Gmail integration

Connect the Gmail account your studio uses with clients, and their emails land in the Arketa Inbox next to your texts, Instagram DMs and in-app chats. Your whole team reads and replies from one shared address without sharing the Google password, each email shows up on the client it belongs to, and you can drop a membership or class pack purchase link straight into a reply.

Before you connect

• Sign in as the account owner. Gmail connects through the owner's Arketa login. Admins can see the Gmail section and the Gmail card on the Home page, but the section stays disabled for them with the message Login as the account owner to manage this integration.
• One Google account per Arketa account. Google Calendar and Gmail share the same Google connection. If Google Calendar is already connected, connect Gmail with that same Google account; Google only asks for the extra Gmail permissions. A Google account can be connected to one Arketa account at a time.
• Pick the mailbox your clients write to. Everything in the connected mailbox syncs to the Inbox, so connect the address your studio uses with clients (a Google Workspace address like hello@yourstudio.com works) rather than a personal Gmail account. You can block senders afterwards to keep newsletters and vendors out.

Connect Gmail

If Google sends you back with This Google account is already connected to another Arketa account, disconnect Google on that other account first. If you see There is already a Google account connected to your Arketa account, sign in with the Google account you already use for Google Calendar.

What gets imported

When you connect, Arketa imports your conversations from the last two months, up to your 2,000 most recent threads. Older email isn't imported. From then on:

• New emails appear in the Inbox shortly after they reach Gmail, whatever folder or label Gmail puts them in, including categories like Promotions and Social.
• Replies you send from Gmail itself also show up in the thread, so nothing is missing from Arketa's view.
• Each Gmail thread is one conversation in the Inbox.

Drafts aren't imported, and neither are threads that only exist in Spam or Trash.

Block a sender

To keep a newsletter, a vendor or a personal contact out of the Inbox, go to Settings → Integrations → Google and under Gmail click Manage blocked senders, then Block a sender and enter the address. New threads from that address won't sync to Arketa; conversations already in the Inbox stay as they are. Remove the address from the list to start syncing its emails again. Blocking only affects Arketa. The emails still arrive in Gmail as usual.

Reply from the Inbox

In the Inbox, choose the Email channel to see your email conversations. Open one and reply like any other thread:

• Replies send from the connected Gmail address, stay in the same thread as the client's email, and also appear in your Gmail Sent folder.
• Add recipients in To, Cc or Bcc. Search your clients or type any email address.
• Attachments up to 25 MB in total per email. File types Gmail blocks, such as .exe files, can't be attached.
• Quick replies to insert a saved response. See Quick replies.
• AI to draft a reply or rewrite yours. Nothing is sent until you click Send email.
• Pricing options to insert a purchase link for a membership, class pack or bundle. The client buys it on your booking page.
• Notes for your team. Notes stay in Arketa and are never sent to the client.

Emails are sent as plain text, without formatting or a signature. If you sign off the same way every time, save it as a quick reply.

Start a new email

In the Email view, click + to start a new email. From any other view, click + and choose New Email. Add the recipients, a subject and your message. The subject can only be set on the first message of a conversation; every reply after that keeps it. You can also start an email from a client's profile, and it opens in the Inbox.

How emails link to clients

Arketa matches the sender's address to the Email on the client profile. When it matches, the conversation shows the client's name and profile and the email appears on the client's timeline. When it doesn't, the conversation shows the address only, and no client is created.

To link a conversation, add the address the client writes from to their client profile, or create the client with it. Emails that arrive after that are linked to them. A client who writes from a second address or an alias won't match until that address is on their profile.

Disconnect or reconnect

To disconnect, go to Settings → Integrations → Google and under Gmail click Disconnect. Because Google Calendar and Gmail share one Google connection, this disconnects both, so reconnect Google Calendar afterwards if you use it. Type DISCONNECT to confirm. Check Delete email conversations from the inbox to also remove every imported email conversation from Arketa; this can't be undone. Leave it unchecked to keep them for reference.

If Google stops accepting Arketa's access, for example after a password change or a security review on the Google account, the Google card shows Google account disconnected and the email composer tells you Gmail is disconnected. Nothing syncs or sends until you reconnect: under Gmail, click Reconnect and sign in again. Arketa then catches up on the last two months of email, so messages that arrived while it was disconnected are imported too.

Frequently asked questions