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Integrations

Integrations connect Mokapen to the applications you already use — calendar, contacts, email, cloud storage, e-commerce, invoicing, marketing, messaging — so data flows into the CRM without manual copies, spreadsheet exports, or double entry. A contact created on your website, an appointment on your calendar, an order from your online store, or a file on Drive can end up on the right record in Mokapen, and vice versa.

This page is the general overview: what integrations are, when to use them, what benefits they bring to the team, and how to find your way around the Integrations area. For each connectable app there is (or will be) a dedicated guide with the concrete steps for connecting and configuring — for example, Google Calendar, Google Contacts, and Google Drive already have their own pages.

What they are and how they work

An integration does not replace the external app: it creates an authorized bridge between your account (Google, Microsoft, Shopify, etc.) and your Mokapen organization. You decide what to sync, in which direction, and with which rules; Mokapen performs the alignment in the background or when you save, depending on the type of integration.

Key points of the Mokapen model:

• Per organization — each connection applies within the org you work in. Switch org → check which integrations are active there.
• Per connecting user — usually whoever clicks «Connect» authorizes their own external account. On the page you see Connected account (service email) and who created the connection.
• Optional sharing — some integrations (e.g. cloud storage) let other team members use the same connection, so not everyone has to log in again.
• Visible statuses — Connected, Sync in progress, Error: you notice right away if something goes wrong.
• Disconnect — you can revoke the bridge from Mokapen at any time. When disconnecting, Mokapen often shows a dialog where you choose whether to keep data already imported in the org (it stays in the CRM but no longer syncs) or remove it from Mokapen. Data on the external service (Google, etc.) is usually not deleted automatically.

Integrations work alongside CRM modules (contacts, appointments, deals, tickets, orders…) and Automations: many automatic actions (sending email, reading spreadsheets, SMS) require the corresponding integration to be active and valid.

Benefits for the team

• One place to work — sales reps see email, appointments, and deals on the contact without opening five tabs.
• Fewer errors — no forgotten CSV files or contacts entered twice with different data.
• Consistent history — tickets, deals, and attachments stay linked to the same record.
• Time saved — automatic or on-demand sync instead of weekly export/import.
• Automations enabled — with up-to-date data in Mokapen, workflows and rules run on real information.
• Scalability — new colleague: connect their apps or use a shared account where supported, without rebuilding the whole CRM.

Where to find the Integrations area

From inside the organization, open the user menu and choose Integrations. A grid appears with all apps available for your plan: each card shows the name, a short description, and status (active or coming soon).

Clicking a card opens the integration page: there you find the button to connect the account, sync settings, Save / Sync / Disconnect. Not all integrations have the same options — calendar, contacts, and cloud have different screens because they do different things.

Some integrations require a higher plan (medal icon): without the right plan you can read the description but cannot complete the connection.

Types of integration in Mokapen

Mokapen groups integrations by functional area. Here is what they are for, in brief:

• Calendar — aligns Mokapen appointments with external calendars (Google Calendar, Outlook Calendar). Ideal for client meetings and shared agendas.
• Contacts and sales — syncs contacts (Google Contacts, Outlook Contacts, data enrichment, LinkedIn…). Connects the CRM to the address book you use every day.
• Cloud storage — attach and save files from Google Drive, OneDrive, etc. directly from CRM records.
• Communication — email (IMAP/SMTP), SMS, WhatsApp: messages linked to contacts and used by automations.
• Marketing — lists and campaigns (Mailchimp, Brevo, MailerLite, Klaviyo…): contacts and stats aligned with the CRM.
• E-commerce — Shopify, WooCommerce: products, orders, and customers in the Mokapen sales flow.
• Invoicing — e.g. Fatture in Cloud: records, products, quotes, and orders consistent across systems.
• Advertising and meetings — Google Ads, Facebook Ads, Zoom: campaign data or participants where supported by the connector.

The actual list depends on your plan and the apps enabled for your org: not every item is available to everyone.

Connecting an account (in general)

The flow is always similar, regardless of the provider:

1. Open the integration page in Mokapen.
2. Click the button to connect (Sign in with…, Sync…, Connect account…).
3. You are redirected to the provider's site (Google, Microsoft, Shopify…).
4. Sign in with the account you want to use — it can be different from the email you use to log into Mokapen.
5. Read what Mokapen asks permission to do and confirm with Allow / Authorize.
6. You return to Mokapen: settings and sync buttons appear.

If you do not accept the permissions, the connection does not complete: Mokapen cannot read or write data on that service. Automations and features that depend on that app remain blocked until you authorize.

After the first connection, Mokapen may renew access automatically. If you change your password, revoke the app from the provider's panel, or the session expires, Mokapen often shows an expired connection message: disconnect and connect again.

