Connect an integration

Wire up Gmail, a custom IMAP mailbox, Fireflies, or WhatsApp so Salfio can start syncing communications.

Salfio pulls data from provider integrations, including:

• Gmail — reads email headers and message bodies for mailboxes you authorize. Outbound + inbound.
• Custom IMAP — the same email sync for mailboxes that don't run on Gmail: company mail servers and hosted providers that speak IMAP.
• Fireflies — pulls meeting recordings, transcripts, and summaries.
• WhatsApp — imports the chats and groups you explicitly select for your customers.

Meeting notifications, prep briefs, and My Week's meetings come from your connected calendar. The calendar connection is personal — every member connects their own, and each user has exactly one calendar source.

• If you use the Salfio notetaker (Videocall Transcription), its calendar sync already counts as your connected calendar — nothing more to do.
• If your organization connected Google Workspace through Administrator Tools, your admin may have selected your calendar for tracking — it then shows as Managed by your workspace admin and works with nothing more to do. Connecting your own calendar is still possible and takes precedence.
• If your organization records meetings with another tool (Fireflies, Read.ai, or none at all), connect your calendar directly:

1. Open Settings → Account → Calendar.
2. Click Connect. You are redirected to Google's OAuth consent screen — Google Calendar is the supported provider today.
3. Grant the requested read-only calendar scope. Salfio reads upcoming events from your primary calendar: titles, times, meeting links, and attendees — never event bodies or attachments.
4. You are redirected back to Salfio. Upcoming meetings appear within a few minutes and stay in sync automatically.

The Connect button is always available: re-running it repairs a broken connection or switches the connected Google account. Disconnecting stops the sync and clears your upcoming synced meetings, while past meetings and conversations are kept.

1. In the app, open Settings → Integrations → Gmail.
2. Click Connect. You are redirected to Google's OAuth consent screen.
3. Grant the requested scopes. Salfio requests the minimum needed to read email headers and message contents for the authorized account.
4. You are redirected back to Salfio. The first sync starts immediately and backfills recent history; ongoing sync runs on a scheduled worker.

If your email doesn't run on Gmail — a company mail server, or a hosted provider like Aruba, OVH, IONOS, or Fastmail — connect it over IMAP.

1. Open Settings → Integrations → Add Integration → Custom IMAP.
2. Enter your server details: host (for example mail.yourcompany.com), port, and whether the server uses TLS (usually port 993) or STARTTLS (usually port 143). Plain unencrypted connections are not supported.
3. Enter the mailbox username and password, and the mailbox's email address — the username often isn't the address itself, so Salfio asks for both.
4. Optionally click Test connection to check the details without saving anything.
5. Click Connect. Salfio signs in to the server first — a wrong password or unreachable host fails right there and nothing is stored. On success the password is stored encrypted, the first sync starts on the next worker cycle, and ongoing sync continues on a schedule.

Salfio syncs the inbox and the sent folder, so both sides of your customer conversations land on the timeline. Messages are matched to customers with the same assignment criteria as Gmail.

Two things worth knowing:

• If the same mailbox address is already connected through Gmail, Salfio warns you — keeping both connected imports the same emails twice.
• If the mailbox password changes later, the integration shows as expired on the integrations page. Reconnect it with the new password; history and settings are kept.

1. Open Settings → Integrations → Fireflies.
2. Paste your Fireflies API key. (In your Fireflies dashboard: Settings → Developer → API key.)
3. Save. Salfio validates the key and begins importing conversations immediately.

Only meetings that belong to the connected Fireflies account are imported: meetings you hosted, organized, or attended. If your Fireflies key is part of a team workspace, teammates' meetings that you were not part of are skipped.

WhatsApp is connected per user: each team member links their own number, the same way you link WhatsApp Web. You can link either by scanning a QR code or by typing an eight-character code into WhatsApp.

1. Open Settings → Integrations → Add Integration → WhatsApp.
2. Read the notice: Salfio only reads messages, and only from the chats and groups you explicitly choose to import. It never sends anything from your number.
3. Continue, then on your phone open WhatsApp → Settings → Linked devices → Link a device.
4. Scan the QR code shown in Salfio. Or tap Link with phone number instead on your phone, then in Salfio choose Enter a code instead, type your number with its country code, and enter the code Salfio gives you.
5. Once your phone links, the integration shows your number as connected.

Have your phone ready before you start. Each QR code is valid for about 20 seconds; Salfio refreshes it automatically, so scan whichever code is on screen at that moment. The whole attempt lasts a couple of minutes — after that Salfio tells you what went wrong, and Retry starts a fresh attempt on the same integration.

Both methods link the same device, so switching between them mid-attempt costs you nothing. If your phone won't pick up the QR code, the phone-number route is worth trying before you retry: it skips the camera entirely. WhatsApp doesn't issue a code for every number, though — if it declines, Salfio says so and the QR code on the other tab is still live.

Connecting alone imports nothing. WhatsApp chats are personal, so Salfio only ever reads the chats and groups you explicitly select:

1. Open a customer and go to their assignment criteria.
2. On the WhatsApp card, pick the chats and groups that belong to this customer — both group chats and individual conversations work. The picker has a search box, and groups are listed separately from direct chats; you can search by name or by phone number.
3. Save. The chat's recent history imports right away, and new messages keep appearing on the customer's timeline, feeding summaries and cards.

Messages from chats you never selected are not stored. Backfill depth is limited to what WhatsApp synced to the linked device — typically the recent history of each chat, not the full archive.

If a chat is missing from the list, the picker can only offer what WhatsApp has synced to the linked device. Numbers connected recently sync about a year of history; numbers connected earlier sync about three months, so a group that has been quiet for longer may not appear — disconnecting and reconnecting the number widens the window. When the picker warns that some chats may be missing, refreshing the list often brings back the rest.

Voice notes and audio files in selected chats are transcribed automatically: what was said lands on the timeline as text, marked as a voice note, and feeds summaries and cards the same way typed messages do. Transcription works in any language. When a clip can't be transcribed (very long audio, or media WhatsApp no longer serves), the message still imports with a short marker instead of a transcript.

If your phone unlinks the device (or you disconnect in Salfio), the integration shows as disconnected and you can re-scan at any time; your selected chats and imported history are kept.

Your WhatsApp connection is yours alone, and so is your chat list — no teammate can browse the chats on your number. What teammates can see, on a customer's assignment criteria, is which of your chats and groups route to that customer: a read-only list showing each routed chat by name, so anyone on the team can verify a customer's coverage. Chats you never selected stay invisible. Only you can pick chats, change the selection, or disconnect the number.

Conversations that do get imported are normal customer activity: once a chat is selected, the messages it brings in are visible to the team like any other timeline entry. What stays private is your full chat list and the ability to change the selection, not the routing itself or the customer history it produces.

Nothing is sent back to the provider. Integrations are read-only — Salfio never sends WhatsApp messages from your number.

Create a client for the account you want Salfio to track — see Create your first client.