Portal 360

Integrations

Connect Gmail and Google Workspace to your practice management software

Portal 360 team · 17 October 2026 · 5 min read

Key takeaways

  • Gmail syncs into the Communication Centre in near real time
  • Emails link to clients, leads and contacts automatically
  • Google OAuth 2.0 sign-in with AES-256 encrypted tokens

If your firm runs on Gmail and Google Workspace, you do not need to change email providers to get a complete client communication history. Connecting Gmail to Portal 360 brings messages into the Communication Centre and links them to clients, leads and contacts.

What the integration does

  • Automatic synchronisation. Incoming and outgoing Gmail messages sync into Portal 360, using the Gmail API and Google Pub/Sub for near real-time updates.
  • Unified inbox. Manage inboxes, sent items, threaded conversations, attachments, scheduled emails, search and filters in one place.
  • Smart client linking. Emails are linked to the right clients, leads and contacts, building a timeline for each relationship.
  • Shared inbox and automation. Incoming emails can become tasks, with ownership and due dates, and update client records.
  • Privacy controls. Control mailbox visibility with personal, organisation-wide or client-specific permissions.
  • Attachments. Gmail attachments can be imported and stored in Portal 360.

Security

The integration uses Google OAuth 2.0 authentication, so Portal 360 does not store passwords, and authentication tokens are encrypted using AES-256.

How to connect

  1. Sign in to Portal 360 and open Communication Center > Email, click Manage beside ALL ACCOUNTS and choose your sync and privacy options, then click Continue.
  2. Choose Google (Google Workspace or Gmail) when prompted.
  3. Sign in to your Google account.
  4. Approve the requested permissions.
  5. Return to Communication Center > Email and check your mailbox is listed.

Tips

  • Keep Gmail and Calendar as your system of record if you prefer. Portal 360 links every thread to the CRM.
  • Ask the team to send client email from linked accounts so threading stays accurate.
  • Use app passwords only where a legacy mailbox needs an IMAP fallback.

See the Google Workspace integration page. To manage files from Google Drive in Portal 360, read the Google Drive integration guide.

Frequently asked questions

Do I need to move off Gmail?
No. Keep Gmail and connect it to Portal 360. Emails are linked to your CRM records.
How is my account secured?
Portal 360 uses Google OAuth 2.0, so passwords are not stored, and authentication tokens are encrypted with AES-256.
← All articles