Google integration

Effective date: October 9, 2026

Lead Desk (shown on Google's screens as IBI CRM) lets a partner advisor connect their own Google account to their Lead Desk account. Lead Desk is operated by immigration by investment (DBA) - Immigration Diligence LLC ("IBI").

The integration has two parts. Each one works only with its own access.

Google Meet transcripts. Say you hold a consultation with a lead in Google Meet and turn on transcripts in the call. Lead Desk then:

1. finds that call under your Google account,
2. reads its transcript and attaches it to the consultation on the lead,
3. produces an AI review of the call.

The review covers where the lead stands, their objections, the agreed next steps and how the consultation went. You see it on the lead's page while the lead is assigned to you. IBI administrators see it too.

Google Calendar. Consultations you organize on your primary Google calendar, with one of your leads as a guest, appear on that lead and mark it Booked.

What the integration does not do:

• It never downloads recordings, audio, video or files from Google Drive. It reads the transcript through the Google Meet API.
• It never reads the titles or descriptions of your calendar events, and it stores nothing from events that don't involve one of your leads.
• It never creates, changes or deletes events, meetings or settings in your Google account. All the access it requests is read-only.
• It never joins your meetings and adds no bot or participant.
• It imports no transcript until you confirm that the people on your consultations know about the transcript and the AI review.

Prerequisites

• An active Lead Desk advisor account. The Google integration is switched off by default. IBI must have switched it on for you, and IBI may switch it on for only some advisors. If you don't see Google Meet & Calendar on your Integrations page, contact support. IBI administrators switch the integration on; they don't connect a Google account themselves.
• For Meet transcripts, a Google Workspace edition that creates them. As the card says: "Meet creates transcripts on Google Workspace Business Standard or higher, or Workspace Individual." If you connect a personal Google account, the card says "Personal Google account — transcripts need Workspace Individual."
• You organize the call from the Google account you connect. Lead Desk can find only Google Meet calls created by that account. A call on someone else's link, for example one the lead sent you, isn't found. Upload its transcript on the lead instead.
• Transcripts turned on in the call. Without a transcript in Google Meet, there is nothing to import.
• Consultations in English. The AI review is designed for consultations held in English.
• One Google account per advisor. You can connect one Google account, and a Google account can be connected to only one Lead Desk user at a time.
• Company-managed Google accounts: your Google Workspace administrator may restrict apps' access to Meet or Calendar. Lead Desk then can't read them.

Connect Google

1. Sign in at https://ibicrm.com.
2. Open Integrations from the menu. Under Meetings & transcripts, find the Google Meet & Calendar card.
3. Click Connect Google. A dialog opens: Before you connect Google. It explains what Lead Desk reads, what it stores, the AI review, who sees it, alerts, how long it is kept and what happens when you disconnect. Read it, then click Agree and connect. (Cancel closes it, and nothing is connected.)
   • Lead Desk records that you agreed, and to which version, and then takes you to Google.
   • You see this dialog every time before Google's consent screen: when you connect, reconnect or grant access.
4. On Google's screens, choose your Google account and review the access IBI CRM asks for (listed below).
   • While Google's verification of the app is still pending, Google first shows a screen saying it hasn't verified the app. To continue, use the screen's option to go on to the app (usually under Advanced). If you'd rather not, go back. Nothing is connected.
   • You can allow only some access. Google lists Meet access and Calendar access separately, and you can untick either. Without Meet access, transcripts can't be imported. Without Calendar access, consultations on your calendar aren't added. You can grant the missing access later (step 6).
5. You return to Lead Desk. The card shows ✓ Connected, followed by your Google email address. If not, the card says what happened. For example:
   • "Google is connected, but not every access was allowed — grant what's missing in the list below."
   • "Access wasn't allowed in Google — nothing was connected."
   • "This Google account is already connected by another Lead Desk user."
   • "The connection attempt expired — connect again."
6. Check the list on the card:
   • Google account, with your email, and either Workspace with your domain, or "Personal Google account — transcripts need Workspace Individual."
   • Google Meet access granted, or Google Meet access not granted with Grant access.
   • Google Calendar access granted, with when it last synced, or Google Calendar access not granted with Grant access.
   • Google Meet access refused or Google Calendar access refused: Google turned Lead Desk away at the last check, for example because a Workspace administrator restricts apps' access. Lead Desk tries again automatically, and Grant access lets you allow it again.
   • Grant access opens the same dialog, then takes you back to Google to add the missing access. What you allowed before stays.
7. Turn on importing. Click I confirm — import transcripts. By clicking it, you confirm that everyone on your consultations is told the meeting is transcribed, and agrees to the transcript and its AI analysis.
   • Nothing is imported until you confirm.
   • Only consultations that start after you confirm are imported. Earlier ones are not.
   • You can stop importing at any time with Turn off. If you turn it on again later, only consultations that start after the new confirmation are imported.
   • Your calendar syncs without this confirmation, as soon as Calendar access is granted.

