Capsule CRM for Gmail

Save Gmail conversations and create tasks

Capsule CRM for Gmail lets you save conversations, add contacts and create follow-up tasks from an open email. Use the main CRM to track sales opportunities and client projects. The Gmail add-on is included on Free and paid plans.

Capsule contact details shown in the add-on sidebar beside a Gmail conversation

What is Capsule?

Capsule keeps contacts, opportunities and projects in separate areas. The home dashboard shows recent updates and upcoming tasks, so you can review sales and delivery work from the same place.

Free supports up to two users, with 250 contacts, five custom fields, one sales pipeline, one project board and 50 MB of storage per account. The Gmail add-on is included. Team controls, email templates and automation have separate plan requirements.

Capsule interface languages

Who it suits

Small teams tracking sales and subsequent client projects
Individuals or pairs managing up to 250 contacts on Free

Projects

Use Project records to manage client delivery alongside sales opportunities. Find related work through the main navigation and see project updates on the dashboard.

Email linking

Save email conversations through the Gmail add-on on Free or a paid plan. Later replies are saved to the contact history automatically.

Tasks

Review tasks in calendar or list views, check overdue and upcoming work, and set email reminders. Follow-ups have a due date and a place in your task list.

How Capsule works with Gmail

Open a message to see matching contact details in the Gmail add-on. Save the conversation, create a contact, assign a follow-up task or add a related opportunity or project. The add-on also works in Gmail on Android.

On all plans, saving a conversation starts automatic capture of future messages in that thread. Growth's Email Sync can automatically log emails for chosen contacts, without selecting each conversation.

Getting started

Install Capsule through Gmail's add-on marketplace. Open an email, expand the Capsule icon and connect your Capsule account by its subdomain.
Create or select the contact, then store the conversation. Assign a follow-up task and set its due date.
Set up Google Contacts and Google Calendar separately. Check the contact sync direction and choose the calendar whose events you want to see beside your tasks.

Capsule features

31 parameters · 8 groups

Accounts

Personal Gmail Support for a personal Gmail account, not only a Google Workspace organization.: Available
Use the Gmail add-on with personal Gmail to save conversations and create CRM records.
Google Workspace Support for Google Workspace Gmail accounts; administrator approval may be required.: Available
Use the Gmail add-on with Google Workspace to save conversations and create CRM records.

Customer records

Contacts Create and maintain CRM records for individual people.: Available
Companies Store company information and link it to customer work through company records or fields on contacts.: Available
Custom fields User-defined fields on CRM records, beyond changing a layout or renaming a status.: Available
Contact sync Keep Google Contacts and the CRM in sync in one or both directions. A one-time import or browser capture is not ongoing sync.: Available
All plans: contacts sync from Capsule to Google. Records need at least one standard contact detail. Changes in Google do not sync back.

Work management

Sales pipelines Track sales opportunities or deals through defined stages. A general project list is not a sales pipeline.: Available
Deals Track sales opportunities with a status or stage. This includes projects used to manage deals.: Available
Projects Manage projects through dedicated records or workflows beyond tracking a sales opportunity.: Available
Tasks Create actionable tasks with an owner, status or due date.: Available
Notes Save internal notes associated with a contact, email or CRM record.: Available
Files Find, attach or download files linked to CRM records or conversations. Files may be stored in the CRM, linked from cloud storage or retrieved from email.: Available
Upload files to activities and find them in a contact, project or opportunity's Files tab. Activity and email attachments count toward storage: 50 MB per account on Free, 10 GB per user on Starter. Higher-tier quotas vary. Download files individually; the full CRM export excludes attachments.
Web capture Save a webpage link, selected text or an area capture directly from the browser into a CRM note or task. Contact extraction, manual copy and paste, and a URL field alone do not count.: Not verified
Magical and Add to CRM transfer prospect and company data into contact records. Saving a webpage, selected text or page area into Capsule notes or tasks was not verified. Magical requires its own account and a Chrome or Edge extension.
Reminders Date-based or message-triggered reminders for a follow-up or task.: Available
Calendar sync Keep Google Calendar and the CRM in sync. Creating a single event or sharing a booking link is not ongoing sync.: Available
All plans: view Google Calendar events in Capsule. A separate read-only feed shows Capsule tasks in Google Calendar. Edit items in the app where they were created.

