← Help centre

Google: signing in, Gmail capture and Google Calendar

Signed in? Ask Lovelio this question inside the app - it answers from this same page.

Summary

Google works in three separate steps, each with its own consent. Sign in with Google gets you into your existing Lovelio account. Google Calendar puts interviews on your calendar and reads your changes back. Gmail files the mail you send and receive on the matching candidate and client records and sends the emails you write in Lovelio from your own address. Outlook agencies have the same three things through Outlook; nothing here changes that.

Signing up with Google

  • On the signup page, choose "Continue with Google" with your managed Google Workspace account. Confirm your name and agency name. No Lovelio password is required.
  • Personal Gmail and consumer Google accounts cannot create a workspace, even when a consumer Google account uses a company email address.
  • An active team invitation joins the existing agency with the assigned role. Existing members open their workspace. Signup keeps the chosen data region unless the account already lives elsewhere.
  • Signup asks for identity only. Connect Gmail and Calendar separately in Settings when you want those features.

Signing in with Google

  • On the sign-in page enter your work email, then choose "Continue with Google". Google confirms who you are and Lovelio opens your existing account. Nothing else is read.
  • Sign in with Google only works for an email address that already has a Lovelio account. It never creates one. If Lovelio cannot find an account for that Google address, sign in with your password or ask your admin to invite that address.
  • If your account lives in another region, Google sign-in sends you there automatically.

Google Calendar

  • A Google login does not confirm that Gmail and Google Calendar are enabled. Open each service with the same address first. If Google says a service is not enabled, ask your Google Workspace admin to enable it. Lovelio checks service access before saving a new connection.
  • Settings, Integrations, the Google card, "Connect Google Calendar". The Google account must be the same email you sign into Lovelio with; a different one is refused and the card tells you which two addresses did not match.
  • Two-way sync (recommended): interviews booked in Lovelio go on your calendar, and moving or cancelling one in Google Calendar updates the interview in Lovelio. One-way sync: Lovelio writes to the calendar and never reads it.
  • Two-way sync reads appointments on your connected calendar into your Lovelio diary. One-way sync only exports Lovelio bookings. Google asks for permission to manage events and to see the list of your calendars (so Lovelio can name the one it writes to), never to read every calendar.
  • Moving a meeting keeps existing guest responses. If a guest accepted through the main address behind a consumer Gmail dot or plus alias, that accepted identity stays on the meeting. Removing the guest removes that identity too.
  • A video or technical interview with no link pasted gets a Google Meet link on the event, and the same link is saved on the interview and sent to the candidate. If your Google account cannot create Meet links (some Workspace admins switch Meet off), the interview still goes on your calendar without a link; paste your own on the interview.

Gmail

  • New agencies are offered "Connect Gmail" once, on the Connect your mailbox screen straight after the welcome reveal. That one button asks Google for calendar and Gmail together in a single consent, so there is no second step. "Skip for now" is remembered, and the home page then carries one line saying email goes out from hello@lovelio.ai until a mailbox is connected, with the link to this card.
  • Google shows a warning that Lovelio has not finished verification while Google reviews the app. That is expected and safe to continue: choose Advanced, then Go to Lovelio. Lovelio never hides that warning.
  • The Google card explains both steps before you connect. Gmail is a second step on the same card: "Connect Gmail". Google asks for permission to read your mail and to send mail as you. Lovelio never asks for permission to change, move or delete anything in Gmail; read and unread, labels and archiving stay exactly as you left them.
  • Connecting Gmail starts capture only after Google confirms mailbox access and Lovelio saves the capture start time. A setup failure shows an error, not a successful capture message. Older mail is never read. "Do not capture my email" turns capture off; turning it back on starts a fresh window from then. The choice is only about mail: your calendar syncs either way.
  • Mail you send from Gmail (any device) shows as Sent on the matching record; mail you receive shows as Received. The timeline says "via Gmail" on those entries.
  • Only mail that matches a record is kept. A message where nobody on it (sender, To or CC) is a candidate or client contact in your agency is dropped and never stored. Colleagues on your own email domain never count as a match. One email to several matching people lands on each record.
  • A message Lovelio already sent for you is never filed twice when Gmail also sees it.
  • Attachments show by name and size on the entry. They are not copied into Lovelio.
  • New mail usually appears on the record within a couple of minutes.

Sending from Gmail

  • With capture on, every email you write in Lovelio (a candidate email, a spec, a float, a submission, a reply from the timeline) is sent from your Gmail. It appears in your Gmail Sent folder, the candidate sees your address, and their reply lands in Gmail and on the record. The timeline says "from your Gmail".
  • If Gmail needs reconnecting, the email is not sent another way. Lovelio tells you to reconnect Google and send again, so nothing goes out from an address you did not choose.
  • System email Lovelio sends (invites, confirmations, automations) still goes out through Lovelio, never from your mailbox.
  • Suppression still applies. An address that bounced, complained or unsubscribed is skipped whichever way the mail would have gone.

Disconnecting

  • "Disconnect" on the Google card ends both the calendar and Gmail connections and revokes Lovelio's access with Google. Lovelio stops reading straight away.
  • Mail already filed on records stays; it is the agency's correspondence record, the same as a note.
  • You can also remove Lovelio from your Google account's third-party access page; Lovelio notices on the next sync and marks the connection as needing reconnecting.

Calendar appointments and client meetings

  • Calendar > New event creates a meeting without requiring a candidate or a client. It appears on your connected calendar.
  • To meet a client without a candidate, choose Meeting, link the client contact, and tick Invite beside their name. Only selected guests receive invitations.
  • Two-way sync imports appointments made in the connected calendar, including invitations sent to candidates and client contacts. Matching guests link to their Lovelio records.
  • Client interviews also appear on the booking recruiter's connected calendar. That diary entry does not make the recruiter an attendee.
  • Booking sends the provider's invitation email. The recipient's calendar settings decide whether an invitation starts as tentative. Lovelio never accepts on their behalf.
  • Interview confirmation pages have Google Calendar and Outlook Calendar buttons, plus a downloadable calendar file.
  • Background sync recovers missed notifications and retries future appointments that did not export. Reconnect in Settings > Integrations if the connection needs attention.