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Email

Let your receptionist read your inbox and answer new emails, for you to approve or sent automatically.

The Email plugin connects your receptionist to your business inbox. Every few minutes it checks for new mail and writes a reply from what it knows about your business. Replies wait for you to approve, unless you choose to send them automatically.

What happens to a new email

• Automated mail is left alone: newsletters, mailing lists, out-of-office replies, bounces and messages from "no-reply" addresses aren't answered. They show under Not answered with the reason.
• Everything else gets a draft reply, written from your receptionist's knowledge of your business.
• Anything a person should handle (complaints, cancellations, things it can't answer) is marked "needs you" and always waits for you, even in automatic mode.

Emails appear on the Email page of your dashboard, under Needs you, Sent, Not answered and All. Open one to see what they wrote and the draft. Edit it if you like, then click Send reply, or Don't reply to set it aside. Your signature is added when it's sent, and the original email is marked as answered and read in your mailbox.

Click Check now to look for new mail straight away. More on this in The Email page.

What you need

• Your email address and its password. Gmail, iCloud and most others need an app password, made in your email account's security settings, rather than your normal password.
• Your incoming (IMAP) and outgoing (SMTP) server names. For the common providers, choose yours from the list at the top and these are filled in for you: Gmail / Google Workspace, iCloud, Fastmail, Zoho (EU) and IONOS.

Setting it up

1. Open Plugins, choose Email and click Switch on.
2. Choose your email provider from the list to fill in the servers, or choose Other (I'll type the servers).
3. Fill in Email address and Password or app password. Login name is usually the email address: leave it blank to use that.
4. Check Incoming server (IMAP), IMAP port, Outgoing server (SMTP) and SMTP port.
5. Choose Replies: Draft them for me to approve (the default) or Send them automatically.
6. Add a Signature if you like. If you don't, your receptionist's name, your business name and phone number are used.
7. Click Save and test. CallsCovered logs in to both servers to check.

Only email that arrives after you connect is answered. Your old mail is never touched.

Cost

Free.

Privacy

• CallsCovered reads new emails in your inbox. Each one it answers is passed to the AI service that writes your receptionist's replies, together with what your receptionist knows about your business.
• Emails and replies are kept with your conversations on the dashboard.
• Replies are sent from your own mailbox, so they appear in your Sent folder as usual.

Limits

• Up to 8 new emails are read each time the inbox is checked.
• In automatic mode, at most 3 replies a day go to the same sender, and 60 a day in total. After that, drafts wait for you.
• It only reads your inbox, not other folders.
• It answers in plain text. Attachments aren't read.
• To email your team about bookings and call backs instead, see Email notifications.

Still stuck? Write to hello@callscovered.ai with your business name and what you were trying to do, and a person will reply.