Frequently Asked Questions

Getting Started with MailAgent.ai

To start the integration process, navigate to the MailAgent.ai frontpage and select "Create my free email agent" or use the direct link "Create Agent." This action initiates the integration of your customer service email with our platform, enabling the generation of precise, personalized email drafts to enhance your communication efficiency.

Absolutely! MailAgent.ai is designed to integrate seamlessly with your existing email setup. Our platform works in the background to generate drafts and manage your email without the need for you to switch to a new email client or alter your current email habits. Once MailAgent.ai is integrated with your email account, you'll find the AI-generated drafts directly in the Drafts folder of your preferred email client, whether that's Outlook, Thunderbird, or any other service you use. This allows you to review, edit, and send these drafts using the email program you're already comfortable with, ensuring a smooth and uninterrupted email management experience.

Begin by entering the customer service email you wish to integrate with MailAgent.ai. Click 'Check Email' to allow our system to verify the email address, ensuring it is active and accessible. Our system will automatically detect your email provider's details, facilitating a seamless setup process.
After your email provider is confirmed, you will be prompted to enter the password associated with your email account. Click 'Check Password' to verify the accuracy of the provided credentials. If an error message indicates invalid credentials, double-check your password for any typographical errors and ensure no accidental caps lock usage, then try again.

Finalize the integration by crafting a brief description of your business in the designated space. This information enables MailAgent.ai to customize the agent's drafting responses, ensuring they align with your business's specific communication style and needs. Upon completing these steps, your agent will be calibrated to your business, ready to start drafting personalized, efficient email responses.

We are continuously working on supporting more email providers. If you find that your email provider is not supported, please contact our support team at support@mailagent.ai. We'll do our best to accommodate your needs and explore options for supporting your provider in the future.

After your agent is set up, it starts with an initial analysis of your past email interactions. This phase is crucial for the agent to learn about your communication style, preferences, and the specific requirements of your business's email interactions. No drafts will be created during this initial analysis. Once this phase is complete, the agent begins generating drafts for incoming emails, ensuring each one aligns with your business needs and personal communication style. These drafts are not stored within MailAgent.ai but are directly found in your preferred email client's Drafts folder, seamlessly integrating with your existing workflow. Reviewing, editing, or directly sending these drafts from your email client.

Account Settings and Management

Log in to your MailAgent.ai Account, navigate to 'Account Settings', and select the option to update your email address or password. Follow the prompts to make changes and verify them as needed.

Multi-Factor Authentication (MFA) adds an extra layer of security to your account. To enable MFA, go to your account settings and select the MFA option. Follow the instructions to set it up.

Using AI Agents for Email Drafting

The best practice is to always start by looking in the Drafts folder of your preferred email client, where agent-generated drafts are seamlessly integrated into your existing email workflow. There's no need to adjust your habits or adopt new software; continue using your email client as you did before the integration with your agent. Make it a routine to regularly check the Drafts folder to review, finalize, or further personalize the drafts prepared by your agent, ensuring your email communications remain efficient and retain a personal touch.

A placeholder in a draft is a pre-defined marker or tag, such as [Insert Price Here], [Specify Product], or [Add Date], indicating where specific, user-provided information needs to be added. Placeholders guide you to insert relevant details that the agent cannot generate, ensuring the draft remains customizable and accurate for each specific situation.

In your drafts, you will encounter placeholders, such as [Insert Price Here], [Specify Product], [Add Date], etc. These are areas where specific, user-input information is required. It's essential to replace each placeholder with the appropriate information to ensure your response is personalized and precise. After filling in all the placeholders, review the email thoroughly to make sure the information flows naturally and the email is cohesive and clear, ready for sending.

Dashboard Overview, Agent Detail Page and Management

The Agent Detail page provides the agent's status, performance metrics, and options for managing your agent's settings and knowledge base.

Review the status indicators on the Agent Detail page for guidance on agent health and troubleshooting steps for common issues like connectivity errors or unresponsive agents.

The Dashboard provides an overview of your email activity, including metrics on drafts and screenings, performance graphs, and a list of your agents with their current status.

The usage graph displays your daily email interaction, helping you identify trends, assess agent performance, and plan for future email management needs.

Privacy and Security

We prioritize your privacy and security by using state-of-the-art encryption and adhering to strict privacy standards to protect your email communications.

At MailAgent.ai, we prioritize the privacy of our users and their customers above all. Our platform is designed with robust privacy and security measures to protect your customer service inbox. Here's how we assure privacy:

Anonymization: We use artificial intelligence to anonymize past email conversations before storing them in our database. This process removes personal identifiers such as names, email addresses, social security numbers, and other sensitive information, ensuring compliance with privacy laws like GDPR.

Transparency and Control: We aim for transparency in our privacy practices. You have full access to all past conversations stored in our database, allowing you to review and edit these conversations to remove any identifiable information that might have been missed by our automated process.

Ethical Use of Data: We recognize the trust your customers place in you when they share their information. Maintaining this trust is paramount for us, which is why we handle data with the utmost respect and integrity, fostering a culture of privacy and security.

These measures are part of our commitment to safeguarding your data, ensuring that your email drafting and management practices with MailAgent.ai remain secure, compliant, and respectful of privacy norms.

Support and Troubleshooting

If you need assistance, please reach out to our support team by email at support@mailagent.ai. We're here to help with any issues or questions you may have. Or click here to create a ticket: Support

Review the status indicators on the Agent Detail page for guidance on agent health and troubleshooting steps for common issues like connectivity errors or unresponsive agents.