How to Connect Your Mailbox and Calendar in Kula

Last updated: February 17, 2026

Connecting your Mailbox and Calendar enables you to send emails, track candidate communication, and schedule interviews without conflicts. This article explains how to set up both integrations and verify that they are working correctly.

Why You Need Both Integrations

Mailbox Integration allows you to:

  • Send emails directly from Kula

  • Track candidate replies under Candidate > Conversation

  • Appear in the “From” dropdown when sending emails or offer letters

  • Automatically log email communication to candidate profiles

Calendar Integration allows you to:

  • Sync real-time availability

  • Prevent scheduling conflicts

  • Participate in interviewer pools

  • Block interviews during busy events or approved time off

  • Enable Free/Busy checks during interview scheduling

For full communication and scheduling functionality, both integrations must be connected.

Before You Begin

Ensure:

  • You have access to your official work email account

  • Your organization allows third-party OAuth integrations

  • You know your email login credentials

Connect Your Mailbox

Navigation

Go to Settings > My Settings > My Integrations > Mailbox.

Steps

  1. Click Enable or Connect Mailbox.

  2. Select your email provider:

    • Google (Gmail)

    • Microsoft (Outlook / Office 365)

  3. Sign in using your work email credentials.

  4. Grant the requested permissions.

Confirm Connection

After setup:

  • The status displays Connected.

  • Your email appears in the “From” dropdown.

  • Emails sent from Kula sync automatically.

Allow Others to Send on Your Behalf

If you want teammates to send emails from your address:

  1. Go to Settings > My Settings > My Integrations > Mailbox.

  2. Enable Allow other people to send messages on my behalf.

If you cannot see another user in the “From” dropdown, ask them to enable this setting.

Connect Your Calendar

Navigation

Go to Settings > My Settings > My Integrations > Calendar.

Steps

  1. Click Enable or Connect Calendar.

  2. Select your provider (Google or Microsoft).

  3. Sign in to your account.

  4. Grant calendar access permissions.

Confirm Connection

After setup:

  • Status displays Connected.

  • Your availability syncs automatically.

  • Interview scheduling respects your working hours.

  • Free/Busy checks prevent conflicts.

Verify Integration Status

Go to Settings > My Settings > My Integrations.

Confirm:

  • ✅ Mailbox — Connected

  • ✅ Calendar — Connected

If either shows Disconnected, reconnect immediately.

When to Reconnect Your Integrations

Reconnect your Mailbox or Calendar if:

  • You changed your email password

  • Availability is not syncing

  • You are missing from the “From” dropdown

  • Interviews are not blocking your calendar

  • Status displays Disconnected

Troubleshooting

If you experience issues:

  • Confirm you are logged into the correct email account

  • Ensure permissions were granted during setup

  • Verify your organisation allows OAuth integrations

  • Disconnect and reconnect the integration

  • Contact your IT team if permissions are restricted

FAQ

  1. Why am I not visible in the “From” dropdown?
    Your Mailbox integration is not connected.

  2. Why are interviews not blocking my calendar?
    Your Calendar integration is disconnected or permissions were not granted.

  3. Can I send emails on behalf of another user?
    Yes, if they enable Allow other people to send messages on my behalf.

  4. Why are candidate replies not appearing in Kula?
    Your Mailbox integration is disconnected.

  5. What happens if I change my email password?
    You must reconnect both your Mailbox and Calendar integrations.

  6. Can I connect a personal email account?
    Use only your official work email to ensure proper syncing and compliance.