Gmail
Connect your inbox to your marketing platform. Link Gmail and Positive User through Zapier to create contacts from incoming emails, send personalized follow-ups from your own Gmail address when customer events fire, and keep email conversations connected to contact profiles. Two-way workflows, zero manual effort.
Your Inbox and Your CRM, Working Together
Turn Incoming Emails Into Contacts
A prospect emails you for the first time. Zapier detects the new message (or a specific label, search query, or starred email) and creates or updates the contact in Positive User with the sender's name and email address. No copying from your inbox, no manual data entry. Every inbound conversation starts building a profile automatically.
Send Gmail Follow-Ups From Customer Events
Something happens in Positive User: a new deal is created, a tag is applied, a custom event fires. Zapier triggers a personalized email sent directly from your Gmail account. The recipient sees your name and reply address, not a bulk marketing sender. Perfect for sales follow-ups, onboarding check-ins, or one-to-one outreach that needs to feel personal.
Organize Your Inbox Based on CRM Activity
When a contact reaches a certain stage in Positive User (new tag, new deal, specific event), Zapier can label, archive, or organize the corresponding emails in Gmail. Your inbox reflects what matters in your pipeline, and your team spends less time sorting through threads.
Three simple steps to get started
Connect Both Accounts in Zapier
Log into Zapier and create a new Zap. Select Gmail as one app and "User.com" as the other. Authorize both accounts with their respective login credentials.
Choose Your Direction and Workflow
For Gmail → Positive User: use triggers like "New Email Matching Search," "New Labeled Email," or "New Thread" paired with actions like "Create/Update User" or "Create Event." For Positive User → Gmail: use triggers like "New User," "New Deal," or "New Event" paired with actions like "Send Email," "Create Draft," or "Add Label."
Configure, Test, and Activate
Map email fields (sender, subject, body) to Positive User attributes, or compose the email template for outbound sends. Run a test to verify the data flows correctly. Turn on the Zap.
Popular implementation guides
- How to Integrate With Zapier: Complete walkthrough of connecting Positive User to Zapier: authentication, triggers, actions, and field mapping. Read Guide →
- Gmail + Positive User on Zapier: Browse the integration page on Zapier for all available triggers, actions, and ready-made workflow templates. View on Zapier →
- How Does Emailing Work?: Understand how Positive User's built-in email system works, so you can decide when to use native emails vs. Gmail sends through Zapier. View Tutorial →
- Automation Workflows: Set up automations inside Positive User that complement your Gmail workflows with tags, segments, and internal notifications. View Tutorial →
- What Are Events and How to Create Them: Define custom events in Positive User that can trigger personalized Gmail sends through Zapier. View Tutorial →
- Custom Zapier Integration: Advanced guide for building custom workflows between Positive User and Zapier using webhooks and automation triggers. View Tutorial →
Frequently Asked Questions
Do I need coding skills to set this up?
No. The entire integration is configured through Zapier's visual interface. You select triggers, compose email templates or map fields, and activate. No code required.
What Gmail triggers are available?
Gmail offers several triggers on Zapier: New Email Matching Search (filter by sender, subject, keywords), New Email (in a specific mailbox), New Attachment, New Labeled Email, New Starred Email, New Thread, and New Label. Most use polling (checked every 15 minutes on the free plan, faster on paid plans).
What Positive User triggers can send emails through Gmail?
You can use New User, New Company, New Deal, New Activity, New Event, and New Tag as triggers. All Positive User triggers in Zapier are instant (webhook-based), so the Gmail action fires within seconds of the event occurring.
How is this different from Positive User's built-in email feature?
Positive User's native email system is designed for marketing campaigns, automation sequences, and bulk sends. The Gmail integration via Zapier is for one-to-one emails sent from your personal or team Gmail address. Use Positive User emails for newsletters and drip campaigns. Use Gmail sends for personal follow-ups, sales outreach, or replies that need to come from a real inbox.
Can I send emails from a shared team Gmail address?
Yes. You authorize the Gmail account you want to use when connecting it to Zapier. If your team uses a shared inbox (like sales@yourcompany.com), connect that account. Emails sent through the Zap will come from that address.
Can I use Gmail search operators to filter which emails trigger the Zap?
Yes. The "New Email Matching Search" trigger supports Gmail search syntax. For example, you can filter by sender (from:prospect@example.com), subject (subject:demo request), label, or keywords. This lets you target only the emails that should create or update contacts in Positive User.
Will this create duplicate contacts?
The "Create/Update User" action in Positive User matches on email address. If a contact with the sender's email already exists, the record is updated rather than duplicated.
Can I include dynamic data in the Gmail email body?
Yes. When using a Positive User trigger with a Gmail "Send Email" action, you can insert any field from the trigger into the email subject and body. For example, include the contact's first name, deal value, or event details to personalize each send.
Can I create drafts instead of sending automatically?
Yes. Gmail offers both "Send Email" and "Create Draft" actions on Zapier. If you want a human to review the message before it goes out, use "Create Draft." The email will appear in your Gmail drafts ready for review and manual sending.
Is the data GDPR-compliant?
Gmail (part of Google Workspace), Zapier, and Positive User all offer GDPR compliance tools. Make sure your Gmail usage and Positive User consent management settings align with your data processing obligations. Zapier is SOC 2 compliant and provides a GDPR data processing addendum.