Gmail CRM extension checklist: what to evaluate

Who this checklist is for

1) Workflow fit (the most important factor)

• Does it live in Gmail, or does it push you to a separate dashboard?
• Can you capture next steps from a real thread in seconds?
• Does the pipeline match how you actually work, or is it rigid?
• Can you keep it lightweight without heavy setup?

2) Pipelines and tasks (your follow-up system)

• Can you create pipelines with simple stages?
• Can you tie tasks to contacts?
• Can you review what is stalled without scanning your inbox?

3) AI and safety (if the tool includes an assistant)

• Is it human-in-the-loop (review and confirmation), or does it act unsupervised?
• Can you control permissions and revoke access?
• Does it help with drafts and next steps without over-claiming?

4) Privacy and permissions

• Are permissions clearly explained in plain language?
• Is there a privacy policy that explains data handling and retention?
• Can you use the tool without granting unnecessary access?

5) Performance and reliability

• Does it feel fast inside Gmail, or does it slow down your inbox?
• Does it work consistently across your common workflows?
• Does it degrade gracefully if something fails?

6) Support and product maturity

• Is there a clear way to contact support?
• Are docs and FAQs easy to find and specific?
• Are feature claims aligned with what is actually shipped?

Copy-paste evaluation template

- Workflow: thread -> contact -> stage -> next step (yes/no)
- Pipelines: simple stages, easy to maintain (yes/no)
- Tasks: tied to deals/contacts, usable daily (yes/no)
- AI: human-in-the-loop confirmation (yes/no)
- Privacy: clear permissions + policy (yes/no)
- Speed: does not slow Gmail (yes/no)
- Support: easy to contact, clear docs (yes/no)