Connecting Gmail

MailPrism works directly with your Gmail through Google's secure OAuth sign-in. You approve the connection in Google's own window — MailPrism never sees or stores your Google password.

How to connect

1. Sign in to app.mailprism.ai.
2. Click Connect Gmail (on the onboarding screen, or Settings → Gmail Accounts → Connect Account).
3. Choose the Google account you want to automate.
4. Review the access MailPrism requests, then click Allow.

You'll be returned to MailPrism with the account connected.

Google Workspace accounts

MailPrism works with personal Gmail and Google Workspace accounts. For a Workspace account, your administrator may need to approve MailPrism for your organization before you can connect.

What access MailPrism asks for

To run your rules, MailPrism requests a specific set of Google permissions. Here's exactly what each one is for:

Access	What it's used for
Read and modify mail	Read senders, subjects, and content to match your rule conditions and power AI analysis; apply and 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 when you send or reply from MailPrism, and when a feature you turned on sends on your behalf — forwarding, auto-replies, auto-responders, nudges, and unsubscribe requests sent by email. MailPrism never sends email you didn't write or set up.
Email & profile	Identify which Google account you connected and show your display name in account settings.

MailPrism only acts on your mail through things you do in the app, rules you create, and features you turn on. Reply tracking is on by default and applies MailPrism's tracking labels — you can change or turn it off in Settings → Tracking Labels.

Calendar (optional, separate)

Some features can request read-only Calendar access. That's a separate permission you grant only if you opt into those features — it isn't part of the standard Gmail connection.

Connecting more than one account

You can connect multiple Gmail accounts and automate them together.

• Add another from Settings → Gmail Accounts → Connect Account.
• Settings shows how many accounts you've used and your plan's limit. If you've hit the limit, you'll see an option to upgrade. (Limits live on the live billing page — see Billing.)
• One account is your Primary. To change it, open Settings → Gmail Accounts and click Set Primary on another account.

When you build a rule, you can scope it to a specific connected account or apply it across all of them.

One mailbox, one workspace

Each Gmail mailbox can be active in only one MailPrism workspace at a time. If an account is already connected elsewhere, disconnect it there first.

Per-account sync

Each connected account has its own Sync toggle under Settings → Gmail Accounts → Sync Settings. Turn sync off to pause automatic processing for that account without disconnecting it; turn it back on (Reactivate) when you're ready.

Labels

MailPrism keeps a synced copy of your Gmail labels so your rules and label picker stay current.

• Sync Labels — on a connected account, click Sync Labels to pull the latest labels from Gmail.
• Create Label — create a new Gmail label straight from MailPrism. Use / to nest, for example Clients/Acme creates an Acme sub-label under Clients.

→ More on using labels in rules: Conditions reference · Actions reference

Reconnecting & reauthorizing

Sometimes Google access expires or is revoked — for example, after a password change or a long period of inactivity. When that happens, the account shows a Disconnected badge in Settings → Gmail Accounts.

To restore it, click Reconnect on that account and approve access again. You must sign in with the same Google account — selecting a different one is rejected so rules stay tied to the right mailbox. Your rules are kept and resume once the connection is restored.

Disconnecting

You can revoke MailPrism's access whenever you like.

From MailPrism: go to Settings → Gmail Accounts and click Disconnect on the account. You'll be asked to confirm.

From Google: open myaccount.google.com/permissions, find MailPrism, and choose Remove access.

Disconnecting stops automation

While an account is disconnected, its rules won't run. Your rules are kept — they resume once you reconnect.

Security & privacy

• Your connection uses Google OAuth — no password sharing.
• Your Gmail access tokens are stored encrypted.
• When you sign up, you agree to let MailPrism use AI providers (Google Gemini as the primary provider, with OpenAI as the fallback) to analyze your email. You can turn AI off at any time in Settings → Privacy → AI Data Processing. While it's off, nothing is sent for AI analysis. See AI privacy & consent.
• You can export all your account data (settings, rules, activity, and learning data, as JSON) in Settings → Privacy → Data Management — see Export your data. You can delete your account from Account & Security.

More detail lives in Privacy & Security.

If the connection fails

A few quick fixes if connecting doesn't work the first time:

• Allow pop-ups / redirects for app.mailprism.ai so Google's sign-in window can open.
• Try a private/incognito window — browser extensions sometimes block OAuth.
• For Workspace accounts, confirm your admin has authorized MailPrism. If Google shows "access denied," ask your administrator to approve MailPrism for your organization.

Step-by-step help is in Troubleshooting.