Managing Your Gmail Connection
Your Gmail connection is what makes everything else possible. Once you've connected an account, you manage it under Settings → Gmail.
For first-time setup — the OAuth flow, what each permission means, and adding multiple accounts — start with Connecting Gmail. This page covers the ongoing side: managing accounts you've already connected.
Connected accounts
Settings → Gmail lists every account you've connected. Each row shows the account, its status badge, and when it last synced.
| Badge | Meaning |
|---|---|
| Primary | Your default account for actions that need one. |
| Connected | Connected and syncing normally. |
| Inactive | Connected, but sync is turned off. |
| Disconnected | Access expired or was revoked — needs reconnecting. |
The page also shows how many accounts you've used against your plan's limit. If you've hit it, you'll see an Upgrade for more link. (Limits live on the live billing page — see Billing.)
Set a primary account
One account is your Primary. To change it, click Set Primary on any other connected account.
Per-account sync
You can pause processing for one account without disconnecting it. There are two controls, depending on the account's state:
- Sync toggle — under Sync Settings, each account has its own switch. Turn it off to stop automatic syncing and processing for that account; turn it back on to resume. A paused account shows the Inactive badge.
- Reactivate — if an account is showing Inactive, click Reactivate on its row to switch sync back on.
Your rules are kept either way — they simply don't run on a paused account until sync is back on.
Labels
MailPrism keeps a synced copy of your Gmail labels so your rules and label picker stay current. You can manage labels from the accounts list or from an account's detail page.
Sync labels
Click Sync Labels on a connected account to pull the latest labels from Gmail. Use this if you created or renamed labels in Gmail and want MailPrism to catch up.
Create a label
Click Create Label (on the row, or Add Label on the account detail page),
then type a name. Use / to nest — for example, Clients/Acme creates an Acme
sub-label under Clients. The label is created directly in Gmail.
Edit or delete a label
On an account's detail page (click the account row), the Gmail Labels section lists your custom labels with an email count for each. From here you can:
- Edit a label's name or color.
- Delete a label. Emails currently carrying it lose the label, but the emails themselves stay in Gmail.
Gmail's built-in labels (Inbox, Sent, Spam, and so on) aren't editable here — only your own custom labels appear.
Account permissions
The Permissions Info note on the Gmail page summarizes the access MailPrism uses. MailPrism requests these Google permissions at connection time:
| Access | What it's for |
|---|---|
| Read and modify mail | Read senders, subjects, and content to match rules and power AI analysis; apply/remove labels, archive, star, and mark read/unread when a rule matches. |
| Manage labels | Create and manage the labels your rules apply and the labels MailPrism uses for tracking. |
| Send mail | Used only by the forwarding feature, when a rule you built forwards a message. |
| Email & profile | Identify which Google account you connected and show your name in settings. |
Calendar access is separate and optional — you grant it only if you opt into features that use it. You can review or revoke all access anytime from your Google Account permissions.
→ Full permission detail and the OAuth flow: Connecting Gmail.
Sharing an account (workspaces)
If you work in a team, an account's detail page lets the owner control who can use it.
- Visibility & Access — make the account Private (only you and people you grant) or Workspace (visible to all members), and set the default access level for workspace members.
- Individual Access — grant specific members Read, Write, or Control access, change their level, or remove them.
→ More on teams: Workspaces & Teams.
Per-account activity, rules & exemptions
Open an account's detail page (click its row in Settings → Gmail) for a full picture of that mailbox:
- Rules — every custom and system rule that applies to this account, with a shortcut to create a new one.
- Tracking Exemptions — a read-only list of exemptions affecting this account (both workspace-wide and account-specific), so you can answer "why isn't this email being tracked?". Edit them from Settings → Tracking → Exemptions.
- Recent Activity — access changes and rule executions for the account.
- Analytics — activity stats for the account.
Email processing
The Email Processing card (at the bottom of Settings → Gmail) controls how incoming mail is handled across your accounts:
- Processing Delay — wait a short time before processing, so Gmail can apply its own spam and category labels first. This can also reduce AI costs by letting Gmail filter unwanted mail before MailPrism looks at it.
- Skip Gmail-detected spam — don't process anything Gmail has already marked as spam.
- Skip promotional emails — don't process messages in Gmail's Promotions or Social tabs.
Click Save Changes after adjusting these.
To pause an individual account, turn off its Sync toggle (see Per-account sync). For deeper control over when rules run, see Preferences.
Reconnecting
If Google access expires or is revoked — for example, after a password change or a long gap in use — the account shows a Disconnected badge.
To restore it, click Reconnect and approve access in Google's window again. You must sign in with the same Google account — picking a different one is rejected so your rules stay tied to the right mailbox. Your rules are kept and resume once the connection is back.
A disconnected account's rules don't run until you reconnect. Nothing is lost — your rules and settings are all kept.
Disconnecting
To stop MailPrism from accessing an account, click Disconnect on its row and confirm. Any rules tied to that account stop working until it's reconnected.
You can also remove access from Google directly at myaccount.google.com/permissions.
Related
- Connecting Gmail — first-time setup, scopes, and adding accounts.
- Account & Security — your profile, password, and 2FA.
- Workspaces & Teams — sharing accounts with a team.
- Troubleshooting — fixes for connection problems.