Integration

Gmail + Upfirst integration

Automate call follow-ups and keep your team organized by connecting Upfirst’s AI answering service to Gmail via Zapier for instant notifications and responses

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Gmail + Upfirst Integration

If you’re searching for a Gmail answering service integration, you’re probably looking for ways to connect your phone answering service with your email workflow—so you never miss a lead, always follow up quickly, and keep your business organized.

With Upfirst, you actually have two ways to stay on top of calls by email:

  • Built-in notifications inside Upfirst: Set up automated email alerts right from the Notifications tab in your account. You can create rules like “only email me if it’s a lead,” and even add multiple team members to receive alerts.
  • Zapier integration with Gmail: Automate notifications, send follow-ups, and organize your inbox with flexible workflows triggered the moment a call wraps up.

What is Gmail?

Gmail is Google’s popular email platform, trusted by millions of small businesses for its reliability, security, and user-friendly features. Whether you’re a real estate agent coordinating showings, a law office managing client intake, or a property manager handling maintenance requests, Gmail keeps your communications in one organized place. Plus, with integrations like Zapier, Gmail becomes a hub for automation that can save you time and help you respond faster.

What can you do with Gmail and Upfirst’s AI answering service?

1. Get instant call notifications (no Zapier required)

  • How it works: In Upfirst, go to Notifications and set up an automated email alert. You can choose conditions like “only email me if it’s a lead,” or “send emails for urgent calls only.” Add as many recipients as you like so the right people see the right calls.
  • Why it matters: No setup outside of Upfirst. Great for small teams who just need call alerts delivered reliably by email.

2. Instantly email call summaries and transcripts to your team (Zapier option)

  • How it works: After each call, Upfirst creates a detailed summary. Zapier can automatically send that summary (including custom fields like property address, reason for call, or case type) to your Gmail inbox—or directly to different team members.
  • Why it matters: Perfect for keeping distributed teams aligned without logging into another dashboard.

3. Automatically send personalized follow-up emails to callers

  • How it works: Collect a caller’s email address and reason for calling. With Zapier, trigger a Gmail follow-up like “Thanks for contacting us!” or “We’ve logged your service request.”
  • Why it matters: Callers feel heard right away—even if the call comes in after hours.

4. Flag urgent calls for immediate attention

  • How it works: Configure your receptionist to detect urgency (e.g., caller says “emergency”). In Zapier, use filters so only those calls send Gmail alerts to your on-call staff.
  • Why it matters: Ensures priority cases rise above routine ones.

5. Organize and label call follow-ups in Gmail

  • How it works: Zapier can automatically create Gmail labels like “New Lead” or “Maintenance Request” and apply them to call notifications.
  • Why it matters: Keeps inboxes clean and makes it easy to track all call-related messages at a glance.

Gmail Actions You Can Automate with Zapier

When a call completes in Upfirst, Zapier can:

  • Send email – Instantly notify staff or send follow-ups to callers.
  • Create draft – Prepare an email draft for approval before sending.
  • Add label to email – Organize notifications with labels.
  • Create label – Add new Gmail labels for better organization.
  • Remove label – Update labels as calls progress.
  • Reply to email – Continue an existing thread with call details.

How to Connect Gmail to Upfirst

  1. Built-in option (no Zapier needed):
    • Go to Notifications in your Upfirst dashboard.
    • Choose the conditions for alerts (e.g., “only email me if it’s a lead”).
    • Add the email addresses of teammates who should receive alerts.
  2. Zapier option (for advanced workflows):
    • Log in to Zapier and create a new Zap.
    • Set Upfirst → Call Completed as the trigger.
    • Choose Gmail as the action app (e.g., “Send Email”).
    • Map caller details, summaries, or transcripts into your email template.
    • Test your Zap and turn it on.

Why This Matters

Whether you use Upfirst’s built-in notifications or advanced Zapier automations, you’ll always know when a call comes in and what it was about. That means faster follow-up, less manual work, and a smoother experience for your clients.

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