Access Lead Desk requests

Lead Desk doesn't ask for access to Google Drive, Google Docs or Gmail, or to change your Meet settings.

Use the integration

Your responsibilities

You and your advisor firm are responsible for your own consultations, and the leads assigned to you belong to your firm. In particular:

• Before you turn on transcripts, tell everyone on the call that the meeting will be transcribed and reviewed with AI, and get their agreement.
• Follow the recording and privacy laws that apply to you and to everyone on the call. Some places, such as California, require the agreement of every person on the call.
• If anyone doesn't agree, don't turn on transcripts for that meeting. Without a transcript, nothing is imported. If a transcript still reaches Lead Desk, remove it (see Remove a single transcript).

Before the consultation

1. Put the consultation on the lead in Lead Desk, with its Google Meet link. Either:
   • with Calendar access, create the event in your Google Calendar with the lead's email as a guest and Google Meet as the video call. Lead Desk adds it to the lead (see Consultations from your Google Calendar);
   • book it through Calendly with a Google Meet location; or
   • on the lead's Consultation card, click Mark booked and paste the Meet link (for example https://meet.google.com/abc-defg-hij) into Meeting link.
2. Create the call from your connected Google account. Lead Desk reads the meeting code from the link and finds the call by it later, under your account only. A consultation without a Meet link can't receive a Meet transcript.
3. Tell everyone on the call that it will be transcribed and reviewed with AI, and get their agreement (see Your responsibilities).

During the consultation

Join as the organizer, from your connected Google account, and turn on Transcripts in the call.

After the consultation

1. Google prepares the transcript after the call ends. How long this takes depends on Google.
2. Lead Desk looks for the call from about 10 minutes after the consultation's booked end, then again at growing intervals, until it finds the transcript or it is clear there is none, and at the latest until 30 days after the consultation started. It uses the call only if all of these are true:
   • the call was organized by your connected Google account
   • importing is on, and the consultation started after you confirmed
   • Google has finished the transcript
   • your Lead Desk account is active, IBI has Google switched on for you, and the card doesn't say Needs reconnecting
3. Lead Desk matches the call to the consultation. See How a call is matched below.
4. Lead Desk reads the transcript and the participants' names. If people left and rejoined, or transcription was started more than once, the parts are joined into one transcript, in time order.
5. The consultation is marked as held, if it was still marked as booked and its start time has passed.
6. The transcript and review appear on the lead. The Consultation review shows "From Google Meet" and the time it arrived. The review usually takes a minute or two. It includes:
   • readiness score, interest, mood and call-quality score
   • the outcome and a summary
   • next steps
   • objections
   • red flags
   • how the call went
   • key moments
7. Read the transcript. Click Show transcript to read the full text.
8. Alerts. You get an alert in Lead Desk, and also in Telegram or browser notifications if you have turned those on. IBI's team gets it too. Alerts show the lead's name, the readiness score and a short label. They never contain the transcript text.

Transcript status on the lead page

The lead's Consultation card shows, under a Google Meet consultation, where its transcript stands. You see it while the lead is assigned to you, and IBI administrators see it too. It appears after the consultation's booked end, while your Google connection works, importing is on and the consultation started after you confirmed. "From Google Meet" stays in any case.

