Agency Caregivers | Google Integration — Sign-in, Calendar & Gmail

Why we built this

Agency Caregivers is management software for caregiver and nanny agencies. Agencies use it to recruit and screen applicants, manage their caregiver roster, match caregivers to families, schedule bookings and shifts, and bill for the work.

Interviews, reference checks and family consultations are the parts of that job that live on a calendar and in an inbox. Rather than make staff re-key that work into a second system, we connect directly to the Google account they already use, so a booked interview lands on their real calendar and a recruiting email comes from their real address.

Connecting Google is entirely optional. Every feature below has a non-Google path, and an agency that connects nothing still has a fully working account.

What we access, and why

Every permission we request, the feature it powers, and what we keep afterwards.

Sign in with Google

Granted by: Anyone signing in with Google

What it does: Lets a staff member, caregiver or family sign in with their Google account instead of creating and remembering another password.
Data we access: We receive the email address and basic profile name on the Google account. We use the email address to identify the account and the name to prefill first and last name on a new profile. We do not request or use the Google profile picture.
What we store: Email address, first and last name, and the Google account identifier are stored on the user record so the same person is recognised on their next sign-in.
Permissions requested: https://www.googleapis.com/auth/userinfo.email
https://www.googleapis.com/auth/userinfo.profile

Google Calendar — interview and meeting scheduling

Granted by: Agency staff who schedule meetings

What it does: When an applicant, reference or family books time with a staff member, we read that staff member's existing calendar commitments so we only ever offer genuinely free slots, then write the confirmed meeting onto their calendar — including a Google Meet link where one is requested. Rescheduling or cancelling in either place keeps the two in step. This covers applicant interviews, reference checks, placement interviews and family consultations.
Data we access: We read the list of calendars on the account, busy/free times, and events in the windows we are offering slots for, so that existing commitments block those slots. We create, update and cancel only the meeting events that Agency Caregivers itself booked.
What we store: We do not copy calendar contents into our database. Busy times and event listings are fetched when a slot picker is rendered or a booking is synced, used, and discarded. Against each interview we keep only the identifier of the event we created, its Google Meet link, and the scheduled time — enough to update or cancel that meeting later.
Permissions requested: https://www.googleapis.com/auth/calendar.events
https://www.googleapis.com/auth/calendar.calendarlist.readonly
https://www.googleapis.com/auth/calendar.freebusy

Gmail — sending recruiting and placement mail

Granted by: Agency staff who opt in to sending from their own mailbox

What it does: Lets an agency send its recruiting and placement email through its own Google Workspace mailbox rather than a shared platform sender. Mail arrives from a real person at the agency, lands in that mailbox's Sent folder, and replies thread normally in the recipient's inbox.
Data we access: We send messages on behalf of the connected mailbox. This permission grants sending only — it gives no ability to read, search or list mail in the account.
What we store: We store the messages we composed and sent (subject, body, recipients) in the agency's own notification log so staff can see what went out, along with the Gmail message identifier.
Permissions requested: https://www.googleapis.com/auth/gmail.send

Gmail — the mini-CRM inbox (beta)

Granted by: Agencies enrolled in the mini-CRM beta program

What it does: Agencies in our mini-CRM beta connect their own mailbox so that the email conversation with a contact appears on that contact's record inside Agency Caregivers. Opening a family or a caregiver shows where the conversation actually stands — without switching to Gmail and searching for the thread — and staff can reply from the record. Recruiting and placement work runs on email, and a coordinator picking up someone else's contact needs the history to be where the contact is.
Data we access: We search the connected mailbox for messages exchanged with the specific contact whose record is open, matched on the email addresses and web domain recorded for them, and show the results. The body of a message is requested only when someone opens that message.
What we store: Message content is fetched from Gmail each time it is displayed and is never written to our database. The mailbox is readable only by staff at the agency that connected it, and is never shared with another agency.
Permissions requested: https://www.googleapis.com/auth/gmail.readonly
https://www.googleapis.com/auth/gmail.send

How we handle your data

Least privilege

Each capability is a separate connection with its own consent screen. Connecting a calendar does not grant mailbox access, and a mailbox connected only for sending is granted send-only — reading is a separate connection that has to be granted on its own.

Encrypted at rest

Google access and refresh tokens are encrypted before they are stored, and are used only to make the API calls described above.

Not used for advertising or training

Google user data is used to provide the features on this page and for nothing else. We do not sell it, use it for advertising, or use it to train generalised artificial intelligence or machine learning models.

No humans reading your data

We do not read Google user data manually, except with your explicit consent for a support request you have raised, where it is necessary for security or to comply with the law, or in aggregated and anonymised form for internal operations.

Limited Use disclosure

Agency Caregivers' use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Staying in control

Connect Google from Settings in your Agency Caregivers account. Nothing is connected by default.
Each connection shows the account it is linked to and the permissions it was granted.
Disconnect at any time from the same screen. We revoke the token with Google and delete our stored copy immediately.
You can also revoke our access directly from your Google Account's third-party access settings.

Questions about this integration? Read our Privacy Policy or get in touch — we answer every message.

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