Email

Email linking Associate or log email conversations with a contact, project or CRM record.: Available
Save Gmail conversations and create related CRM records through the add-on.
Email sync Automatically update CRM email activity from new Gmail messages or their metadata, including rule-based capture. Copying message bodies or importing old mail is not required. Manual logging alone is not synchronization.: Available
On all plans, the Gmail add-on saves future messages in a conversation selected for tracking. Growth and above can automatically log emails for chosen contacts.
Email tracking Track email opens, link clicks or both.: Not verified
Email templates Reusable email message templates or snippets.: Plan-dependent
Requires Starter or above. Template quotas vary by plan.
Mail merge Send personalized email to multiple contacts from one campaign or bulk-send workflow.: Not verified
Email scheduling Schedule an outgoing email for a future send time.: Not verified
Email sequences Send a scheduled outreach sequence with multiple email steps. A single reminder is not a sequence.: Not verified

Collaboration

Shared inbox A shared email workspace where multiple people handle the same conversations.: Plan-dependent
Requires Starter or above.
Team assignment Assign customer work, records, tasks or conversations to another team member.: Available

Automation

Workflow automation Use configurable triggers or rules beyond ordinary email sync, including task or record actions and contextual note reminders. Background sync alone is not workflow automation.: Plan-dependent
Requires Growth or above.

Data

Reporting Built-in CRM reporting or dashboards, including documented statistics views.: Available
Free includes the Sales Dashboard and filtered lists. Starter adds basic reporting. Growth and above add advanced sales reporting and dashboards.
Data import Import CRM records from a file or another supported data source.: Available
Data export Export CRM records or reports to a downloadable file.: Available
API access Work with CRM data through a documented developer API. A list of third-party integrations is not a developer API.: Available

Mobile

Mobile CRM Officially supported CRM access through a mobile app or mobile web interface.: Available
Gmail mobile CRM functionality inside the Gmail Android or iOS application, normally through a Gmail add-on.: Available
The add-on works in Gmail on Android, where you can save conversations and create CRM records.

Pricing and plan requirements

Free plan

Free

2 users250 contacts

Contact-level email sync: Growth+

Free trial available

View pricing

Free plan limits

2 users250 contacts5 custom fields1 sales pipeline1 project board50 MB file storage

Gmail integration included The Gmail add-on is included. Broader automatic contact-level email capture requires Growth or higher.

Larger limits and advanced reporting require paid plans.

What to check before choosing

Starter adds email templates and a shared mailbox. Growth adds workflow automation, multiple pipelines and automatic Email Sync for chosen contacts. Allow for those upgrades when comparing plans.
Google Contacts sync runs from Capsule to Google. Records need standard contact information, such as an email address or phone number. Edits made in Google do not return to Capsule.
View connected Google events in Capsule and edit them in Google. Calendar provider choice applies across the account: users cannot mix the Google Calendar and Outlook Calendar integrations.

Capsule: common questions

Is Capsule's Gmail integration included on Free?

Yes. The Gmail add-on is included on Free, which supports two users and 250 contacts. Starter adds email templates and a shared mailbox; Growth adds contact-level Email Sync.

Do I need Growth for automatic email updates?

Not for a conversation you have already saved with the Gmail add-on: later messages in that thread are captured on all plans. Growth's Email Sync logs emails for chosen contacts without selecting each thread.

Can Capsule show Google Calendar appointments?

Yes, on all plans. Connected events appear in Capsule's calendar and matching contact records. To change those events, edit them in Google Calendar.

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