Google Calendar Integration

Connect your Google Calendar to LeadMachine to see all your meetings, track which attendees are leads, and create new leads directly from meeting participants. Get AI-powered meeting prep from Ledo before every call.

Getting Started

Connecting Your Calendar

From the Dashboard:

1. Click Google Calendar in the Integrations card on your dashboard
2. Scroll to Calendar Settings in your profile
3. Click Connect Google Calendar
4. Sign in with your Google account and grant permissions

From My Meetings:

1. Go to My Meetings from the sidebar (calendar icon)
2. Click Connect Google Calendar
3. Sign in with your Google account
4. Grant LeadMachine permission to read your calendar events

LeadMachine only requests read access to your calendar - we never modify or create events.

What Gets Synced

Once connected, LeadMachine automatically syncs:

• All calendar events from the past 30 days
• All upcoming events for the next 90 days
• Meeting titles, times, locations
• Attendee email addresses
• Google Meet links
• Attached Google Drive files

My Meetings Page

The My Meetings page shows all your calendar events organized into:

Upcoming Meetings

• Sorted by date (soonest first)
• Shows "Today" and "Tomorrow" labels
• Displays attendee count and linked leads
• Quick access to join Google Meet links

Past Meetings

• Sorted by date (most recent first)
• Shows which attendees became leads
• Access meeting recordings (if available)

Dashboard Integration

Upcoming Meetings Widget

Your dashboard shows a "Meetings" card with your next 3 upcoming meetings:

• Meeting title and time
• Linked lead name (if any)
• Quick link to view full meeting details

Click any meeting to expand details or go to My Meetings for the full list.

Auto-Linking Leads

LeadMachine automatically links meetings to leads when attendee emails match:

• When you sync your calendar, attendee emails are matched against your leads
• If a match is found, the meeting is automatically linked to that lead
• Linked meetings appear on the lead's detail page under "Meetings"
• You can manually change the linked lead using the Change button

This means you don't need to manually link leads to meetings - if someone is already a lead and they're on a meeting invite, LeadMachine connects them automatically.

Ledo Meeting Prep

Get AI-powered meeting preparation with context about your leads, suggested discussion points, and action items.

Generating Meeting Prep

1. Expand any meeting accordion
2. Click the Meeting Prep button (or View Prep if previously generated)
3. Ledo analyzes the meeting and attendees to create a prep summary

What Ledo Provides

• Quick Overview - One-sentence summary of who you're meeting with and the purpose
• Key People - For each lead attendee:

• Discussion Points - 2-3 suggested topics based on lead history and pipeline status
• Prep Actions - Quick things to do before the meeting (review notes, prepare questions)
• Add to Leads - Recommendations for attendees not yet in your system

Creating Tasks from Prep

Click + Task next to any prep action to create a follow-up task. Tasks are automatically linked to the meeting's lead for easy tracking.

Saved Prep Notes

Meeting prep is automatically saved and can be viewed anytime. A note is also added to each lead's record linking to the meeting prep. Click Refresh to regenerate with the latest lead data.

Meeting Notes

Add your own notes to any calendar meeting to track discussion points, action items, or important details.

Adding a Note

1. Expand any meeting accordion on the My Meetings page
2. In the Notes section, type your note in the text field
3. Click the + button to save

Your note will display with your name, avatar, and timestamp.

Editing Notes

1. Click the Edit button (pencil icon) on any note you created
2. The Edit Note modal opens with your original text
3. Make your changes and click Save Changes

Deleting Notes

1. Click the Delete button (trash icon) on any note you created
2. Confirm the deletion when prompted

Note: You can only edit or delete notes that you created.

Notes vs. Meeting Prep

• Meeting Notes are your personal notes about a meeting - what was discussed, action items, key takeaways
• Meeting Prep is AI-generated briefing material to help you prepare before a meeting

Both are saved and can be viewed anytime by expanding the meeting accordion.

Gemini Meeting Notes

If you use Google Meet with Gemini enabled, LeadMachine can automatically import the AI-generated meeting summaries, action items, and key decisions that Gemini creates.

What Are Gemini Notes?