• Looking for the Meet call… — Lead Desk hasn't found the call yet and is still looking.
• Transcript processing… — Lead Desk found the call, but the call is still going on or Google hasn't finished the transcript.
• From Google Meet — the transcript was imported.
• Not found under your Google email — no call with this meeting code, organized by your connected account, was found within 48 hours after the consultation's end. Usually the call was created by another account.
• Held, no transcript — the call took place, but without a transcript (or Google didn't finish one within the 30 days).
• Held — Meet transcript too short or too long to review — Google made a transcript, but it can't be reviewed. An upload has the same limits.

While Lead Desk is still looking, the upload hint says: "Its Google Meet transcript is on the way — or add it yourself, and the AI reviews how the consultation went."

If three consultations end up held without a transcript and nothing has been imported yet, the Google card shows a warning: "Google Meet isn't creating transcripts". Check your Workspace edition, and turn on Transcripts in the call.

How a call is matched

For a consultation, Lead Desk uses only the call records with its meeting code from 30 minutes before its start to 30 minutes after its booked end. Google lists only calls organized by your connected account. Among them:

• A record belongs to the consultation when it started within 30 minutes of the consultation's start, and this is the nearest of your consultations booked with that meeting code. If two are equally close, none is chosen.
• Rejoins: a record that starts later in the booked time, no more than 10 minutes after the matched part of the call ended, joins the same transcript. This doesn't happen if another of your consultations could be that call.

So if you reuse one Meet link for several consultations, each call goes to the consultation nearest its start.

Consultations set to Zoom, Microsoft Teams, phone or another meeting link never receive a Google Meet transcript.

The chosen consultation must also be able to take the transcript. All of these must be true:

• its lead is currently assigned to you
• it is booked or held, not canceled or marked as a no-show
• you haven't uploaded a transcript for it by hand
• no other transcript has been imported for it already (each consultation takes one, the first)
• it is not older than the retention period (see How Lead Desk handles Google data)

If the chosen consultation can't take the transcript, the transcript is not imported anywhere. Lead Desk never moves it to a different consultation.

When there is no match, nothing else is read. Lead Desk doesn't guess. To get a review, download the transcript from Google and upload it on the lead (see Meetings Lead Desk can't find).

Other notes:

• A transcript you uploaded by hand is never replaced by a Google Meet import.
• While IBI has Consultation analysis switched on, Replace transcript on the review lets you swap a Meet transcript for your own file. The old review is deleted, and its alert loses its readiness score, label and mood. The new review sends its own alert. From then on the consultation counts as uploaded by hand. Lead Desk keeps the call's Meet ID, so that the call is not imported again. The ID is deleted when your Google connection closes or when the retention period ends.
• A Meet transcript you removed or replaced is not imported again, even if you later remove your upload. See Remove a single transcript.

Consultations from your Google Calendar

With Calendar access, Lead Desk reads your primary calendar:

• Only events you organize. Events you are only invited to are skipped, and so are all-day events, events that are not meetings (such as out of office or focus time) and events without guests.
• Only your leads. A guest's email address is compared with the emails of the leads assigned to you now. Your own address, rooms and guests who declined are left out. If a guest is one of your leads, the event becomes a consultation on that lead, and the lead is marked Booked. Like any booking, this stops the AI assistant's calls to that lead.
• Nothing else is stored. An event that matches none of your leads is stored nowhere.
• Where the call is held. A Google Meet event becomes a Google Meet consultation with its meeting code, so its transcript can be imported. An event with a Zoom or Microsoft Teams link becomes a Zoom or Teams consultation.
• What is stored: the time and time zone, the call link and meeting code, the lead's email, Google's ID for the event, when the event last changed, and whether it repeats. Never the title, the description or the other guests.
• What it covers. When you connect, and once a day, Lead Desk goes through your calendar from yesterday to 60 days ahead. In between, Google notifies Lead Desk of changes, and Lead Desk also checks every 3 hours. Events more than a year ahead aren't added until they come closer. The card shows when it last synced: "changes arrive as they happen", or "checked every 15 minutes" while Google's notifications aren't working.
• Changes follow. When the event is moved, a booked consultation moves with it. When the event is deleted, the lead declines it, or the lead is removed from its guests, a booked consultation is canceled. If the event is restored, or the lead is a guest again, the consultation is booked again. A consultation already marked held keeps its time.
• One call, one consultation. If the same call also comes through Calendly, Calendly's booking is the consultation, and the calendar's copy isn't added (or is canceled if it came first), also after Calendly's booking is canceled. If Calendly's booking has no meeting code yet, it takes the event's code (and its call link, if it has none). A consultation you marked booked by hand on that lead, within 10 minutes of the event's time, is replaced by the one from your calendar.
• Alerts. When a consultation from your calendar is booked, moved or canceled, you and IBI's team get a short alert with the lead's name, the time and the platform. What was already on your calendar when you connected is added without alerts.
• Canceling. Lead Desk can't change your calendar. While your calendar syncs, the lead page says "Moves happen in Google Calendar", and you cancel by deleting the event in Google Calendar. If a consultation isn't syncing (for example after you disconnect or switch to another Google account, while Google refuses access to your calendar, or after its event becomes all-day or is no longer organized by you), the lead page says "Google Calendar isn't syncing — changes there don't reach Lead Desk", and Cancel works in Lead Desk. Then delete the event in Google too.

