Poppy with your inbox and calendar
Does Poppy read my Gmail? What Poppy and Delegated can do with connected mailboxes and the team calendar, what needs your approval, and how the data is protected.
Poppy and Delegated can work with the mailboxes you connected in Inbox and with the team Calendar. This guide answers what they read, what they can change, and what they never do on their own.
Does Poppy read my Gmail?
Only when you ask for something that needs it, and only in mailboxes your workspace connected:
- Connected mailboxes only. Poppy can search and read the Gmail, Outlook or IMAP mailboxes connected in Inbox. It has no access to a mailbox you did not connect.
- On request. Poppy searches mail when your message calls for it ("find the email from the brand about the Q4 brief"), with a targeted search, and then reads that thread. It does not scan your inbox in the background.
- Your permissions apply. A member without Inbox access in the workspace can't use Poppy to read it.
- OpenAI only. Email, calendar and Google data are processed only by OpenAI, never by another AI provider (see AI settings and sensitive data). If OpenAI is unavailable, Poppy says so and does not read mail.
What Poppy can do
| Task | How |
|---|---|
| List connected mailboxes | Read |
| Search email across mailboxes, read a thread | Read |
| Draft an email or a reply (Gmail, Outlook) | Approval card: you approve, edit or cancel |
| Send an email or a reply | Approval card |
| See the team calendar (your events, routines, kanban due dates, link expirations, Delegated dates and the connected Google Calendar) | Read |
| Create, change or delete an event, with attendees and a Google Meet or Zoom link | Approval card |
Nothing is sent, saved as a draft or put on your calendar until you approve the card. IMAP mailboxes have no drafts: Poppy can send from them, with approval, but not save drafts. Events created in the team calendar are pushed to the connected Google Calendar when one is connected and usable.
Delegated requests
In Delegated Workspace, a request can include steps such as Send an email or Create a calendar event. You can attach an email or an event to a request with /email and /event. Recipients and the sending mailbox must come from your connected mailboxes and the request; the step runs only after the plan is approved, and a scheduled send waits for its time.
Connect a mailbox or calendar
- Mail: Inbox → connect Gmail or Outlook, or another provider over IMAP/SMTP. See Inbox overview.
- Calendar: connect Google Calendar (and Meet or Zoom) in Integrations. See Calendar overview.
Disconnecting a mailbox or calendar removes Poppy's access to it at once.
Troubleshooting
| Symptom | Likely cause | What to try |
|---|---|---|
| Poppy says email or calendar isn't available | OpenAI could not be reached, or no OpenAI key is configured | Check Settings → AI → Sensitive data; contact support |
| Poppy can't find a mailbox | It isn't connected, or the connection expired | Reconnect it in Inbox |
| A draft wasn't saved | The mailbox is IMAP (no drafts) | Send instead, or use a Gmail/Outlook mailbox |
| An event isn't in Google Calendar | No usable Google Calendar connection | Reconnect Google Calendar in Integrations |