Connect Gmail

Send proposals, invoices, questionnaire links and auto-replies from your own Gmail address, test the connection, and fix a connection that stopped sending.

Updated September 2, 2026

Connecting Gmail lets Hailo send email as you. Proposals, invoices, questionnaire links, payment receipts and automatic replies to new inquiries all go out from your own Gmail address, so couples reply straight to your inbox. Until a mailbox is connected, nothing sends.

Note

Hailo only asks Google for permission to send. It does not read your inbox. Couples' replies land in Gmail like any other message. If you want those replies to also show inside Hailo, set up reply capture afterwards.

Connect Gmail

  1. Open Settings > Integrations.
  2. On the Gmail tile, click Connect Gmail →. Hailo shows the Waiting for browser approval… overlay and a browser window opens on Google's sign-in page.
  3. Sign in to the Google account your couples write to.
  4. On Google's consent screen, leave the box about sending email on your behalf ticked, then approve.
  5. Return to Hailo. The overlay closes and the tile changes to Connected.

You can also connect Gmail during onboarding on the Connect your email and calendar step. It is optional there and can be done later from this page.

Tip

Connect the address couples actually reply to, not a personal account. Hailo also fills in the studio email on Your details with this address if that field is still blank.

The connected state

With Gmail connected the tile reads Connected as followed by your address, and: "Proposals, invoices, and auto-replies send from your address" so couples reply straight to you. Three actions sit under it.

Action What it does
Send test email → Sends a short test message to your own connected address.
Reconnect Runs the sign-in again. Use it if Google has revoked access or you want to switch to another Google account.
Disconnect Removes the connection. Hailo asks "Disconnect Gmail? Future sends will pause until you reconnect."

Send a test email

  1. Click Send test email →.
  2. Hailo shows "Test email sent to" followed by your address, and "Check your inbox."
  3. Open Gmail. The subject starts with "Hailo" and reads "Gmail test email", and the body confirms that sending works.

Disconnect Gmail

  1. Click Disconnect.
  2. Confirm. Hailo shows "Gmail disconnected. Existing logged emails stay in the timeline; future sends are paused until you reconnect."

Emails already logged on your leads and clients stay where they are. Anything Hailo would send from now on waits until a mailbox is connected again. If a Custom Email mailbox is connected, sending switches to that instead. See Connect another mailbox.

Needs reconnecting

If Google stops accepting sends (for example after you changed your Google password or revoked Hailo's access in your Google account), the chip changes to Needs reconnecting and the tile says that Google stopped accepting sends from your address, so proposals, invoices and client receipts are not going out. Nothing sends while the tile is in this state.

  1. Click Reconnect.
  2. On Google's screen, leave the box about sending email on your behalf ticked.
  3. Approve and return to Hailo. The chip returns to Connected.

What Hailo can and cannot see
Send email as you Yes. This is the only Gmail permission Hailo asks for.
Read your inbox No.
See couples' replies Only if you set up reply capture, which forwards a copy of matched replies to Hailo. Unrelated personal mail is never kept.
Log what it sent Yes. Every email Hailo sends is logged on the lead or client it went to.

If it didn't work

  • The connection landed but the message says "Gmail connected, but permission to send email wasn't granted." The box for sending email on your behalf was unticked on Google's screen. Click Reconnect and keep it ticked.
  • The test email fails with "Send failed" and a note about missing permission to send. Same cause. Click Disconnect, then Connect Gmail → again, keeping "Send email on your behalf" checked on Google's consent screen.
  • "Gmail isn't connected yet." You clicked the test button on a tile that has no active connection. Connect first.
  • "Gmail auth failed:" followed by a reason. Google refused the sign-in. The most common reason is that you closed the window or clicked Cancel on Google's side. Try again.
  • "OAuth state mismatch" and a prompt to try connecting again. The approval took too long or came back to a different session. Click Connect Gmail → again and finish the approval in one go.
  • The overlay never closes. See Approving a connection in your browser.
  • Emails still are not arriving. See Email not sending.
  • Integrations overviewFind the Integrations page, understand what each connection unlocks, and read the states a tile can be in.
  • Connect another mailbox (Outlook, Fastmail, iCloud, your own domain)Send from a non-Google mailbox using an app password, test it, change the settings later, and understand which mailbox wins when Gmail is also connected.
  • See couples' replies inside Hailo (reply capture)Forward a copy of your Gmail to Hailo so replies show on the lead or client they belong to, without changing your email address.
  • Send an email from HailoWrite and send an email to a couple from their lead or client record, pick a template and a mood, add a CC, and know which mailbox it goes through.
  • Automations overviewWhat an automation is, how the Automations page is laid out, what Paused and Live mean, and how Hailo keeps you from adding the same automation twice.
  • The onboarding wizardWalk through every step of Hailo's first-run setup, know which fields are required, and finish or skip the rest from Settings later.
  • Email isn't sendingFind out why a proposal, invoice, gallery link, automation or notification never arrived, and fix the mailbox or the setting behind it.
Still stuck? Send a note from the contact page and a real person at Hailo answers. Include the studio name you signed up with and, if it is about a specific screen, what you clicked.
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