Who can see transcripts and reviews

• You, while the lead is assigned to you, and IBI administrators. Other advisors never see them.
• After reassignment: if the lead is reassigned to another advisor, you no longer see the lead. The new advisor sees only the consultation's date, status and platform, not its link, transcript or review. A consultation from your calendar stays yours and keeps following your calendar. Alerts about it then go only to IBI's team.
• Hidden transcripts: an IBI administrator can hide the transcript text from you. You still see the review, without verbatim quotes.
• Your connection: IBI administrators can see the status of your Google connection and the Google email it uses.

Run the review again

If a review failed or didn't arrive, the Consultation review shows an error with Run the review again. Click it to run the AI review on the same transcript. A finished review can't be re-run. To redo it, replace the transcript (this needs Consultation analysis switched on).

Remove a single transcript

While the lead is assigned to you, open the lead's Consultation card:

1. Click Remove, then Confirm: remove transcript and review.
2. The transcript and its review are deleted at once. Alerts about that review lose their readiness score, label and mood. The consultation itself (date and status) stays on the lead.
3. Lead Desk keeps only the call's Meet ID on the consultation, so that the same call is not imported again. The ID is deleted when your Google connection closes (Disconnect, or switching to another Google account) or when the retention period ends. Uploading a transcript does not remove it.
4. To have the consultation reviewed later, upload the transcript by hand. The same call is not imported again, even if you later remove that upload.

Meetings Lead Desk can't find

If a consultation's call wasn't organized by your connected Google account, or wasn't held in Google Meet, you can still have it reviewed, provided IBI has switched on Consultation analysis:

1. On the lead's Consultation card, mark the consultation as Held.
2. Click Upload transcript and choose a VTT, SRT or TXT file of up to 2 MB.
3. Tick the box confirming that everyone on the call was told it was recorded and agreed to the recording and its AI analysis.
4. Click Upload and review.

If the card says "Needs reconnecting"

Google has stopped accepting Lead Desk's access. For example:

• you removed Lead Desk's access in your Google account, or
• your Google Workspace administrator blocked the app.

Click Reconnect. It opens the same dialog, then Google's screen. Until you reconnect, nothing is imported or synced. The card reminds you: "Reconnect soon — Google keeps Meet transcripts for 30 days after a call".

• If you reconnect the same Google account, your import confirmation still applies. Consultations from the last 30 days can still get their transcripts, and calendar changes made meanwhile arrive.
• If you reconnect a different Google account, see Switching to another Google account.
• If you don't want to reconnect, click Disconnect. That deletes your Google data at once.

Transcripts already imported stay on your leads until you disconnect, remove them, or they reach the retention period.

If IBI switches Google off

While IBI has Google switched off for you, nothing is imported or synced. If you are still connected, your card stays, with the note "Google is switched off for your account by your admin — nothing is imported or synced now. You can still disconnect or turn importing off." When IBI switches it back on, calendar changes made meanwhile arrive, and consultations from the last 30 days can still get their transcripts.

Switching to another Google account

If you connect a different Google account, Lead Desk first closes your old connection, exactly as if you had clicked Disconnect (see What happens to your data after you disconnect). Then:

• check the list on the card for the new account, and
• click I confirm — import transcripts again.

