Overview
Syncing your Google/Gmail account with btPRO can be a game-changer! It gives you the opportunity to sync your calendar, tasks, email, and contacts straight from Google to your Smart CRM and Dashboard. It's an easy process that can quickly positively impact your btPRO experience.
The Google Sync option allows you to automatically:
Import emails you have sent to your leads, into their timeline. When you open a lead or contact in btPRO, you will see their email history.
Sync Tasks/Reminders. The tasks you create in btPRO will be synced to your Google Tasks list.
Option to Sync Calendar. You can see your Google Calendar in your btPRO Dashboard if you want.
Sync Contacts. You can sync your contact database easily to/from btPRO.
NOTE: Syncing issues can arise if the email address is not put into the "From" section from within your agent profile. Make sure to set the From email to be the same as your email that you are Syncing into btPRO.
How to Sync Your Google Account with btPRO
To Sync your Google Account with btPRO:
Click the mail icon at the upper right of the dashboard, and choose 'Connect a Google Mail Account'.
Sign in to the account you'd like connected to btPRO.
Verify Permissions, click 'Allow' at the bottom if prompted.
After you allow these permissions, you are synced!
NOTE: btPRO does not download or save any of your emails. It only ever shows you what matches the lead you're viewing. We also do not allow any other users access so you are the only one within your brokerage that will be able to access your emails.
Managing Gmail Sync Settings
You can quickly and easily change your sync at any time, simply click on the mail icon and click the Google settings link.
Make sure 'Email' is toggled on (enabled). If you added your Gmail account the same day, please allow up to 24 hours to sync.
Turning the email sync on will do 2 things.
It will load your unread emails at the top of btPRO so that you can quickly access them. You must still log into your Google account to actually get to the email message. Someone who is not logged into your Google account may not access it.
If you have a contact in btPRO with an email address that you have received an email from in the past, those emails will be displayed within btPRO in your contact's timeline, and on activity on the dashboard.
Managing Google Contacts Sync
You can quickly and easily change your sync at any time, simply click on the mail icon and click the Google settings link.
Make sure 'Contacts' is toggled on (enabled). If you added your Gmail account the same day, please allow up to 24 hours to sync.
If you enable the contacts sync, then you can also specify the status of which new contacts should be labeled as if they are pulled from Google as new contacts.
You may select whether you'd like to manually or automatically push btPRO contacts into Google using the 'Manual' or 'Always' buttons.
Please Note: If you sync contacts who do NOT have an address, duplicates will be created. This is because btPRO does not recognize without an email address that a contact is a duplicate.
Google Contact Sync Features
The contact sync is a two-way feature between btPRO and Google.
The sync occurs every hour. You can push new contacts to Google on demand but updates will only be downloaded from Google to btPRO once an hour.
The sync looks for the following data: Email, Name, Address, Phones, Birthday. Any existing data that is modified is updated in either Google or btPRO. Any missing data is pulled into the system that is missing the data.
Syncing Contacts FROM Google TO btPRO
Enabling the sync and specifying the status initiates the download of your Google contacts into btPRO under the status you select.
Any contacts that don't already exist in btPRO will be downloaded and given this status. If a contact already exists in btPRO with the same email address, the system will "fill in the blanks" and update the existing contact with what information it can find.
Syncing Contacts FROM btPRO TO Google
If you have chosen to manually sync contacts from btPRO to Google you can easily do so from the platform (otherwise, if you automatically chose to sync your contacts you won't need to follow these steps as it will be completed for you).
First, in your Smart CRM, select which contacts you want to push to Google using the checkboxes to the far left of each one in the list, then select 'More Actions' and 'Sync with Google Contacts.'
At any time you are viewing the details of a contact, you may also choose to individually sync that contact, by using the 'More Actions' menu on the far right-hand side of the profile and selecting 'Sync with Google Contacts.'
Managing Google Calendar Sync
You can quickly and easily change your sync at any time, simply click on the mail icon and click the Google settings link.
Make sure 'Calendar' is toggled on (enabled). If you added your Gmail account the same day, please allow up to 24 hours to sync.
If calendar sync is turned on, the tasks and events that are added/removed from btPRO will sync to your Google calendar as well. They will create a 30-minute
calendar event on the your Google Calendar when the task is due.
When syncing your calendar, reload your Dashboard after saving your settings to see the update.
Please Note: Tasks that are created prior to syncing will not be added.
Disclaimer: There are limits to syncing up your Google Calendar with btPRO. If the Gsuite account that Gmail is associated with does not allow for syncing or connections with the Calendar then the setting needs to be changed in Gsuite to allow btPRO to sync the Calendars. Shared calendars cannot be synced.
Have questions? Please reach out to Customer Support via the blue chat bubble to the right or by emailing prosupport@insiderealestate.com!
(Keywords: Gmail, Google, email sync)