Working with a Delegated Gmail Account
In Google Workspace, you can delegate your Gmail inbox. This is typically used when an executive lets an assistant read and reply on their behalf, allowing both to work out of the same inbox from two different Google accounts.
With our latest update, note visibility is completely mutual. By simply logging into Simple Mobile CRM and enabling a single setting, all team members across both the delegator and delegate accounts can view each other's notes, ensuring everyone stays on the same page.
This page explains how to turn it on.
Who this is for
This setup requires two roles:
- Delegator: The person whose Gmail inbox is being shared (the executive).
- Delegate: The person granted access to read and respond on the delegator's behalf (the assistant).
Both sides must meet these requirements:
- Have Gmail delegation already set up on the Google side (see Google's "Set up mail delegation in Gmail" help page).
- Have an active paid Simple Mobile CRM subscription (Basic plan or higher) on each account. Alternatively, if the Team Owner has a Professional plan or higher, all team members (including free users) can use this feature immediately.
If this requirement is not met, delegated access is disabled, and the user will be redirected to a 'delegation requires a subscription' notice.How it works at a glance
To enable this mutual sharing, two simple requirements must be met:
1. All users must be logged into Simple Mobile CRM.
2. Both the Delegator and the Delegate must enable 'Allow team members of Gmail delegates to access my SGN notes directly' in Settings to grant all team members mutual visibility of each other's notes.
3. You need to enable note permissions on the team configuration page.
Note sharing between Delegated accounts and their Delegates is now fully mutual and transparent.
- In the inbox list view: Both the delegator and all delegates will see note labels directly next to the emails. Hovering your mouse over a note label will display a preview of all notes written on that email by anyone on the team (the delegator and other delegates).
- Inside an open email: When you open a specific email, your own personal note will appear in the main Simple Gmail Notes text box. All other team notes (written by the delegator or other delegates) will be displayed alongside it in the right-hand Simple Gmail Notes sidebar.
Step-by-step setup
Step 1 — Delegator: Enable delegation in the CRM
- Sign in to the CRM Website as the delegator.
- Open Settings.
- Turn on ‘Allow team members with Gmail delegation (delegator and delegtes) to access my SGN notes directly, this rquires set up of SGN token for CRM.’
- If prompted, follow the on-screen instructions to set up your SGN token for the CRM.
Step 2 — Delegate: Enable delegated-account support
- Sign in to the CRM Website as the delegate (using the assistant's own Google account, not the delegator's).
- Open Settings.
- Turn on ‘Allow team members with Gmail delegation (delegator and delegtes) to access my SGN notes directly, this rquires set up of SGN token for CRM.’
Step 3 - How to Check Team Status
You can check the activation status of your team members on the Team Settings page.
Step 4 — Verify
Open a delegated email in Gmail. Write a quick test note (via SGN, the mobile app, or the Gmail add-on). The exact same note should appear under that email for both accounts.
Troubleshooting
Notes the assistant writes don't appear for the executive. Both toggles need to be turned on, and both accounts need an active paid subscription (or team owner has a Professional subscription or higher). Open Settings on each side and confirm.
The delegate is bounced to a "delegation requires a subscription" page. That account isn't on a paid plan. Either upgrade it, or move the delegation to an account that already has an active subscription.
Quick answers
Do both accounts need their own paid plan? Yes. The integration is a subscriber-only feature on both sides. Alternatively, if the team owner is subscribed to the Professional plan or higher, all team members gain immediate access to this feature without needing their own paid accounts.
Does Gmail delegation itself happen in Simple Mobile CRM? No. That is a Google Workspace feature. You set delegation up in Gmail; our settings just teach the CRM to recognize it.
Does this work with the SGN Chrome Extension? Yes. That is the original SGN-delegated-Gmail use case.