When you have a Google Meet with Gemini enabled, Google automatically creates a meeting summary document that includes:

• Summary - A concise overview of what was discussed
• Key Decisions - Important decisions made during the meeting
• Action Items - Tasks and follow-ups with assignee names and due dates
• Participants - Who attended the meeting
• Transcript - Full meeting transcript (if enabled)

These notes are saved as Google Docs and attached to your calendar event.

Enabling Gemini Notes

To access Gemini meeting notes, you need to grant LeadMachine permission to read your Google Drive:

1. Go to Profile Settings > Calendar Settings
2. If you see "Enable AI Notes", click to reconnect your calendar
3. When prompted by Google, grant the additional Drive access
4. Your past meetings with Gemini notes will now show the "Gemini Notes" button

New users: When you first connect your calendar, Drive access is included automatically.

Viewing Gemini Notes

For past meetings that have Gemini notes available:

1. Expand the meeting accordion on the My Meetings page
2. Click the green Gemini Notes button
3. The notes section expands to show:

Auto-Created Tasks

When LeadMachine imports Gemini meeting notes, action items are automatically converted to tasks:

• Tasks are created for each "Next Step" identified by Gemini
• If Gemini identified an assignee (like "John to review the proposal"), the task is assigned to that team member if they're in your company
• Due dates mentioned in action items are automatically set
• Tasks are linked to the lead associated with the meeting
• You'll receive a notification telling you how many tasks were created

View these tasks on the Tasks page or from the meeting's Gemini Notes section.

How Ledo Uses Gemini Notes

Gemini meeting notes are automatically included in Ledo's context, so when you:

• Chat with Ledo about a lead, Ledo knows what was discussed in past meetings
• Generate meeting prep, Ledo references past meeting summaries and action items
• View AI summaries for leads, the summary incorporates meeting history
• Ask about follow-ups, Ledo can remind you of pending action items from meetings

This gives Ledo a much richer understanding of your relationship with each lead.

Troubleshooting Gemini Notes

"Enable AI Notes" button showing?

• Click to reconnect your calendar with Drive access
• This is needed because Gemini saves notes to Google Drive

"Gemini Notes" button not appearing on a meeting?

• Gemini notes are only available for past meetings
• The meeting must have been on Google Meet with Gemini enabled
• Some meetings may not have notes if Gemini wasn't used

Notes not loading?

• Check that the Gemini notes document wasn't deleted from Drive
• You must have access to the document (shared notes may have restrictions)

Working with Attendees

Identifying Leads

• Green badge: Already a lead in your system
• Blue badge: A team member from your company
• + New / Link buttons: Unknown contact - create a new lead or link to existing

Creating Leads from Meetings

1. Expand any meeting accordion
2. Find an attendee who isn't yet a lead
3. Click + New to create a new lead, or Link to connect to an existing lead
4. Fill in their name (email is auto-populated)
5. Click Create Lead

The new lead automatically gets:

• A note referencing the meeting
• The meeting link attached
• Source set to "Meeting: [Meeting Title]"

Lead Details Integration

On any lead's detail page, you'll see a Meetings card showing:

• The next upcoming meeting with that lead
• Their 3 most recent past meetings
• Quick links to join or view meeting details

Meetings are matched by the lead's email address(es).

Syncing

Manual Sync

Auto Sync

• Every time you visit the My Meetings page
• When you log in (if calendar is connected)

Last Sync Info

Settings

Disconnect Calendar

1. Go to Profile Settings
2. Scroll to Calendar Settings
3. Click Disconnect Google Calendar

This removes the connection but preserves any leads you created from meeting attendees.

Reconnect

1. Disconnect (if currently connected)
2. Connect again and re-authorize

Privacy & Security

• LeadMachine only accesses your calendar with read-only permissions
• Calendar data is stored securely and only accessible to you
• Attendee emails are matched against your company's leads only
• We never share calendar data with third parties

Troubleshooting

Events Not Showing

• Click Sync to refresh
• Check that your Google account has calendar events
• Try disconnecting and reconnecting

Attendees Not Matching to Leads

• Ensure the lead has the attendee's email address saved
• Email matching is case-insensitive
• Check that the lead is not archived

Meeting Links Not Working

• Links open in a new tab
• Ensure you're signed into the correct Google account
• Check that the meeting hasn't expired