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Communications ⇄ CRM

Gmail to Vitally integration — real-time, two-way sync

Keep Gmail and Vitally 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 Vitally

Keep Vitally and Gmail working from the same contacts, and log every call, message, and meeting back on the record, in real time and in both directions.

Vitally holds the people the business talks to: the contacts, their phone numbers and email addresses, and which rep owns the relationship. Gmail is where the talking happens, whether that is calls, texts, email, or meetings. The two depend on the same people, and when the contact list in one drifts from the other, outreach goes to stale numbers and the record of what was said never makes it back to the account.

Stacksync syncs User, Organization, Task, Note in Vitally with Attachments, History, Messages, Threads in Gmail field by field, in real time, and in both directions. Current contact details flow out to Gmail so it can reach the right person, and the calls, messages, and meetings Gmail produces flow back onto the matching record in Vitally. You decide which system owns which fields, and conflicts resolve by rules you set.

Common use cases

  • 01 Sync account health scores and lifecycle stages from Vitally into a CRM so sales sees churn risk before renewals.
  • 02 Mirror product-usage traits and NPS responses into a warehouse for retention and expansion reporting.
  • 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

Calls, messages, and meetings on the record

Activity handled in Gmail appears on the matching contact and account in Vitally, so the next person sees the full history without leaving the CRM.

Where Gmail sends at scale: delivery and reply status back on the contact

Sends, bounces, opens, and replies from Gmail update fields on the contact in Vitally, so lead status reflects what actually reached the person.

One contact list, opt-outs included

A number, address, or unsubscribe recorded in either system updates the other, so no one calls a disconnected line or messages someone who opted out.

What you can sync between Gmail and Vitally

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 Vitally objects How this pairing syncs
Attachments File payloads referenced by message part; read out to storage or a document system for archival and compliance workflows. User End users tied to accounts, including activity and custom traits. Attachments is specific to Gmail and User to Vitally — 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. Organization Parent organizations for hierarchical B2B account structures. History is specific to Gmail and Organization to Vitally — 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. Task CS tasks and follow-ups, readable and writable for workflow sync. Messages is specific to Gmail and Task to Vitally — each maps to any object or custom field on the other side.
Threads Conversation groupings that keep replies together; synced so a CRM timeline or support desk shows the full exchange, not isolated messages. Note Account and user notes captured by success teams. Threads is specific to Gmail and Note to Vitally — 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. Conversation Customer conversations logged in Vitally; activity objects include parent object details in the payload. Labels is specific to Gmail and Conversation to Vitally — 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. NPS Response NPS survey responses for account-health reporting. Drafts is specific to Gmail and NPS Response to Vitally — each maps to any object or custom field on the other side.

How changes propagate between Gmail and Vitally

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 Vitally 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 Vitally through its API, with automatic retries and rate-limit backoff.

Vitally Gmail Sub-second propagation

DetectionVitally notifies Stacksync of record changes through webhook events. Incremental polling on updatedAt cursors.

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.
  • Vitally: Default rate limit of 1,000 requests/min (token bucket); write operations consume more budget, headers expose remaining quota.
What ships with Gmail ⇄ Vitally

Connect Gmail and Vitally for flexible, real-time data sync.

Real-time sync, workflow automation, event queues, EDI, and monitoring, for every Gmail–Vitally connection.

Real-time

Two-way sync

Changes in Gmail or Vitally instantly reflect in both systems. No stale data, no manual imports.

No-code + pro-code

Workflow automation

Trigger automated workflows whenever Gmail or Vitally 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 Vitally record.

Observability

Monitoring

Track your Gmail ⇄ Vitally 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 Vitally.

How the Gmail and Vitally 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.

Vitally

Integration surface
REST API with cursor-based pagination (sortable by createdAt/updatedAt)
Authentication
API key via Basic Auth; keys created in Settings -> Integrations -> REST API and individually revocable
Change detection
Incremental polling on updatedAt cursors; playbook-triggered webhooks can push events for near real-time updates
Capabilities
read · write · webhooks
Rate limits
Default rate limit of 1,000 requests/min (token bucket); write operations consume more budget, headers expose remaining quota.
How it works

How to connect Gmail to Vitally — 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.

  1. 01

    Connect your apps

    Authenticate Gmail and Vitally with each platform's native method — OAuth, API keys, or service accounts — plus secure options like SSH tunneling, IP whitelisting, and VPC peering.

    • OAuth 2.0
    • SSH tunnel
    • VPC peering
    Gmail connected
    Vitally connected
    OAuth 2.0
    SSH tunnel
    SSL certificate
    VPC peering
  2. 02

    Choose tables

    Pick the Gmail and Vitally 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.

    • Standard objects
    • Custom objects
    • Auto-schema
    objects · Gmail ⇄ Vitally
    Customers 12,480
    Sales Orders 8,213
    Invoices 5,902
    Items 1,344
  3. 03

    Map fields

    Fields map automatically even when names and types differ. Stacksync handles transformation and type casting for you, zero configuration required.

    • Auto-map
    • Type casting
    • Transforms
    Gmail Vitally
    Company company_name text
    Email email text
    Amount amount numeric
    Created created_at timestamp
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FAQ

Gmail and Vitally integration FAQ

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.

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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:

OAuth 2 SSH Tunnelling SSL certificates IP Whitelisting VPN gateway VPC peering and more

Related integrations

Every pair below is a real-time, two-way sync. Search all 262 integrations available for Gmail and Vitally.

Popular · 8 of 262
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