Productivity · Google Workspace integration

Link Gmail, Calendar, Drive and Sheets to the records in your business software, with staff signing in once.

If your team works in Gmail, Google Calendar, Drive and Sheets, the business system should meet them there instead of asking them to move everything into a new screen. A Google Workspace connection files documents against records, puts bookings in calendars. Exchanges rows with spreadsheets people still rely on. Staff can sign in with their Google account. GullySystem scopes each flow per project, depending on your Workspace edition and settings.

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At a glance

Connecting Google Workspace to the rest of your business.

Small and mid-sized firms often run on shared Drive folders and a few trusted Sheets. Those files hold real data, such as fee lists, price lists and booking sheets, and people trust them because they can see every cell. They also drift away from the records in the main system.

We connect the two so a customer, job or student has one folder, one calendar trail and one set of figures. Your Workspace administrator decides which users and shared drives are included.

What moves

What flows between Google Workspace and your system.

Each flow is agreed one at a time: which record, in which direction, and what happens when it fails.

Calendar events from appointments

A booked class, viewing or site visit creates an event on the assigned person’s Google Calendar, with the record link in the description. Moving the booking in either place can update the other. Both sides stay in step, so a coach who moves a class in Calendar does not leave the attendance list pointing at a slot that no longer exists. Each event carries the student, client or customer name and the record link, so a teacher or photographer sees what the slot is for.

Drive folders for each record

When a customer, event or admission file is opened, a folder is created in a chosen shared drive. Documents dropped there are listed on the record. Uploads from the system are stored in that folder. Each folder carries the record number. Subfolders are created from a template that you approve, such as contracts, invoices and photos, so every record has the same layout.

Sheets rows in and out

A nightly or on-demand job writes invoices, enquiries or stock to a Sheet that managers already use for reports, so their familiar charts and filters keep working. A designated tab can be read back to bulk-update prices or statuses. Only named tabs are read back, which keeps a stray edit in a working sheet from reaching prices, statuses or customer details by mistake. Formulas in the receiving tab are left alone, because the job writes only to named columns, so managers can add totals beside the data.

Gmail messages attached to a record

Mail sent from the system goes through the user’s own Gmail account. Replies come back to their inbox. Messages to and from a known customer address can be linked to that customer’s history. Replies reach the sender’s own inbox. Linking is based on the address in the To and From fields, and a message with no match is left untouched, never attached to a guess.

Google sign-in for staff

Staff open the business system with their Workspace account instead of a separate password; roles are assigned inside the system, and removing a user from Workspace closes their access. Passwords are one thing fewer to manage.

How it is built

From scoping to hand-over.

1. Scope the users, drives and direction

We agree which mailboxes, calendars, shared drives and Sheets take part; reading mail is limited to named users, and write-back from a Sheet is limited to named tabs.

2. Connect and test with pilot accounts

A Google Cloud project and consent screen are set up for your domain. Testing uses a few pilot users and a test shared drive. Nothing touches live folders until you approve. Live folders stay untouched until approval, and the pilot users confirm that names, permissions and the record numbers on each folder look right.

3. Wire sign-in, calendars and sheets

Sheet columns are mapped to record fields, with rules for blank cells and duplicate keys; renamed files, deleted folders and revoked access are logged and surfaced to an administrator.

4. Test consent screens, then hand over

A log lists each folder, event and row written. Your administrator learns how to rotate access, add a user and switch a flow off. Switching a flow off takes one step.

Industries

Trades that often use Google Workspace.

Ready products

Products it is paired with.

Modules

Capabilities it connects to.

What we build

What we would build for Google Workspace projects.

Usually in this order, starting with whatever the audit ranks first.

API and System Integration

Tally, WhatsApp, payment gateways, GST portals and your own apps sharing one set of numbers.

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Data Migration and Moving Off Spreadsheets

Data migration and spreadsheet replacement covers auditing existing files, cleaning and deduplicating records, loading them into a new system and reconciling the result against known totals. A parallel run of both systems comes before cutover. The original files are kept as they were.

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Business Process Automation

Approvals, reminders, follow-ups and reports that run on their own instead of on someone remembering.

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Common questions

Questions about connecting Google Workspace.

Does the connection read mail or only send it?

Sending through a user’s account is the usual starting point; reading mail is optional, limited to named users, and agreed in writing before it is built.

What does our Workspace edition need to allow?

Your administrator must be able to create a project and grant access for your domain. Some controls, such as shared drive policies, vary by edition and are checked in scoping. Editions differ in small ways.

Can our existing Sheets and Drive files be reused?

Yes, where they follow a consistent layout. Existing sheets can be imported once. Folders can be matched to records by name or by a mapping list. A tidy layout helps.

What happens if Google changes its interfaces or consent rules?

Google updates its interfaces and verification rules from time to time. The connection may need work when they change. Support is agreed per project, and errors are logged for review. Errors are never hidden.

Google Workspace is a trademark of its owner, and GullySystem is not affiliated with that company.

Start with your requirements

Tell us how you use Google Workspace.

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Start with your requirements

Seven short steps that tell us what you need. An engineer reads them before getting in touch.

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