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Connect email and calendar

Connect your Gmail or Outlook mailbox, choose which calendars Hyre reads, and what happens when your mailbox disconnects.

Written by Robin Alcedo Overbosch

Connecting your mailbox connects your email and your calendar in one go. That is what brings the notetaker to your meetings, puts your mail in the Inbox and lets the AI write in your style.

Before you start

  • Your work Google or Microsoft account.

  • Microsoft 365: told that admin approval is required? Your IT admin first has to approve the Hyre AI app for your organisation (in Microsoft Entra, under Enterprise applications). This is a one-time step.

Step by step

  1. Go to Settings › Channels.

    Settings › Channels with Email Accounts, LinkedIn, Sales Navigator / Recruiter, Phone System, Offline Meetings and Calendar Sync

  2. On the Email Accounts card, click + Gmail or + Outlook.

  3. Sign in with your work account and give Hyre permission for your mail and calendar.

  4. Your mailbox now shows Connected on the card. Your calendar appears on the Calendar Sync card, marked Synced via email.

Choose which calendars Hyre reads

  1. On the Calendar Sync card, click the gear next to your mailbox.

  2. Switch each calendar on or off, and pick a colour if you like.

When a calendar is off, Hyre does not read it at all: the notetaker does not join those events either. Want to hide a calendar from view but still record its meetings? Hide it in Calendar under Calendars instead.

Good to know

  • The first import takes a while. Hyre imports the last year of your mail. Recent mail shows quickly, older mail follows. Do not reconnect your mailbox during that time, or the import may stay incomplete.

  • Your tone of voice is built from your sent mail. Read it through under Settings › Tone of voice.

  • Several mailboxes? You can connect more than one. An alias without its own login cannot be added as a separate mailbox.

  • Disconnecting: click the three dots next to your mailbox › Disconnect. Mail, calendar and the notetaker stop for that mailbox. Its messages disappear from Hyre and come back when you reconnect.

  • Mailbox disconnected without you doing anything? That happens after a password change, for example. You see a notice in Hyre and get an email. Click Reconnect and sign in again. Until you do, your calendar, the notetaker and email sync are stopped. See My mailbox is disconnected.

  • Your booking link (Meeting Scheduler) is on this page too. See Meeting scheduler: your booking link.

Watch the video

Video: Onboarding in the Hyre Academy (5 min, Dutch). It covers connecting your email and the calendar settings.

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