Your receptionist reads new email, prepares the reply, sends it if you authorized her to, and files the exchange with the customer. Draft stays the default setting.
7 days, 20 answered calls, no card
At notary and law practices, email sits just behind the phone: plenty of people would rather write first when the subject is sensitive. At accounting firms, calls and email together dominate, because clients send their questions and their paperwork rather than dictate them. In organizations that take registrations, separate addresses exist for the waiting list and for financial assistance: knowing where to route someone is worth as much as knowing how to answer. And at masonry firms, the quote goes out by email and then dies unanswered — which is exactly where follow-up does its work.
Your receptionist reads new messages in the mailbox you connected. She separates a service request from an invoice and from solicitation, answers routine questions from your instructions, asks for what is missing, offers a slot in your calendar when your rules allow it, starts quote follow-up if you chose it, and files the exchange with the customer so that a call, a text and an email tell one story in your app.
They ask where a file stands, send a document, ask about a deadline. The receptionist prepares the reply from your instructions, qualifies the request and passes it to you. Those replies draw on the monthly customer reply allowance.
You ask what arrived in the mailbox this morning, approve a send, change a sorting rule. That exchange has its own meter and does not draw on what your customers use.
One mailbox is connected, and you see what it is allowed to do before the first message is read.
Draft is the default setting: nothing leaves in your name until you write the policy that permits it. Complex attachments fall under the document capability, chosen on its own.
The mailbox receives one service request, one supplier invoice and three pieces of solicitation. The last three do not become conversations; the first becomes a qualified request in your app.
The estimate went out by email and nobody replied. If you chose follow-up, it goes back out on your schedule, by email or by text, and stops on its own the moment the person answers.
A waiting-list request that lands on the general address is redirected to the one you set aside, with a reply that explains what to do — instead of sitting in the wrong mailbox.
Reading and replying grants no right to price, to book or to collect: those acts come from the modules that carry them, chosen separately.
Email has traps the other channels do not, and they are handled explicitly.
This channel has no page other than this one. The help explains how messages arrive, what is recorded from them and what you see in your app.
The email inbox is added on its own and removed on its own. It pairs well with text messages, because a written follow-up often ends with an answer on the other channel.
No. The address your customers know stays yours. The receptionist works on the mailbox you authorise, and that authorisation is removed in the same place, without touching your personal mail or your other mailboxes.
No, and that would be a bad idea. It handles customer requests matching your instructions: a service question, a booking request, a follow-up on a file. A supplier invoice, an email from an employee or a negotiation stay with your team, and it leaves them in the mailbox rather than replying.
A reply already written by a person closes the conversation for the receptionist, and one email received twice triggers one action only. The whole thread stays readable in the customer file, with what was sent and by whom.
No. Written replies to customers have their monthly allowance, shared across the conversation channels you added. Transactional emails routed by a sending service are counted apart, because they are billed by unit. Calls keep their own meter.
It is scanned before being attached to the request. The receptionist does not click a link to see where it leads, does not fill in an outside form, and an email asking for a transfer or a change of banking details is passed to a person instead of being handled.
A structured request carrying the fields of your trade, attached to the customer file, beside calls and conversations on the other channels. You remain the person who decides when it is erased, and export happens from your workspace.
They trigger nothing. The receptionist recognises a customer request by what defines one — a service, a question, an appointment, an open file — and leaves the rest in the mailbox. An automated send, a system alert or an advertising message gets no written reply in your name. Where a doubt remains, the message is flagged to the person you named rather than handled, because a reply sent by mistake is hard to take back.
Email inbox
