Real-time
Two-way sync
Changes in Gmail or Sysaid instantly reflect in both systems. No stale data, no manual imports.
Communications ⇄ Business productivity
Gmail to Sysaid integration — real-time, two-way sync
Keep Gmail and Sysaid 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 Gmail and Sysaid
Sync the people, users, and work records in Sysaid with the calls, messages, and events in Gmail, in real time and in both directions.
Sysaid 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it belongs to sits in another, so people rebuild context by hand and reach out from contact lists that are already out of date.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 Problems, Changes, Users, Assets in Sysaid with History, Messages, Threads, Labels in Gmail bi-directionally and in real time. Contacts and users maintained in Sysaid 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 Sysaid 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 Users, Groups, and Companies from an HRIS or identity provider so requester and agent records, departments, and managers stay current in SysAid.
- 02 Mirror Assets and Configuration Items with an external CMDB or asset database so inventory and ticket linkage share one source of truth.
- 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
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 Sysaid, 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 Sysaid, so the full history lives with the record instead of in a separate log.
What you can sync between Gmail and Sysaid
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.
| Gmail objects | Sysaid objects | How this pairing syncs | |
|---|---|---|---|
| Threads Conversation groupings that keep replies together; synced so a CRM timeline or support desk shows the full exchange, not isolated messages. | Configuration Items (CIs) CMDB entries and their relationships; synced with an external CMDB or asset database for one inventory view. | Threads is specific to Gmail and Configuration Items (CIs) to Sysaid — each maps to any object or custom field on the other side. | |
| Labels User and system labels (INBOX, SENT, custom); applied and removed via sync to mirror pipeline stages or triage states from an external system. | Companies Customer and department organizations that scope tickets and users; mapped to Accounts in a CRM or org tables in a database. | Labels is specific to Gmail and Companies to Sysaid — each maps to any object or custom field on the other side. | |
| Drafts Unsent messages; created and updated from templates or sequence tools so reps review before sending from their own mailbox. | Custom Fields Org-specific fields on service records, discoverable through the API so mappings can be generated without hardcoding names. | Drafts is specific to Gmail and Custom Fields to Sysaid — each maps to any object or custom field on the other side. | |
| Attachments File payloads referenced by message part; read out to storage or a document system for archival and compliance workflows. | Incidents Break/fix tickets under /api/v1/sr with type=incident; created and updated two-way with status, priority, assignee, category, and SLA fields. | Attachments is specific to Gmail and Incidents to Sysaid — each maps to any object or custom field on the other side. | |
| History The incremental change log keyed by historyId; used for efficient delta sync so only mailbox changes since the last cursor are fetched. | Service Requests Catalog and help-desk requests on the same /sr endpoint (type=request); written or read so fulfillment can be driven from another system. | History is specific to Gmail and Service Requests to Sysaid — each maps to any object or custom field on the other side. | |
| 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. | Problems Root-cause records that group related incidents; read and written to keep problem management aligned with an external ITSM or reporting store. | Messages is specific to Gmail and Problems to Sysaid — each maps to any object or custom field on the other side. |
How changes propagate between Gmail and Sysaid
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.
Gmail Sysaid 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 Sysaid through its API, with automatic retries and rate-limit backoff.
Sysaid Gmail Sub-second propagation
DetectionSysaid notifies Stacksync of record changes through webhook events. Webhooks (beta) push sr.created and sr.updated events with changed-field diffs and an X-Sysaid-Signature.
DeliveryEach detected change is written to Gmail through its API, with automatic retries and rate-limit backoff.
Rate-limit considerations
- 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.
- Sysaid: Requests are throttled per the X-RateLimit-Limit / -Remaining / -Reset headers; list calls are paginated with a limit parameter and each org is capped at 100 application keys.
What ships with Gmail ⇄ Sysaid
Connect Gmail and Sysaid for flexible, real-time data sync.
Real-time sync, workflow automation, event queues, EDI, and monitoring, for every Gmail–Sysaid connection.
No-code + pro-code
Workflow automation
Trigger automated workflows whenever Gmail or Sysaid 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 Gmail or Sysaid record.
Observability
Monitoring
Track your Gmail ⇄ Sysaid sync health, view errors, and replay failed events in one click.
Trading partners
EDI
Transform legacy EDI complexity into simple database interactions between Gmail and Sysaid.
How the Gmail and Sysaid connectors work
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.
Sysaid
- Integration surface
- REST API (JSON)
- Authentication
- Client-credentials app keys: an application key (clientId/clientSecret) is created via /v1/application-keys, then exchanged at /v1/access-tokens for a bearer token (default 24h, up to 30 days); an x-sysaid-accountid header scopes the account. Legacy V0 uses session-cookie login.
- Change detection
- Webhooks (beta) push sr.created and sr.updated events with changed-field diffs and an X-Sysaid-Signature; otherwise poll the /sr endpoint filtering on update_time.gte.
- Capabilities
- read · write · webhooks
- Rate limits
- Requests are throttled per the X-RateLimit-Limit / -Remaining / -Reset headers; list calls are paginated with a limit parameter and each org is capped at 100 application keys.
How it works
How to connect Gmail to Sysaid — 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 Gmail and Sysaid with each platform's native method — OAuth, API keys, or service accounts — plus secure options like SSH tunneling, IP whitelisting, and VPC peering.
Gmail
connected
Sysaid
connected
OAuth 2.0SSH tunnelSSL certificateVPC peering - 02
Choose tables
Pick the Gmail and Sysaid 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 · Gmail ⇄ SysaidCustomers 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.
Gmail SysaidCompany company_name textEmail email textAmount amount numericCreated created_at timestamp
FAQ
Gmail and Sysaid integration FAQ
-
Yes. Stacksync provides a managed, real-time two-way integration between Gmail and Sysaid: authenticate both systems, choose the objects to sync (such as Gmail's Threads and Labels), map fields visually, and changes propagate both ways in milliseconds — no code required.
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On the Sysaid side: Problems, Changes, Users, Assets, plus custom fields where Sysaid exposes them. On the Gmail side: History, Messages, Threads, Labels. 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.
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Common patterns for Gmail and Sysaid: Turn a communication into follow-up work; One contact master; Where Gmail places calls or sends messages: activity on the record. A completed call, an inbound message, or a delivery result in Gmail can create or update a ticket, task, or record in Sysaid, so nothing that happens on a call or in a thread gets dropped.
-
Gmail: 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. Sysaid: REST API (JSON). Authentication: Client-credentials app keys: an application key (clientId/clientSecret) is created via /v1/application-keys, then exchanged at /v1/access-tokens for a bearer token (default 24h, up to 30 days); an x-sysaid-accountid header scopes the account. Legacy V0 uses session-cookie login. Stacksync manages authentication, retries, and rate limits on both sides.
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Sysaid: SysAid ships cloud and on-premise editions; on-prem instances must be network-reachable from Stacksync, and the legacy V0 API uses session-cookie login instead of tokens. Gmail: A mailbox watch expires after 7 days and must be re-issued; missing the renewal silently stops real-time updates until the next poll. Stacksync's field mapping accounts for these differences between Gmail and Sysaid without custom code.
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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