Configuring the monday.com Gmail Integration in Minutes

9 minute(s)

Email is a pillar of modern work and also one of our biggest productivity drains. Approvals stall in inboxes, important updates get buried in long threads, and project context disappears when conversations live outside your workflow.

Many professionals including executives, creatives, and service-based professionals spend around 2.6 hours reading, responding, and managing emails daily. That’s nearly 30% of their working hours in total. Add to that the constant switching between inboxes, spreadsheets, and project boards, and it’s easy to see why productivity dips.

For teams already managing day-to-day tasks in monday.com, the practical next step is to connect their monday.com account to their Gmail so messages, tasks, and status changes can be easily managed and viewed in one place. 

How Does the monday.com Gmail Integration Work?

The monday.com Gmail integration is a built-in monday.com feature that connects your Gmail inbox directly to your monday.com boards. It automates how messages and tasks move between the two, eliminating the need to bounce between your email and monday.com workspace. At its core, the integration supports two main workflows:

• Inbound (Gmail to monday.com): Convert incoming emails into board items or updates. For example, a client request sent to a shared support inbox can automatically create a new item in your Customer Success board. It’s similar to monday.com Forms, where submissions also create new items, but Gmail inbound captures unstructured email input instead of requiring a form.
  
• Outbound (monday.com to Gmail): Trigger Gmail messages based on board activity. A logistics manager could set up an automation so that when an order status changes to “Shipped,” a confirmation email is instantly sent to the customer.

The integration also comes with practical features that make setup and use straightforward. For example, you can send emails to multiple recipients by separating addresses with semicolons in a Text column, share files through monday.com’s Files column (sent as links), and connect your Gmail account securely with OAuth. Importantly, you don’t need any coding expertise or middleware tools like Zapier to activate these capabilities. 

These features translate directly into smoother workflows. For example, a recruiting team could use the monday.com Gmail integration so that a new item is created on the hiring board when a candidate applies via email. As the candidate moves through interview stages, monday.com can automatically send scheduling emails, updates, or rejections without leaving the board. This keeps recruiting pipelines transparent and reduces time spent in inboxes.

Key Benefits of the monday.com Gmail Integration

For teams already managing day-to-day tasks in monday.com, connecting their email ensures that messages, tasks, and status changes are handled in one place. Whether through the Gmail integration or the monday.com Outlook integration, monday.com makes it easy to reduce context-switching and keep communication tied to workflows.

1 – Turn Emails into Actionable Items

With Gmail connected, messages don’t get buried in inboxes. Sales inquiries, vendor updates, or customer requests can instantly generate new items on a monday.com board. This means fewer bottlenecks and better visibility for operations teams, as every email becomes a trackable record.

2 – Automate Email Triggers

Teams can configure recipes so that specific actions in monday.com automatically send Gmail messages. For example, a project status change to “Completed” can trigger a client notification, reducing repetitive tasks and ensuring consistent communication. However, note that there is a daily limit (about 2,000 emails/day for paid accounts, 500/day for trial accounts).

3. Simplify Multi-Recipient Communication

Need to update a group instead of one person? The integration supports multiple recipients by allowing semicolon-separated email addresses to be in a text column. This makes it easy for project leads to keep stakeholders, vendors, and internal staff informed without manually forwarding messages. Note that this works only for outgoing emails; inbound replies are always linked to a single board item, even if multiple people are copied.

4 – Keep Files and Communication Linked

Files stored in monday.com can be included in automated emails, ensuring proposals, receipts, or contracts stay tied to the correct workflow. These are sent as secure links, which means non-monday users may need the proper permissions to access them. Because the board maintains a history of attachments, teams don’t lose context when revisiting projects later. While this isn’t as advanced as a dedicated CMS (Content Management System) for managing digital assets, this feature still helps keep documents tied to the correct workflow inside monday.com. With SuperMail, you can send actual file attachments directly from your boards, something monday.com’s native email automations can’t do.

5 – Quick Setup and Easy Management

The monday.com Gmail integration is straightforward to enable; just authenticate with OAuth and select the account you want to connect. You can activate recipes in a few clicks, and admins can manage or reauthenticate connections directly from the board. Outgoing emails have a 256 KB size cap (including attachments and body), so testing automations before rollout is a good best practice.

Limitations of monday.com’s Gmail Integration

Although the Gmail integration delivers many valuable benefits, there are significant limitations to be aware of, especially as teams scale or deal with external customers.

