Sending Scheduling Notifications from a Corporate Gmail Account

Use the Corporate Mailbox feature to send OnceHub notifications from your company’s corporate Google Workspace (Gmail) account instead of the default mailer@oncehub.com. This brands your email communications, providing a more professional experience for your guests and users.

Note

Depending on your plan type, you may need to purchase the Security and Compliance Add-On to make use of this feature.

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Impact of Enabling the Corporate Mailbox Feature for Your Account

Once connected via OAuth 2.0, all scheduling notifications sent to Guests and Hosts will originate from the designated corporate email account.

Caution

User-level email connections override account-level Corporate Mailbox routing. If individual users on your account have enabled personal email integrations, notifications for their bookings will be sent from their personal addresses rather than the Corporate Mailbox.

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How to Set Up Corporate Mailbox

Follow these steps to connect your corporate Gmail account to OnceHub using secure OAuth 2.0:

1. Accessing the Corporate Mailbox Settings

1. Click the gear icon located in the top-right corner of the page.
2. Select Account Integrations from the dropdown menu.
3. Filter for the Corporate Mailbox tab.
4. Click on the Gmail tile.
5. Click Connect to begin setup.

2. Authorizing via OAuth 2.0

1. Check for conflicts: If Gmail or Outlook user integrations are toggled on under Account Permissions > User Integrations, a warning modal will appear:
   • Account Owners: Click Manage user integrations to turn off user-level routing, or click Connect anyway to proceed.
   • Admins: Click Cancel or Connect anyway.
2. Sign in and authorize:
   • In the Google sign-in window, choose or log in with your Google Workspace corporate email account.
   • Accept the required email sending permissions.
3. Connection confirmed: Once redirected back to OnceHub, your corporate Gmail account will show as connected.

Caution

If an active connection encounters an issue, notifications will temporarily route from mailer@oncehub.com to prevent lost notifications. An alert email will be sent to Admins once every 24 hours until reconnected.

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Migrating from SMTP to OAuth

Why Switch to OAuth?

OAuth provides a more secure and reliable connection for your email integration compared to legacy basic authentication. By switching to OAuth, you benefit from:

• Enhanced security: Protects your email account using modern token-based authentication instead of storing account passwords and aligns with the latest Google Workspace security standards.
• Improved reliability and deliverability: Minimizes connection drops and email delivery failures caused by password updates or basic authentication blocks.

How to Migrate to OAuth

To switch from your SMTP connection and use OAuth:

1. Disconnect your current SMTP connection.
2. Click Connect and re-authenticate your email account using OAuth.

Caution

Disconnecting an existing SMTP setup permanently disables legacy basic authentication. Once disconnected, you must reconnect using OAuth. If your organization specifically requires an SMTP setup, use the Custom SMTP Server integration instead.

Managing Existing SMTP Connections

If you currently use an existing SMTP connection, your integration will continue to work without interruption:

• No immediate action required: You can remain on your current SMTP setup as long as you need.
• Credential updates: If your connection enters an error state (for example, due to a password change), you can update your credentials and continue using your SMTP setup.

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Alternative: Email From Meeting Host Mailbox

Alternatively, hosts can configure OnceHub to send email notifications from their personal mailboxes. This setting is managed individually for each host. For instructions on setting this up, refer to Connect OnceHub to Your Google Workspace.