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Gmail Integration

Integrate BuildBetter with Gmail to enhance your meeting workflow with automated notifications, recording links, and summary sharing directly to participants’ inboxes.

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Features

  • Pre-Meeting Notifications: Automated emails to participants before scheduled recordings
  • Post-Meeting Summaries: Auto-send meeting summaries via email after completion
  • Custom Email Templates: Personalize notification emails with your branding
  • Smart Participant Detection: Automatically identify and email relevant stakeholders
  • Privacy Controls: Granular control over what information is shared in emails

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Setup Instructions

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Prerequisites

  • An active BuildBetter account
  • A Google Workspace or Gmail account
  • Email sending permissions

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Connecting Gmail

  1. Navigate to Settings → Integrations in your BuildBetter dashboard
  2. Select Gmail from the office integrations
  3. Click Connect and authorize BuildBetter to send emails on your behalf
  4. Complete the Google authentication process
  5. Configure default email preferences

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Email Notification Settings

After connecting:

  1. Go to Settings → Email Notifications
  2. Configure:
    • Pre-meeting notifications: When to send (24h, 1h before) and what to include
    • Post-meeting emails: What to include (summary, transcript, recording link)
    • Recipients: Auto-include all participants or only specific roles
  3. Preview and save your email templates

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Usage

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Pre-Meeting Notifications

BuildBetter can send emails before meetings with:

  • Meeting details (title, time, duration)
  • Recording notification and consent information
  • Quick link to join the meeting
  • Custom message for participants

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Post-Meeting Summaries

After meeting completion, BuildBetter can automatically email:

  • AI-generated meeting summary
  • Key action items and decisions
  • Direct link to the recording
  • Transcript highlights
  • Custom follow-up message

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Email Template Customization

Personalize your email communications:

  1. Go to Settings → Email Templates
  2. Choose which template to customize
  3. Add your organization’s branding
  4. Modify content while keeping required variables
  5. Save and test your custom template

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Advanced Configuration

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Email Sending Rules

Create conditional rules for email notifications:

  1. Navigate to Settings → Automation Rules
  2. Create rules based on:
    • Meeting type
    • Participant domains
    • Meeting duration
    • Keywords in title/description
  3. Set corresponding email actions for each rule

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Email Tracking

Monitor engagement with your meeting emails:

  • Track open rates for meeting summary emails
  • See who accessed recording links
  • Measure participant engagement

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Troubleshooting

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Emails Not Being Sent

  • Verify Gmail connection is active
  • Check notification settings for the specific meeting type
  • Ensure recipient emails are correctly captured from calendar

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Authentication Issues

  • Reconnect your Gmail integration if authorization expires
  • Check Google security settings for third-party access
  • Verify you haven’t exceeded daily email sending limits

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Customization Problems

  • Ensure all required template variables are present
  • Check for HTML formatting errors in custom templates
  • Test templates before deploying to all users

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Privacy Considerations

  • Configure appropriate consent notifications in pre-meeting emails
  • Always inform participants about recording and data usage
  • Allow participants to opt-out of email notifications if desired