• File and Email Size Limits: Outgoing emails via the integration are capped at 256 KB total, including body text and attachments. Large contracts, design files, or media-rich documents may exceed this limit. Also, files are sent as links; external recipients not logged into the monday.com account may be unable to access them.
• Limited Formatting Options: The integration doesn’t support advanced branded templates, embedded visual layouts, or rich HTML formatting beyond basic styling. As a result, emails may appear more plain compared to dedicated email marketing or design tools.
• No Engagement Tracking: There is no native support for email opens, link clicks, or attachment views. Teams that rely on metrics for customer engagement or marketing will find this a gap.
• One-Way Communication from Outgoing Emails: If you send out an email triggered by a board action, replies go to Gmail – they don’t automatically become updates in the monday.com board. That means you can’t capture external responses in your workflow history.
• No Interactive Inbox Actions: Emails sent through the integration can’t include embedded widgets or controls (such as buttons to approve or change statuses directly from the email). All workflow actions must be taken inside monday.com.
• Daily API / Sending Limits: Gmail daily sending quotas (~2,000/day for paid accounts, ~500/day for trial) impose real constraints. You may hit those limits if your workflows involve many outgoing emails or mass updates. Plus, exceeding them can lead to delayed or failed deliveries.
• Account Ownership Risks: Gmail connections are tied to individual accounts. If that person leaves the company or their access changes, the integration may break until reauthenticated. Larger organizations typically handle this with IAM tools that automate account provisioning and deactivation.

These drawbacks explain why many growing teams look beyond the native integration to apps purpose-built for monday.com. Spot-nik, a certified monday Marketplace partner, created SuperMail to address these gaps with richer design, two-way communication, analytics, and automation.

Step-by-Step Guide to Setting Up Your monday.com Gmail Integration

Before You Begin

• Ensure you’re the board owner (or workspace admin, if integrations are restricted).

Confirm that your Gmail account has the correct permissions and that you know Google’s daily sending limits.

• Note: Gmail integrations are available starting from monday.com’s Standard Plan and above.

Open the Correct Board

Navigate to the board you want to connect with Gmail.

Click “Integrate”

You’ll find this button in the upper-right corner. It opens the board’s integration center.

Select Gmail

From the integrations gallery, choose Gmail.

Pick a Recipe

Choose from ready-made automations such as:

• When an email is received, create an item (subject = item name, body = updates section).
• When a status changes, send an email.
  

Connect Your Gmail Account

Authenticate with Gmail using OAuth and select the account you want tied to the integration.

Configure Parameters

Fill in the underlined fields in the recipe. For example, point the “recipient” field to the Text column where email addresses are stored.

Multiple Recipients (Optional)

Use a Text column with semicolon-separated emails to send updates to multiple recipients. (Only works for outgoing emails.)

Handle File & Email Limits

• Emails sent via Gmail integration, including text and attachments, are capped at 256 KB.
• Files from the Files column are shared as URLs. Please be aware that non-monday users may be unable to open these links.

Save and Test

Change a status or send a test email to ensure the automation fires correctly.

Manage Connections

Go to Automate – Manage tab – My connections to reconnect or delete Gmail accounts. You can also manage connections in your Google account security settings.

Adjust Sender Details (Optional)

If the outgoing sender name or signature looks wrong, update it directly in Gmail settings (not in monday.com).

• Pro tips:
• Use a dedicated Gmail account for monday.com integrations to avoid conflicts with personal inboxes.
• Name your Text columns clearly (e.g., “Notification Emails”) so recipes are easily managed.
• Test with dummy data before rolling out to your whole team.
• Don’t use Gmail integration for bulk marketing. It’s best suited for notifications, approvals, and workflow updates.

Extending the Power of the monday.com Gmail Integration

The monday.com Gmail integration is a powerful entry point for linking inboxes with project workflows. It ensures essential emails become actionable items, helps automate routine updates, and saves teams hours otherwise spent on manual forwarding or checking multiple tools. For many teams, this integration is enough to reduce manual work. However, its limitations become clear when communication needs to scale. 

SuperMail is built directly for monday.com users who want to manage email workflows without switching platforms. Instead of plain-text messages, teams can design branded emails with a drag-and-drop editor, adding logos, images, buttons, and signatures. Messages can also pull live values from Formula, Mirror, or Subitem columns, so every email is automatically personalized with up-to-date board data.

Unlike Gmail’s one-way triggers, SuperMail keeps entire conversations tied to the correct item inside monday.com, so replies are never lost. Teams also gain real-time analytics on opens, clicks, and button responses, along with automated follow-up sequences and AI-generated drafts. 

These features transform monday.com from a project hub into a true communication hub. Explore them here.