Disconnecting an integration

Clicking Disconnect on an integration page opens a confirmation. In addition to typing the required word, many integrations ask what to do with data already in Mokapen:

• Keep in Mokapen (default option where provided) — contacts, appointments, attachments, or other imported records stay in the CRM, but the link to the external service is broken: there is no more bidirectional sync until you connect again.
• Remove from Mokapen — by unchecking «Keep» boxes or enabling the removal toggle, Mokapen deletes from the org the records or references tied to that sync (e.g. contacts imported from Google, Drive attachment links). This is not a bulk deletion on external Google / Microsoft / cloud: data there remains unless you delete it manually.

Options vary by integration type — e.g. Google Contacts distinguishes contacts and companies; Google Drive offers to remove only the links in Mokapen. Always read the dialog before confirming, especially if you are changing account or org.

Permissions and privacy

Each provider shows a list of what Mokapen will be able to do (read calendar, manage contacts, access files created by the app, send email…). Mokapen requests only the permissions needed for that integration — not generic access to your entire account when it is not required.

In Mokapen, in addition to provider permissions, you often find:

• Visibility — imported contacts or data visible to the whole org or only to you.
• Connection sharing — let other users use your connected account (where supported).
• Explicit authorization — on some syncs (e.g. contacts) a «I authorize copying data…» checkbox to tick before syncing.

Combine these choices with Mokapen roles and permissions: a user without contact permission cannot manage records they cannot see anyway.

Sync direction

Many integrations (calendar, contacts, marketing lists) let you choose which way data travels:

• To Mokapen only — the external app feeds the CRM; changes in Mokapen do not go back.
• To the external app only — Mokapen sends data (e.g. contacts created in the CRM to the cloud address book).
• Both directions — updates in one system are reflected in the other, with rules for duplicates and conflicts where provided.

Other connectors (file storage, some email) work in a more «operational» way: attach, save, send — without continuous bidirectional sync of records.

After every settings change, use Save and, where available, Sync to apply the rules.

Typical use cases

Sales and CRM

• Import Google or Outlook contacts into the CRM and keep customers aligned.
• Connect e-commerce: online order → contact + opportunity in Mokapen.
• Invoicing: quote in Mokapen consistent with document in the billing system.

Operations and calendar

• Meeting in Google Calendar → appointment in Mokapen with participants and link to the customer record.
• Appointment created in Mokapen → event on the sales rep's phone.
• Contract attachments on Drive linked to the deal, accessible to the team.

Support and communication

• IMAP email linked to the contact: conversation history on the record.
• SMS or WhatsApp from automation on ticket or deal trigger.

Marketing

• Newsletter signup → contact in Mokapen with tag and tracked campaign.
• Mailchimp campaign email opened → activity visible on the CRM contact.

The ideal flow is also described in Getting started with Mokapen: email → contact → task → deal → quote, with integrations that avoid jumping between apps.

Integrations and automations

Automations can send email, SMS, read Google or Excel online spreadsheets, create tickets from forms — but only if the related integration is active on the flow Owner or on the org. A «Send email» step fails if the SMTP account is not connected; «Read Google Sheet» without a valid Google account likewise.

Before putting a workflow into production, verify integrations and user permissions. Action details: Automations → Integration-linked actions.

Dedicated guides per app

For step-by-step connection and specific settings, open the guide for the integration you need:

• Google Calendar — appointments and calendar.
• Google Contacts — contact address book.
• Google Drive — attachments and file storage.
• Microsoft Outlook Calendar — appointments and calendar.
• Microsoft Outlook Contacts — contacts.
• OneDrive — attachments and cloud storage.
• MailerLite — contacts and email marketing lists.
• MailChimp — audiences and marketing subscribers.

Other integrations will get dedicated pages as we publish them. Until then, use the Integrations page in Mokapen and the description on the card.

Common issues (all integrations)

• Expired connection — disconnect in Mokapen and connect again, accepting all permissions.
• Sync stuck on «in progress» — wait; large address books can take minutes. If it does not finish, disconnect and reconnect.
• Duplicates — often first sync without email rules or double connection of the same service with different accounts. Use anti-duplicate rules where provided and the Duplicates tool in contacts.
• Missing data — check sync direction, «only me» visibility, Mokapen role permissions, and that the connected account is the right one (email shown on the page).
• Automation fails — check the flow Owner's integration and step history in Automations.

Tips for the team

• Decide who connects what (e.g. one team@ calendar account, one company Drive) and document it internally.
• Connect integrations before bulk imports or automation go-live.
• Test on a test org or data when sync is invasive (full address book, annual calendar).
• Align participant / organizer emails when you use a Mokapen account different from the cloud calendar account.
• Review inactive integrations or users who left the org periodically — disconnect what is no longer needed.
• Mokapen AI and reports work on data already in Mokapen: regular sync = useful assistant and dashboards.