AI inbox agent — automated client replies

AI Inbox Agent

The AI Inbox Agent automatically replies to incoming client emails using details from your business knowledge base, so common questions get answered instantly — even when you're busy. It's ideal for catering businesses that receive frequent enquiries about menus, pricing, and availability.

Setting Up the Agent

Go to Settings → AI Agent to configure and enable the feature.

• Agent Name — Enter the name clients will see when they receive an automated reply (e.g. "Maya from Harvest Catering").
• Knowledge Base — Add sections describing your business, services, menu options, pricing, and policies. The more detail you provide, the more accurately the agent can respond.
• Max Turns Before Handoff — Set how many back-and-forth exchanges the agent handles before flagging the conversation for a human to take over.
• Enable/Disable Toggle — Switch the agent on or off at any time without losing your configuration.

How the Agent Works

Once enabled, the agent monitors your inbox and responds to new client emails using the information in your knowledge base. Replies are sent from your existing email address, so the experience feels seamless to clients.

If a client asks something outside the agent's knowledge, or the conversation reaches your handoff limit, the thread is flagged for your attention.

Monitoring Agent Activity

Go to your Inbox to review AI-handled conversations. Flagged threads are clearly marked so you can step in and respond personally without missing a beat.

Tips for Better Responses

• Write your knowledge base sections in plain, conversational language.
• Include your most frequently asked questions directly in the knowledge base.
• Review flagged conversations regularly to identify gaps and update your knowledge base accordingly.

> Tip: Keep your knowledge base current whenever your menu or pricing changes — outdated information will be reflected in the agent's replies.