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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. For Gmail, Microsoft 365 and the other providers, the steps you also do outside Mokapen are further down.
• Marketing — lists and campaigns (Mailchimp, MailerLite, ActiveCampaign, Zoho Campaigns, Brevo…): contacts, sent campaigns, KPIs and opens/clicks 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. On Microsoft 365 and Google Workspace the domain admin must have enabled the mailbox, otherwise signing in inside Mokapen is not enough.
• 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 (how to connect it, including when a Google or Microsoft admin has to act first, is in the Email section); «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.

Email: reading mail (IMAP) and sending (SMTP)

You connect the mailbox from Integrations → Email. This is not a «Sign in with Google» or «Sign in with Microsoft» login like the calendar. For Gmail, Outlook.com, Yahoo and iCloud, Mokapen asks for the address and a password, and that password is almost never the one you use on the website. A work mailbox on Microsoft 365 follows another path, the Connect with Microsoft Office 365 button, and the tenant admin has to act first. If you skip that, Microsoft refuses the app and Mokapen shows «Microsoft did not authorize this mailbox».

Mokapen does not copy emails onto its own servers. It reads and sends them through your provider, live, and shows the thread on a contact or company record only when the address matches. The connection works only if that provider accepts Mokapen. Host, port and encryption for the providers in the list are filled in by Mokapen. You type them only if you choose Other email account.

Open Email and press Sync Email. Reading is available from the Medium plan (up to 3 mailboxes) and the Large plan (up to 10). Without the right plan, or past that number, the button opens the upgrade instead of the form. Once the mailbox is connected, the same card has a Send (SMTP) switch: that is what turns on replies, forwards, automations and sequences. The switch is on the Large plan. The person who connected the mailbox can share it with the whole organization or with single colleagues; the others use it without signing in again.

There is also an Email SMTP page. If reading is already connected, the provider and the address there stay the same and cannot be changed. For Gmail, Outlook.com, Yahoo, iCloud and a custom account, the send password is the same one used for reading. For Microsoft 365 you do not sign in again with a password: sending reuses the Microsoft consent, as described below.

Microsoft 365 and Office 365 (work mailbox)

A @company mailbox on Microsoft 365 is not connected with email and password, and you do not pick Outlook. That entry is Outlook.com and Hotmail, personal mail. For work, choose Office 365 and press Connect with Microsoft Office 365. Sign in with the work account, the one you use for Outlook on the web, not with a personal Microsoft account.

Before that click, the Microsoft 365 admin has to prepare the tenant. If they do not, the Microsoft window closes with a refusal (often «Need admin approval») and Mokapen shows the same notice you see on the page. It is not a wrong password. The three things to ask them are the same ones Mokapen lists next to the button.

Assign you to the Mokapen CRM app. In Microsoft Entra (the identity portal, formerly Azure Active Directory) the admin opens Enterprise applications, finds Mokapen CRM, opens Users and groups, and adds your user. Alternatively they turn off Assignment required on that app: then anyone in the tenant can connect, without a named assignment. If assignment is required and you are not on the list, Microsoft blocks the login even when the password is correct.

Admin consent for IMAP and for Mail.Send. When you press Connect, Microsoft asks permission to read mail over IMAP (IMAP.AccessAsUser.All) and to send through Microsoft Graph (Mail.Send). In many tenants a normal user cannot accept those alone. The admin grants admin consent on the same Mokapen CRM app. Without that consent the connection does not finish.

IMAP enabled on the mailbox. On new mailboxes IMAP is already on. If someone turned it off, Microsoft consent is not enough and reading does not start. The admin turns it back on in the Exchange admin center (admin.exchange.microsoft.com): Recipients → Mailboxes → your mailbox → General → Manage email apps settings → IMAP enabled. The same switch is in the Microsoft 365 admin center (admin.microsoft.com): Users → Active users → the person → Mail → Manage email apps. Sending from Mokapen does not go through the tenant's authenticated SMTP: it uses Microsoft Graph (Mail.Send). Do not ask the admin to turn Authenticated SMTP back on just for Mokapen. If the mailbox was connected in the past and sending fails with a request to reconnect it, go back to Integrations and press Connect with Microsoft Office 365 again: the old connection does not have the Mail.Send permission.

After consent, on the mailbox card turn on Send (SMTP) and press Sync. Mokapen reuses the Microsoft login you just completed. It does not ask for a password and it does not send you to the SMTP page to sign in again. From there the mailbox can be used to write from the CRM, for automations, and for the sequence sender pool.

Gmail and Google Workspace

Google does not accept the password you use to open Gmail. In Mokapen choose Gmail, enter the address and, in the password field, an app password. You create it from the Google account after turning on 2-step verification. The steps are Google's: app passwords. It is a string that is not your real password. If you revoke it in Google, Mokapen stops reading the mailbox: create another one and paste it again, both for reading and when you turn on Send (SMTP).

Before the password, IMAP has to be on in Gmail. Open Gmail on the web, the gear → See all settings → Forwarding and POP/IMAP → Enable IMAP → Save changes. If that option is missing or locked, the domain admin turned it off.

