Answer email in half the time

Frequently asked questions

Does AI Mail really learn from my previous emails?

Yes. A knowledge layer is built up per organisation from your own examples and guidelines, so replies keep matching your tone and agreements more closely. It's RAG-based — there's no training on a shared model.

Does AI Mail learn from my corrections?

Yes. The summary, the advice and the action items each have a 'This isn't right' button. Once approved in Customer Knowledge, your correction goes into the knowledge layer as an example and comes back in the next analysis — not a feedback box nobody reads, but a learning loop that actually closes.

Who can see my email?

The knowledge layer is strictly separated per tenant. Your mail and your examples stay within your own environment.

What happens to all those newsletters?

They go to their own tab, outside your main inbox, so they stay out of your way during the working day. Once a day, AI Mail checks them for messages that actually matter — a price change from a supplier, an expiring subscription, a rule that's changing — and puts those on a single page, with the reason why it concerns you. If it finds nothing, it says so too, along with the number of messages checked.

Doesn't it cost a fortune in AI calls to read all that promotional mail?

No, because the whole stack goes into a single AI call at once — not one per newsletter. That's exactly why it's affordable: analysing each one separately would cost more than it saves on mail you weren't reading anyway. At most forty messages go into a round, once a day; if nothing came in, there's no call either.

Can I unsubscribe from a newsletter in one click?

With a newsletter that includes the right header (RFC 8058), yes: one click in AI Mail and you're off the list, without visiting the sender's opt-out page. If a sender doesn't include that header, the button is missing — we don't gamble on a link from an incoming email, so you'd unsubscribe the usual way instead.

How does AI Mail know what I find interesting?

From two things. What your organisation does, from the knowledge layer you're building up anyway. And a field where you note yourself what you watch for — price changes from suppliers, tenders in your region, an upcoming law, for example. If something comes up that doesn't interest you, you dismiss it; AI Mail leaves that topic alone next time.

Does this work with our own Exchange server?

Yes. Alongside Microsoft 365 and Google Workspace, AI Mail connects to a self-hosted Exchange server via EWS, using the mailbox's own credentials — no move to the cloud needed. You can later reuse the same connection as a sending mailbox, so quotes and invoices go out through your own server too.

Can a shared info@ mailbox be used by the whole team?

Yes. You set a mailbox to organisation level, and then everyone in your company sees that mail in their own inbox and can work with it. The settings and removing the connection stay with whoever connected the mailbox, so nobody can accidentally undo the whole organisation's connection.

Can I connect a shared mailbox that has no password of its own?

Yes. On Microsoft 365 and Exchange, you connect it using a colleague's access who has full access to it; replying on behalf of the mailbox also needs the Send As right, and if that's missing, the screen tells you which right is missing. On Google Workspace it runs via domain-wide delegation: your domain's administrator grants permission once, and until then the option stays greyed out with an explanation of what the administrator needs to do. If the colleague whose access carries the connection leaves, you'll see that flagged on the mailbox.

Do I have to open up my whole inbox to try AI Mail?

No. You can switch off the inbox and point to just one or a few folders that AI Mail may read. The mailbox then shows what's being read, for example Only 2 folders. The trash, spam, drafts and sent mail folders can never be selected.

I clear my inbox within a few minutes. Does AI Mail miss messages then?

Not any more. Every quarter of an hour, AI Mail looks back two hours across the whole mailbox and picks up anything that had already left the inbox — on Microsoft 365, Exchange and Gmail. Sent mail, drafts, trash and spam stay out of scope, and it never looks back further than the moment you connected the mailbox. With an IMAP mailbox that's not possible; point it instead to the folders you move your mail into.

Is a warning in my mail the same as an action item?

No, AI Mail keeps those apart. Action items are things you need to do yourself — send back a quote, schedule an appointment — and you tick those off or turn them into a task. A warning (for example on a suspicious payment email: 'don't click this link, call to check first') is shown separately, with no checkbox: it's a notice, not work.

Will AI Mail start doing things in my mailbox by itself?

Not unless you turn it on. Every rule starts out watching only: if something matches, AI Mail prepares a proposal and you get a notification, but nothing changes in your mail. If you like what you see, you switch that one rule to automatic. You decide that per rule, and a rule you find goes too far you can switch back to watching with a single click.

Can AI Mail carry out actions in other apps?

Through the platform, the assistant can use data from connected apps (customer context, for example), but sending and changing anything always happens after your confirmation.

If I schedule an appointment here, does it end up in my Outlook calendar?

Yes. An appointment you schedule in the platform appears in the calendar of your connected mailbox — with location, description and attendees. It works the other way round too: what you put in Outlook shows up here. Works with Microsoft 365, Gmail and your own Exchange server. The connection needs write access; if it's read-only, the screen tells you upfront rather than letting it fail silently.

Can AI Mail schedule an appointment from an email by itself?

Yes, but never without asking. If a customer asks for an appointment, AI Mail can propose one — date, time and subject filled in. You see the proposal first and confirm it. Only once you're happy with it can you switch that one rule to automatic.

Does an email exchange also end up in the customer record?

Yes, if you turn that on. Per mailbox, you decide whether contact moments get written back to your CRM. The message is matched on the email address itself, on an alias you set earlier, or on the domain when exactly one contact is linked to it. If none of the three apply — with an info@ or no-reply address, for example — the message stays unmatched. A conversation that lands with the wrong customer is harder to fix than one that isn't linked anywhere yet. The same message is never written back twice, even if it comes round again.

Does an amount that only appears in the email text also end up in my planning?

Yes. If the amount is in an attachment — the classic invoice — the planning form is already filled in. If it only appears in the text, as with a subscription confirmation, AI Mail looks it up with one click, including the quote showing where the amount came from, so you can check it before approving it.

Can I include a meeting room or a vehicle in the planning?

Yes. Rooms and resources that exist as a shared calendar in your environment can be added as attendees; they confirm their own availability. Only registered rooms — so an invitation can never accidentally go to a random address.