Disconnect or remove access

In Lead Desk (this deletes your Google data)

1. Open Integrations.
2. On the Google Meet & Calendar card, click Disconnect. The card explains what is deleted. Click Yes, disconnect.
3. The card confirms "Google is disconnected. Transcripts and reviews it brought in were deleted." and shows Connect Google.

This works even while IBI has Google switched off for you.

In your Google account (this only ends access)

1. Go to https://myaccount.google.com/permissions.
2. Find IBI CRM and remove its access.

Google then stops Lead Desk's access, and Lead Desk can't read anything more. But nothing in Lead Desk is deleted. What was already brought in stays until you click Disconnect in Lead Desk, or until the retention period ends. The next time Lead Desk tries to read from Google, the card shows Needs reconnecting. Click Disconnect to delete everything at once.

If you can no longer sign in to Lead Desk, for example because your account was deactivated, email contact@immigrationbyinvestment.com with the subject "Privacy request" and ask us to delete your Google data.

What happens to your data after you disconnect

This applies when you disconnect in Lead Desk and when you switch to another Google account.

• Access ends.
  • Lead Desk asks Google to stop the notifications from your calendar and to revoke its access.
  • In every case, Lead Desk erases its stored Google access and refresh tokens, and the secret of the calendar notifications.
• Imports and calendar sync stop.
• What Lead Desk stored about your Google account is erased:
  • your Google account ID and email
  • your Workspace domain
  • the access you granted
  • your import confirmation
  • your agreement to the dialog
  • the calendar sync state and the results of the last checks
• Everything the connection imported is deleted at once:
  • every transcript imported from Google Meet
  • every AI review of those transcripts
  • the Meet IDs on all your consultations, including where you removed a Meet transcript yourself or replaced it with your own upload
• If deleting a transcript, review or Meet ID fails, it is retried automatically within minutes. The consultation entry (date and status) stays on the lead.
• Alerts: Lead Desk alerts about those reviews lose their readiness score, label and mood. The alert itself, with the lead's name, stays in the activity history, and so do the alerts about consultations from your calendar. Alerts already delivered by Telegram or browser notification can't be withdrawn, but they never contain transcript text.
• Consultations from your Google Calendar stay on your leads as bookings: their time, call link and meeting code, the lead's email, and Google's ID for the event. What else Lead Desk kept about the event (when it last changed, whether it repeats) is deleted. They no longer follow your calendar.
• What Lead Desk keeps:
  • a record that your Lead Desk account had a Google connection: when it was made and closed, and why (for example "Disconnected" or "Switched to another Google account");
  • activity entries saying that Google was connected or disconnected. These show at most your Lead Desk name.
  • None of this holds any Google identity, settings or tokens.
• Your import confirmation doesn't carry over. If you connect Google again, you confirm again, and only consultations that start after that are imported.
• Manual uploads are not affected. Transcripts you uploaded by hand stay, including one you uploaded to replace a Meet transcript. Only the Meet ID kept on such a consultation is deleted. Uploads follow the normal retention period, or you can remove them yourself.
• Your Google account is not changed, apart from ending Lead Desk's access. Your calendar and your Meet transcripts stay in Google.
• Everything else in Lead Desk (leads, calls, messages, activity history and your account) is kept until it is deleted on request. To ask, email contact@immigrationbyinvestment.com with the subject "Privacy request".

