Indian HRM connects to Gmail or Google Workspace as a live two-way integration. Payslips, leave approvals, offer letters and Form 16 send out from your real company address, so they land where your team already works instead of a no-reply nobody opens. Replies, bounces and document submissions flow back into the matching employee or candidate record. Your HR data stays in Indian HRM. Gmail just becomes the delivery and reply channel your staff already checks fifty times a day.

Over 85% of Indian SMEs already run on Gmail or Google Workspace, so payslips and leave alerts land where your team already works.

Run HR mail through your own Gmail, both ways.

Indian HRM connects to Gmail or Google Workspace as a live two-way integration. Payslips, leave approvals, offer letters and Form 16 send out from your real company address, so they land where your team already works instead of a no-reply nobody opens. Replies, bounces and document submissions flow back into the matching employee or candidate record. Your HR data stays in Indian HRM. Gmail just becomes the delivery and reply channel your staff already checks fifty times a day.

Over 85% of Indian SMEs already run on Gmail or Google Workspace, so payslips and leave alerts land where your team already works.

What the Gmail integration does

Payslips to the inbox

Each month's payslip (with PF at 12%, ESI, TDS and net pay) sends as a PDF from your Gmail address, not an anonymous no-reply.

Leave and approval alerts

When staff apply for leave or a manager acts on it, Indian HRM pushes the notification into the right Gmail inbox with an approve or reject link.

Offer and appointment letters

Offer letters and appointment letters go out through Gmail, and candidate replies thread back so HR tracks acceptance in one place.

Calendar sync

Interview slots and the company holiday list write to Google Calendar, so nobody books a client call on Republic Day or a fixed festival off.

Reads replies back

The integration watches labelled Gmail threads and pulls candidate answers or document submissions straight into the correct employee record.

Reimbursement and Form 16

Expense approvals and the annual Form 16 send via Gmail with the employee copied in, and delivery status flows back to HR.

Setup in four steps

  1. Connect your Google account — In Indian HRM settings, open Integrations and sign in with the Gmail or Google Workspace account you want mail to send from.
  2. Grant the scopes — Approve send, read and calendar access on Google's consent screen. Indian HRM only touches threads carrying your HR label, not your full inbox.
  3. Map your label — Pick or create a Gmail label like "HRM" so the integration knows exactly which threads to sync in both directions.
  4. Choose what syncs — Toggle payslips, leave alerts, letters and calendar events on or off per module so only what you want goes through Gmail.
  5. Send a test — Fire a sample payslip to yourself, confirm it lands and reads back correctly, then flip the integration live.

Why customers use this integration

  • Payslips, letters and Form 16 arrive from your real company domain, so open rates climb and PDFs stop getting filtered as spam.
  • Managers approve or reject leave straight from Gmail on their phone, with no separate portal login.
  • Candidate and employee replies auto-file against the right record, cutting the copy-paste that eats a recruiter's afternoon.
  • Holiday lists and interview slots appear in Google Calendar next to everyone's own meetings, so scheduling clashes drop.
  • Every sent mail, bounce and reply is logged in Indian HRM, which gives you proof of what went out during a PF, ESI or TDS query.

Gmail integration FAQs

Is this a one-way or two-way integration?

Two-way. Indian HRM sends payslips, alerts and letters out through Gmail, and reads replies plus delivery status back from your labelled threads into the matching employee or candidate record.

How often does it sync?

Outbound mail (payslips, approvals, letters) sends the moment the action happens in Indian HRM. Inbound reading polls your labelled Gmail threads every few minutes, so replies and submissions show up in near real time.

Do I need Google Workspace, or does a free Gmail work?

Both work. A free @gmail.com account connects fine for a small team. Google Workspace suits company domains better because mail sends from name@yourcompany.com and stays under your admin controls.

What happens when an email bounces or fails?

The bounce flows back into Indian HRM and flags the employee record, so you can fix the address and resend. Failed sends retry a few times before they surface as an alert to the HR admin.

Can Indian HRM read my whole inbox?

No. It only reads threads carrying the HR label you set during setup. Personal mail and any thread outside that label stay untouched, and you can revoke access from your Google account at any time.