Gatekeeper: No native developer webhook subscription API and no database change-data-capture log; detect changes by polling the JSON:API list endpoints filtered and sorted on updated-at timestamps. Gatekeeper's own event automation - Workflow Engine phase transitions and Interconnect process orchestration - runs inside the platform rather than as a subscribable webhook stream. 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.
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:
Related integrations
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