Connecting Gmail

Each Diary Tools project can connect one Gmail account. Once connected, Diary Tools syncs mail into contacts, optionally triages what needs a reply, can create drafts from the portal or MCP, and syncs calendar events that agents can query.

Connect your inbox

  1. Open the portal at app.diary.tools.
  2. Choose the project you want to wire up.
  3. Go to Gmail for that project.
  4. Click Connect Gmail and complete Google’s OAuth consent screen.

Diary Tools requests:

  • gmail.readonly — read inbox and sent mail
  • gmail.compose — create drafts
  • calendar.events.readonly — read calendar events

You can disconnect and reconnect from the same Gmail settings page.

What syncs

  • Sync runs automatically about every 15 minutes, and you can trigger Sync now in the portal.
  • Diary Tools reads Primary inbox mail (INBOX + CATEGORY_PERSONAL) and SENT.
  • It does not archive, label, or move messages in Gmail.
  • Messages are matched to contacts (or used to create contacts when triage says a reply is needed).

Triage (optional)

When enabled, incoming mail can be classified (personal, work, transactional, newsletter, and so on) and contacts updated with a workflow status such as Waiting on me or Idle.

If Outcome Channel is connected, you can limit matching to specific channels so inbound mail can be linked to in-progress outcomes.

Outbound drafts

From Outbound in the portal, or via the MCP send_email tool, Diary Tools creates a Gmail draft and gives you a link to open it in Gmail. You review and send from Gmail — nothing is auto-send.

Calendar (MCP)

Connecting Gmail also syncs key calendar events and computed availability into Diary Tools. Agents can then call:

  • list_upcoming_calendar_events — upcoming synced events (optional projectId and to)
  • get_availability_slots — bookable 30-minute free slots (defaults to now through the next 4 weeks)

These are not live Google queries. See the MCP Server page for inputs.

Tips

  • Connect the inbox you actually use for personal or relationship email on that project.
  • One Gmail account per project — use separate projects if you need multiple inboxes.
  • After connecting, run a manual sync once so contacts start filling in sooner.