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Google Integrations

Updated

How Insightly connects to Google Workspace: Drive, Contacts, Calendar, and Gmail, plus how to disable the connection and fix permission errors.

On this page:

What’s available

Several Google Workspace features sync with Insightly. Most work regardless of whether you created a standard account or a Google Workspace account for Insightly; others require a paid Insightly plan.

  • Google Drive – link Drive files, including Docs and Sheets, to Insightly records. See Linking to Files in Cloud Storage.
  • Google Contacts – sync contact information between the two.
  • Google Calendar – display Insightly items in Google Calendar.
  • Gmail – the Sidebar add-on, plus sending Gmail through Insightly with a copy saved to the CRM.

Contact fields that sync

This is one-way, from Insightly to Google; changes made directly in Google Contacts do not sync back. Contact sync writes these fields to Google Contacts: first name, last name, addresses, phone numbers, email address, dates to remember, main organization, role at that organization, and background information (which maps to the Notes field).

Calendar

Too many notifications

If Insightly items appear in Google Calendar, you may receive reminders from both systems for the same item. Insightly notifications have an orange Insightly background; Google Calendar notifications don’t. Adjust the duplicate set in whichever system you’d rather silence.

Google Calendar Reminders and Notifications Settings — This screenshot shows the “Reminders and notifications” tab within Google Calendar settings for an Insightly-synced calendar, where users can configure email and SMS alerts for new, changed, canceled events, event responses, and daily agendas. This is relevant for users who want to manage how and when they receive notifications from their Insightly-connected Google Calendar.

Google Calendar Reminders and Notifications Settings

Removing the Insightly calendar

In Google Calendar, click the gear icon, select Settings, click Calendars in the upper left, and click Unsubscribe beside each calendar you want to remove.

Google Calendar Settings Menu Navigation — A Google Calendar interface showing the gear icon (settings menu) opened in the top-right corner, with the “Settings” option highlighted. This helps users locate where to access calendar configuration options, which is a necessary step for integrating Google Calendar with Insightly CRM.

Google Calendar Settings Menu Navigation

Google Calendar Unsubscribe Option in Settings — This image shows the Google Calendar Settings page under the Calendars tab, highlighting the “Unsubscribe” links next to Insightly-Milestones and Insightly-Tasks calendars. This is relevant for users who want to disconnect or remove Insightly calendars that have been synced to their Google Calendar account.

Google Calendar Unsubscribe Option in Settings

Disabling Google integrations

Disabling the Google connection turns off Contact Sync, Calendar Sync, and Drive together. Go to User Settings > User Settings, scroll to Connected Application Settings, find your Google API key, and click Disable.

Insightly CRM User Settings Configuration Panel — The screenshot shows the User Settings page in Insightly CRM, with sections for Email Address Links, Email Mailbox Settings, and Task and Calendar Settings, each containing various checkboxes and dropdowns. A red arrow highlights the Connected Application Settings section at the bottom, indicating it is the focus of the support article being referenced.

Insightly CRM User Settings Configuration Panel

Google API Key with Disable Option — The Connected Application Settings section displays a masked Google API Key with a “Disable” link highlighted by a red arrow on the right side. This is relevant for users who need to manage or revoke their Google API integration within Insightly CRM.

Google API Key with Disable Option

Google Integration Disabled Warning Banner — A yellow notification banner appears below the search bar in Insightly CRM, displaying the message “Your Google integration has been disabled.” This alert would matter to users who rely on Google sync features, as it signals that their connected Google services are no longer active and may need to be reconfigured.

Google Integration Disabled Warning Banner

Permissions error

If you see “Insightly does not have sufficient permissions to access your Google Apps domain,” an administrator needs to enable Insightly permissions in the Google Workspace admin console. There are two places to check: the Marketplace app’s data access settings, and the domain’s third-party API controls.

Via Google Workspace Marketplace apps:

  1. In the Google Admin console, open the sidebar menu and go to Apps > Google Workspace Marketplace apps > Apps list.
Google Admin Apps List Navigation Path — This image shows the Google Admin console’s left navigation menu, with the path Apps > Google Workspace Marketplace apps > Apps list highlighted. A reader would follow these steps to locate and manage Marketplace apps installed in their Google Workspace organization.

Google Admin Apps List Navigation Path

  1. Select the Insightly CRM app from the list.
  2. Under Data access, review the domain data Insightly can access. Each scope shows as Granted, Revoked, or Partially Granted.
  3. If a scope needs reconfiguring, click Grant access.
Granting Data Access for Insightly CRM — The Google Workspace Admin console shows the Data Access settings for Insightly CRM, where the status is “Partially granted” and the “Grant access” button is highlighted. This is relevant for admins who need to approve OAuth scopes, such as Gmail and Google Workspace Admin permissions, required for Insightly CRM to function properly across the organization.

Granting Data Access for Insightly CRM

Via the Google Workspace API:

  1. In the Google Admin console, go to Security > Access and data control > API controls.
Google Admin API Controls Navigation Path — This image shows the Google Admin console with the Security section expanded, highlighting where to find “API controls” under “Access and data control” in the left navigation menu. This is relevant for configuring third-party app access or OAuth permissions that may be required for Insightly CRM integration with Google Workspace.

Google Admin API Controls Navigation Path

  1. Under App access control, click Manage Third-Party App Access.
Google Admin API Controls Third-Party App Access — This screenshot shows the App Access Control section within Google Admin’s Security > API Controls page, with the “Manage Third-Party App Access” button highlighted. This is relevant for administrators who need to grant or review third-party application permissions, such as allowing Insightly CRM to connect with Google Workspace services.

Google Admin API Controls Third-Party App Access

  1. Select Insightly from the list of third-party apps.
  2. Under App Access, open the Access Configuration dropdown and select Trusted: Can access all Google services.
Google Services Access Configuration for Insightly — This screenshot shows the Google Admin Console settings for controlling Insightly’s access to Google services, with options to set the app as Trusted, Limited, or Blocked. This matters because administrators need to grant Insightly the appropriate access level to enable Google integrations such as Gmail or Google Calendar to work properly.

Google Services Access Configuration for Insightly

If the error continues after both checks, contact Google Workspace Support.

Other email programs

Insightly is most commonly used with Gmail or Outlook. If you use something else, such as macOS Mail or another Outlook version, you can still save emails using your Insightly mailbox address.

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