Connecting Google (Gmail, Calendar, Meet)

Esqase can connect to your personal Google account so you can send email from your own Gmail address, keep events in sync with Google Calendar, and add Google Meet video links to meetings. These connections are personal to you, not shared with the rest of your firm, and you manage them from your own account settings.

This page explains how to link each Google service, what each connection unlocks, how to check the status of a connection, how to unlink, and what to do when a connection does not work.

Before you begin

A few things to know before you start:

• The connections are yours. Each Google link belongs to your individual user account, not to your firm. Other members do not see or share your links, and unlinking only affects you.
• You sign in to Google during the process. Linking sends you to Google's own consent screen, where you choose the Google account to use and approve the access Esqase is asking for. You can use any Google account you have access to (it does not have to match the email you use for Esqase).
• No special firm role is required. Because these links are personal, any signed-in member can connect their own Google account. You do not need owner or administrator access.
• Your email must be verified. If your Esqase email is not yet verified, you will be asked to verify it before you can open these settings.

Opening your integrations settings

All three Google connections live on one page.

1. In the bottom-left of the dashboard, click your name and avatar to open your user menu.
2. Click Account. This opens your personal account settings.
3. In the account settings sidebar on the left, click Integrations.

The Integrations page lists three connections, each in its own card: Gmail, Google Calendar, and Google Meet. Every card shows the service name, a short description of what it does, a status badge (Linked or Not linked), and a button to link or unlink.

Connect your Google account for Gmail

Linking Gmail lets Esqase send email through your own Gmail account and bring replies back into the app.

1. On the Integrations page, find the Gmail card.
2. Click Link Gmail. A short loading message appears while Esqase prepares the connection.
3. You are redirected to Google. Sign in (if prompted) and choose the Google account you want to use.
4. On Google's consent screen, review the access Esqase is requesting and click Allow (or Continue) to approve it.
5. Google sends you back to Esqase. You will see Connecting your account... for a moment, then a confirmation that Gmail is linked, along with the Google email address it was linked as.
6. Click Back to integrations to return to the list. The Gmail card now shows a Linked badge and the connected email address, and the button changes to Unlink.

What linking Gmail enables

Once Gmail is linked:

• You can send email from your own Gmail address inside Esqase (for example, when emailing a client from a matter or sending a templated message). The recipient sees the message coming from your Gmail account.
• Replies to those emails are pulled back into Esqase and recorded so the conversation stays attached to the right record.

Connect Google Calendar

Linking Google Calendar keeps your Esqase events and your Google Calendar in step with each other.

1. On the Integrations page, find the Google Calendar card.
2. Click Link Google Calendar.
3. You are redirected to Google. Choose the account to use and sign in if prompted.
4. On the consent screen, review the calendar access being requested and click Allow (or Continue).
5. Google returns you to Esqase, where you will briefly see Connecting your account... followed by a confirmation that Google Calendar is linked.
6. Click Back to integrations. The Google Calendar card now shows Linked and the connected email address.

What linking Google Calendar enables

Once Google Calendar is linked:

• Events you create in Esqase (for matters and from bookings) are sent to your Google Calendar, so they appear alongside the rest of your schedule.
• Changes flow both ways, keeping your Esqase calendar and Google Calendar aligned.

Connect Google Meet

Linking Google Meet lets Esqase generate a video meeting link when you schedule a meeting.

1. On the Integrations page, find the Google Meet card.
2. Click Link Google Meet.
3. You are redirected to Google. Choose your account and sign in if prompted.
4. On the consent screen, approve the requested access by clicking Allow (or Continue).
5. After Google returns you to Esqase and the connection finishes, click Back to integrations. The Google Meet card shows Linked.

What linking Google Meet enables

Once Google Meet is linked, Esqase can create a Google Meet video link for consultations and client meetings, so a join link is ready to share when you schedule the meeting.

View your linked accounts and their status

The Integrations page is also where you check the current state of each connection at a glance.

• Each card carries a status badge:
  • Linked means the connection is active and ready to use.
  • Not linked means that service has not been connected yet.
• When a service is linked, the card also shows the Google email address it was connected with. This is helpful if you have more than one Google account and want to confirm you linked the right one.
• A linked card shows an Unlink button; a card that is not linked shows a Link button (for example, Link Gmail).

Disconnect (unlink) a Google integration

Unlinking removes Esqase's access to that Google service. You might do this if you connected the wrong account, if you are leaving the firm, or if you simply no longer want Esqase using that service.

1. On the Integrations page, find the card for the service you want to disconnect.
2. Click Unlink. A short loading message appears while Esqase disconnects.
3. When it finishes, you will see a confirmation that the service was unlinked, and the page refreshes. The card returns to the Not linked state with a Link button.

What happens when you unlink:

• Esqase revokes its access to that Google service for your account, so it can no longer send email, sync events, or create Meet links on your behalf through that connection.
• The connection is removed only for you. It does not affect other members' links.
• You can reconnect at any time by clicking Link again and going through the consent screen.

Troubleshooting

If a connection does not complete, the message Esqase shows points to the cause. Here is what each one means and what to do.

"The link request expired. Please try again"

A linking attempt is only valid for a short window. If you waited too long on Google's screens, or paused partway through, the request times out.

• Return to the Integrations page and click Link again to start a fresh attempt.
• Complete the Google steps promptly this time without long pauses.

"Google did not finish granting access. Remove the existing app access in your Google account and try again"

This appears when Google does not hand Esqase the full, lasting permission it needs (often because you previously granted access and Google skips part of the consent the second time).

1. Open your Google Account, go to the security or connected-apps area (the section listing third-party apps with account access).
2. Find Esqase in the list and remove its access.
3. Return to Esqase, open the Integrations page, and click Link again. This time Google shows the full consent screen, and the connection should complete.

"You declined the link request"

This means you closed or denied Google's consent screen instead of approving it. To finish connecting, click Link again and click Allow (or Continue) on Google's screen.

"Google could not complete the link request"

Something went wrong on Google's side during the handoff. Wait a moment, then click Link again to retry. If it keeps failing, try again later.

"The link request is missing required information"

The page that finishes the connection did not receive everything it needed (for example, if you reached it by an incomplete or altered link). Start over from the Integrations page by clicking Link rather than reusing an old link.

"Linking is not available right now. Please try again later"

This means Google connections are not configured for your firm's Esqase environment yet, so the Link buttons cannot start the process. This is a setup item handled by whoever administers your firm's Esqase account, not something you can fix from this page. Check back later, or ask your firm administrator whether Google connections are enabled.

"We couldn't load your linked accounts" or "Please try again in a moment"

These are temporary errors. Refresh the Integrations page and try again. If the problem continues, sign out and back in, then return to the page.

Common questions

• Do I need to connect all three? No. Connect only the services you use. Each one is independent, and you can add or remove them at any time.
• Will my colleagues use my Gmail or calendar? No. These links are personal. Each member connects their own Google account.
• Can I switch which Google account is linked? Yes. Unlink the service, then click Link again and choose a different Google account on the consent screen.
• Is unlinking reversible? Yes. Unlinking simply removes access. You can reconnect whenever you like by linking again.

Related

• Your profile and personal settings
• Integrations overview
• Connecting Outlook and Zoom
• Notifications
• Sending email
• Calendar and events
• Event types (scheduling)