How Lead Desk handles Google data

• Limited Use: IBI CRM's use and transfer to any other app of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Google data is used only for the transcript and calendar features described here, never for advertising, never sold, and never used to train AI models. See section 8.2 of the Privacy Policy.
• Roles: IBI operates Lead Desk. Each advisor firm is responsible for its own consultations, and the leads assigned to it belong to that firm.
• What Lead Desk reads from Google Meet: for each consultation it looks for, the call records with its meeting code (their IDs, start and end times), of which it uses only those around the consultation's time. Then, only for the call that matches: its transcripts, their entries and the participants' names. Nothing more is read for calls that match none of your consultations.
• What Lead Desk reads from Google Calendar: for events on your primary calendar, only their ID and whether they repeat, time and time zone, status and type, location, video-call details, whether you organize them, the guests' emails and replies, and when they were created and last changed. Never titles or descriptions.
• What is stored while you are connected:
  • your Google account ID, email, Workspace domain, and whether Google has verified the email
  • the access you granted
  • your agreement to the dialog (its version and when)
  • when you confirmed importing, and the results of the last checks
  • the calendar sync state, including the ID of the notification channel
  • your Google access and refresh tokens and the secret of the calendar notifications, encrypted with AES-256-GCM and decrypted only on Lead Desk's servers
  • for matched consultations: the transcript text (split into speaker turns with timestamps), the Meet ID and the AI review
  • for consultations from your calendar: what is listed in Consultations from your Google Calendar
• What is not stored: recordings, audio, video, files from Google Drive, the list of participants and their Google user IDs, event titles and descriptions, other guests, and anything from events or calls that match none of your consultations.
• AI processing: to produce the review, Lead Desk sends the transcript to Anthropic, PBC (USA), the provider of the Claude AI models, through Anthropic's commercial API. It sends, together with the transcript:
  • the lead's name, program of interest and motivation
  • the consultation's time, platform and booked length
• What Anthropic does with it: under Anthropic's Commercial Terms of Service, Anthropic may not use this content to train its models. According to Anthropic's published policy, it deletes API inputs and outputs from its systems within 30 days. It may keep them longer where the law requires, or to enforce its Usage Policy. For example, content flagged by its automated safety systems can be kept for up to two years. The review itself is stored in Lead Desk (see "How long it is kept" below).
• Alerts: when a review is ready, or a consultation from your calendar is booked, moved or canceled, an alert goes to you (while the lead is assigned to you) and to IBI's team. It contains the lead's name, and the readiness score and a short label, or the consultation's time and platform. It appears in Lead Desk and, where turned on, may also be sent to Telegram and browser notifications. It never includes transcript text.
• Where it is stored: Lead Desk is hosted on Vercel, and its database is Prisma Postgres, both in the United States.
• How long it is kept:
  • Transcripts and reviews are kept for 365 days after the consultation by default. IBI can set this anywhere from 30 to 3,650 days.
  • After that they are deleted automatically, together with the Meet ID. The consultation's date and status remain.
  • At the same time, the lead's email and the event details kept on a consultation from your calendar are deleted.
  • A consultation already older than this period doesn't receive a transcript.
  • Everything the Google connection imported is deleted at once when that connection is closed (see What happens to your data after you disconnect).
• Separation between advisors: every advisor sees only the leads assigned to them. Google data from your account is attached only to your own consultations, on leads currently assigned to you.
• Security of Google's notifications: a calendar notice says only that something changed, and Lead Desk then reads the changes with your access. Lead Desk accepts a notice only if it carries the secret token of the notification channel it opened for your calendar, and that channel's resource ID. Notices for unknown channels are ignored.
• More details: see the Privacy Policy and the Terms of Use.

Troubleshooting

No transcript after a consultation

Check that:

• your Lead Desk account is active, and the Google card doesn't say that Google is switched off
• the card shows Google Meet access granted, and doesn't say Needs reconnecting
• your Google Workspace edition creates Meet transcripts (Business Standard or higher, or Workspace Individual)
• you organized the call from the Google account connected to Lead Desk (the card says "We can find only Google Meet calls created by" that account)
• transcripts were turned on in the call
• importing is on (you clicked I confirm — import transcripts), and the consultation started after you confirmed
• the consultation is on the lead in Lead Desk, with its Google Meet link, and the lead is assigned to you
• the call started within 30 minutes of the consultation's start
• the consultation is not canceled or marked as a no-show
• you haven't uploaded a transcript for it by hand, and no other transcript was imported for it
• the consultation started less than 30 days ago

The status under the consultation (see Transcript status on the lead page) and the card's "Last check" line say what Lead Desk found last. If everything looks right, download the transcript from Google, upload it on the lead, and contact support.

A calendar event didn't appear on the lead

Check that:

• the card shows Google Calendar access granted, and doesn't say Needs reconnecting
• the event is on your primary calendar, and you are its organizer
• the lead's email address is a guest on the event, spelled as it is in Lead Desk (capital letters don't matter), and the lead hasn't declined
• the lead is assigned to you
• the event isn't an all-day event, and it starts no earlier than yesterday and no more than a year ahead
• the same call wasn't already booked through Calendly (then Calendly's booking is the consultation)

Support

Email contact@immigrationbyinvestment.com, or see the Support page.