Gmail Add-On: Features and Usage

The Levitate add-on for Gmail shows your Levitate contacts in the side panel while you read and write email. This article covers what you can do once the add-on is installed and you're signed in. For installation steps, see Gmail Add-On: Overview + Installation Steps.

People on This Email

Open an email and select the Levitate L icon in the side panel. The add-on looks up the sender and everyone in the To, Cc, and Bcc fields and matches them to Levitate contacts by email address.

• One person on the email — the add-on goes straight to them: their contact profile if they're in Levitate, or the Contact Details form if they're not.
• More than one person — a People list shows everyone on the email with their photo and name. People who aren't in Levitate yet are listed below the others with Add to Levitate under their name. Select anyone in the list to open their profile or add them.

At the bottom of the People list, Save this Email as a Note saves the email to the sender and the people in the To and Cc fields in one step. See Save an Email as a Note.

If you open the add-on without an email selected, it shows Get started by opening an email or conversation.

Adding a Contact

When someone on the email isn't in Levitate, the Contact Details form lets you add them without leaving Gmail.

1. Select the person in the People list (or open an email where they're the only person).
2. Their email address is filled in from the email. Enter or confirm their First Name and Last Name, and optionally a Title.
3. Select Add Contact. The contact is created in Levitate and the add-on returns to the email with them matched.

Contact Profile

A contact's profile in the add-on shows their photo, name, and title, followed by sections you can update in place. Changes save to the contact in Levitate right away.

In Gmail on the web, Open in Levitate opens the contact's full profile in the Levitate web app.

Keep In Touch

Use Set a reminder to keep in touch to choose how often Levitate reminds you to reach out to this contact: Every month, Every 3 months, Every 6 months, or Every year. Choose No schedule to remove the reminder.

Automations in Progress

If the contact has automations running, an Automations in progress section lists each one by name. This section only appears when at least one automation is running.

Tags

The Tags section lists the tags on the contact. To add tags:

1. Select Add tag.
2. Check any of the popular tags shown under Select a popular tag below, or type a tag under Or add one you don't see — matching tags from your account are suggested as you type.
3. Select save.

There's no option to remove a tag in the add-on. To remove a tag, select Open in Levitate and edit the contact in the web app.

The Unsubscribe this contact from my group emails checkbox adds the Unsubscribe tag to the contact, which keeps them out of your group emails. Uncheck it to remove the tag.

Tag-Triggered Automations

If a tag you add is set up to trigger an automation, a Start Automation screen appears after you save. It shows the tag and the automation it can start — select Start automation to start it for the contact. If several of the tags you added have automations, check the ones you want and select Start automation(s).

Note: The tags are saved whether or not you start the automation. To skip it, use the back arrow at the top of the panel.

Key Facts

The Key Facts section shows the facts recorded for the contact — the first three are shown, with Show more for the rest. Select Add Key Fact, type the fact, and select save to add one.

Key facts can be added but not edited or deleted from the add-on. Use Open in Levitate to change existing key facts.

Recent Notes

The Recent Notes section shows the contact's three most recent notes, each with its date, the first part of the note, and how many attachments it has. Select a note to see the full text, who created it, and any action items on it with their status (Completed or Incomplete). Select Open in Levitate from there to edit the note in the web app.

To write a new note, select Add note:

• In Gmail on the web, the Levitate note editor opens in a new window. Write and save the note there; the add-on refreshes when you close the window.
• In the Gmail mobile app, a note form opens in the panel. Type the note, use the Make note public switch to choose whether it's visible to all employees, and select Save.

Save an Email as a Note

You can save the email you're reading as a note in Levitate. The note includes the email body, its inline images, and its file attachments.

• To one contact — on the contact's profile, select Save this email as a note in the Recent Notes section (Save as a note in the Gmail mobile app). The note is saved to that contact with your default note visibility.
• To everyone on the email — at the bottom of the People list, select Save this Email as a Note. One note is saved and linked to the sender and the people in the To and Cc fields. People in the Bcc field are not included.

Tracking an Email

When you write a new email or reply in Gmail on the web, you can track it with Levitate. A tracked email is saved as a note on each recipient who is already a contact in Levitate, and Levitate tracks when the recipient opens it. Recipients who aren't in Levitate yet don't get a note — add them first if you want the email on their profile.

1. In the compose window, select the Levitate icon in the toolbar at the bottom of the window to open the Levitate compose panel.
2. Select Track with Levitate so the box is checked.
3. Under Advanced Settings, choose the note's Visibility: only me or all employees. It starts at your default note visibility.
4. Optionally check Remind me to follow up, then choose how long to wait under Remind me to follow up if there's no reply in: 1, 2, 3, or 7 days (7 is the default). Choose Don't remind me to turn the reminder off.
5. Select Apply to email.

If you set a follow-up reminder and the recipient hasn't emailed you back when that time is up, Levitate adds a follow-up task to your action items, due the next business day. Levitate checks for a reply through the email account you've connected to Levitate, so the reminder depends on that connection.

Applying the settings adds a Levitate tracking address to the email's Bcc field and an invisible tracking image to the end of the email body. Leave both in place and send the email as usual.

Note: Tracking only takes effect after you select Apply to email. Checking Track with Levitate on its own does not track the email.

To change the tracking settings after applying them, remove the Levitate address from the Bcc field first — the panel shows a Remove Bcc Email message with an example of the address to remove. Once it's removed, the panel shows the tracking options again.

Signing Out

Open the add-on's menu (the three-dot icon at the top of the panel) and select Log out of Levitate. The add-on returns to the sign-in screen.

FAQs

Q: Someone on the email is in Levitate, but the add-on shows "Add to Levitate." Why?

A: The add-on matches people by email address. If the address on the email isn't one of the addresses on the contact in Levitate (for example, a personal address instead of a work address), there's no match. Add the address to the contact in Levitate, then reopen the email.

Q: Can I edit a contact's name, email, or custom fields from the Gmail add-on?

A: No. The Gmail add-on supports keep in touch reminders, tags, key facts, and notes. Select Open in Levitate to edit other contact details in the web app.

Q: Are AI features, such as Generate Replies and Ask Lev, available in the Gmail add-on?

A: No. AI features are available in the Outlook Plugin and the Levitate web app.

Q: Does the add-on track emails I send without opening the Levitate panel?

A: No. An email is only tracked when you open the Levitate compose panel, check Track with Levitate, and select Apply to email before sending.