Connect an integration
Integrations connect SWS Agent to the channels your team already uses—email, WhatsApp, and calendar—so conversations, campaigns, and bookings happen inside the CRM instead of scattered tools.
This topic covers the Integrations page at /user-profile-settings/integrations, linked from Settings → Integrations.
Video
Who can do this
| Integration | Typical permission |
|---|---|
| Email, WhatsApp, Calendar (personal) | Owner, Admin, or user connecting their own mailbox |
| Departmental Emails | Owner/Admin (or roles explicitly allowed to configure departmental mail) |
If a card is missing, check Roles and permissions and Workspace modules.
Before you begin
- Complete Create a subscription when the channel requires paid capacity.
- Have admin access to the external account (Google Workspace, WhatsApp Business, SMTP credentials).
- Allow browser pop-ups for OAuth flows (Gmail, Google Calendar).
- Know your plan limits—especially WhatsApp instances (connecting multiple numbers may require an upgrade).
What you'll accomplish
Each connected integration shows a connected/active state on the Integrations page, and the related module (Inbox, WhatsApp Chat, Calendar) can send or sync data.
Open Integrations
- Open Settings (
/settings). - Under the Integrations card, select Email, WhatsApp, or Google Calendar (all route to the same page).
- Or navigate directly to
/user-profile-settings/integrations. - Review integration cards:
| Card | Provider | Enables |
|---|---|---|
| Gmail or SMTP | Send from contact panel, Inbox, campaigns, templates | |
| Evolution API | WhatsApp Chat, messaging history, media | |
| Google Calendar | Schedule meetings, availability, invites |
Each card lists benefits (e.g. send from contact panel, view history, templates).
Connect Email (Gmail or SMTP)
When to use Gmail vs SMTP
| Method | Best for |
|---|---|
| Gmail (OAuth) | Individual reps on Google Workspace or Gmail |
| SMTP | Custom mail servers, transactional providers, Mailgun-style SMTP |
Procedure — Gmail
- On Integrations, select Email → Connect.
- Choose Gmail (if prompted).
- Complete Google sign-in in the pop-up window.
- Grant permissions requested by SWS Agent.
- Return to Integrations—the Email card shows connected.
Procedure — SMTP
- Select Email → Connect → SMTP.
- Enter SMTP host, port, username, password, and from-address as shown.
- Save and run Test if available.
Verify:
- Email card status = connected
- Open a Contact → send or log an email action
- Check Inbox for sync (may take a few minutes on first connect)
Connect WhatsApp
WhatsApp connects through the workspace's WhatsApp/Evolution integration.
- Select WhatsApp → Connect.
- Follow the modal: scan QR code or enter instance credentials as shown.
- Wait until status shows connected.
- If you hit instance limit, your plan may cap WhatsApp connections—upgrade on Subscription management or disconnect an unused instance.
Verify:
- WhatsApp card shows connected
- Open WhatsApp Chat (
/whats-app-messaging) and confirm you can open a thread - Send a test message to your own number
For WhatsApp Business API templates, broadcasts, and flows, also complete WhatsApp Business setup and Communications settings.
Connect Google Calendar
- Select Google Calendar → Connect.
- Sign in with the Google account that should own meeting bookings.
- Grant calendar permissions.
- Return to Integrations—Calendar shows connected.
Verify:
- Open Calendar (
/calendar) and confirm events sync - Create a test booking link if you use Appointment types
Connect Departmental Emails (if available)
Some workspaces support shared departmental mailboxes (sales@, support@).
- Only visible if your role can configure departmental email.
- Select Departmental Emails from Settings → Integrations.
- Choose department target and connect SMTP/OAuth as guided.
- Save.
Verify: Department mailbox appears connected; team members in that department can send from it per permissions.
After connecting — workspace checklist
| Channel | Next step |
|---|---|
| Email domains before bulk campaigns | |
| WhatsApp Business setup for templates/broadcasts | |
| Calendar | Appointment types + Calendar links |
Troubleshooting
| Symptom | Likely cause | Fix |
|---|---|---|
| OAuth window closes instantly | Pop-up blocker | Allow pop-ups for SWS Agent domain |
| Wrong Gmail connected | Signed into personal Google in browser | Sign out of Google; reconnect with work account |
| WhatsApp "instance limit" | Plan cap | Upgrade or disconnect unused WhatsApp |
| Connected but Inbox empty | Sync delay or wrong folder | Wait 5–10 min; check Inbox folders |
| SMTP auth failed | Wrong port/TLS or password | Verify SMTP settings with IT |
| WhatsApp stuck "already connected" | Orphan instance | Use disconnect/reconnect flow on Integrations page |