With a work address on Google Workspace (not @gmail.com) the connection depends on the Admin console, not on a Mokapen setting. The admin opens Apps → Google Workspace → Gmail → End user access and, under POP and IMAP access, turns on IMAP for users (Enable IMAP access for all users). They can do it for the whole organization or only for your organizational unit. Google's guide is Turn POP and IMAP on or off.

In that same setting Google can limit IMAP to a list of OAuth client IDs. If the admin allows only those clients, Mokapen cannot connect: this page does not do «Sign in with Google», it uses the email and an app password. An OAuth-only client list excludes that method. The admin has to leave IMAP usable by clients that authenticate with an app password, and has to let people generate them. If the organization has turned app passwords off, Google will not offer them and there is no other button in Mokapen that gets around the block.

When reading and sending are connected, turn on Send (SMTP) and sync. Mokapen tests sending with the same app password. If Google refuses, it is usually the account password instead of the app password, IMAP is off, or Workspace has restricted the clients.

Outlook.com and Hotmail

Choose Outlook, not Office 365. This is for outlook.com, hotmail.com and live.com addresses. Enter the address and the account password. If you have 2-step verification, Microsoft often refuses the website password and wants an app password: you create it from your Microsoft account and paste it into Mokapen. If sign-in fails, follow Microsoft app passwords and try again. Use the same password when you turn on Send (SMTP).

This entry does not go through the Exchange admin. If the mailbox is for work and the domain is on Microsoft 365, an Outlook.com app password does not unlock the tenant: go back to Microsoft 365 and have the admin connect the Mokapen CRM app.

Yahoo, iCloud and another email account

Yahoo does not accept the website password. From the account security page you generate an app password and use it in Mokapen, for reading and for sending. The steps are on Yahoo's page: Yahoo app passwords. If Yahoo has 2-step verification off, it often will not let you create that password: turn it on first.

iCloud works the same way. On the Apple ID you turn on 2-step verification and generate an app-specific password. It is not the Apple ID password and it is not the device passcode. Apple explains how to create it in App-specific passwords. If the Apple ID is managed by a company or a school (Apple Business Manager, or a profile that forbids app passwords), only that admin can unlock creating one. Mokapen has no «Sign in with Apple» on this page.

Other email account is the company server, the host, or a provider that is not in the list. There is no single portal. Ask whoever runs the mail for three values for reading and three for sending: host, port and encryption (SSL, TLS or STARTTLS), plus whether you need a password different from webmail. In Mokapen choose Other email account and fill them in. If the provider has turned off IMAP or authenticated sending, sign-in fails until they turn it back on: there is no Mokapen setting that bypasses it. When you turn on Send (SMTP) for this kind of mailbox, Mokapen asks again for the send host, port and encryption, because it cannot guess them from the domain name.

If after connecting Google, Microsoft or the provider revokes the password or the consent, the mailbox in Mokapen goes into error. Disconnect it and connect it again. For Microsoft 365, press Connect with Microsoft Office 365 again only after the admin has confirmed assignment, consent and IMAP enabled.

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 archive.
• Microsoft Outlook Calendar — appointments and Outlook calendar.
• Microsoft Outlook Contacts — Outlook address book.
• OneDrive — attachments and Microsoft cloud archive.
• MailerLite — contacts and lists.
• MailerLite campaigns — sent campaigns and contact actions.
• MailChimp — audience and subscribers.
• MailChimp campaigns — sent campaigns and contact actions.
• Brevo — contacts, bidirectional sync.
• Brevo campaigns — sent campaigns, opens and clicks, webhook.
• MailUp — contacts, bidirectional sync.
• MailUp campaigns — sent newsletters; after new sends you must press Sync.
• Klaviyo — contacts, bidirectional sync.
• ActiveCampaign campaigns — sent campaigns and contact actions.
• Zoho Campaigns — sent campaigns.
• Shopify — store products, contacts and orders.
• WooCommerce — store products, contacts and orders.
• Fatture in Cloud — companies, products, services, quotes and fiscal orders.
• SMS — send SMS to contacts, manually or from automation.
• WhatsApp Business — WhatsApp messages linked to the CRM.
• Google Ads — leads and advertising campaigns.
• Facebook Ads — leads and advertising campaigns.
• LinkedIn Ads — leads and advertising campaigns.
• Zoom — webinar registrants as contacts. Not the appointment video call.
• Fireflies, Fathom, MeetGeek, tl;dv, Grain, Read.ai, Jamie — call transcripts in documents or notes.
• Slack — channel alerts and tasks created from the command.
• 3CX — contact popup, call notes and click-to-call.
• Zapier — other apps via API token, without OAuth in Mokapen.
• Chrome extensions — Gmail, Outlook web and LinkedIn. Not mailbox sync.
• Corporate data — company records.

IMAP and SMTP mail (Gmail, Outlook.com, Microsoft 365, Yahoo, iCloud) is in this same guide, Email section, not on a separate page.

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.