Connect your mailbox to YourGPT and let your AI chatbot automatically reply to incoming emails — with optional guardrails and AI disclaimer.
Email Integration
Turn your support inbox into an AI-powered workspace. Incoming emails create conversations that your AI chatbot can reply to — with configurable guardrails to control exactly what the AI should respond to, skip, or escalate to a human.
Setting Up Email Integration
Open Email Integration
Go to your chatbot's Integrations page and click Manage on the Email Integration card.
Create a Workspace
Enter a workspace name (lowercase letters, numbers, and underscores only). This becomes part of your YourGPT email address:
yourname.on.yourgpt.emailClick Setup Workspace to continue.
Set Up Email Forwarding
Your workspace gets a dedicated email address. To receive emails from your existing mailbox (Gmail, Outlook, or any provider), set up forwarding to that address.
Gmail / Google Workspace
- Open Gmail → gear icon → See all settings
- Go to Forwarding and POP/IMAP tab
- Click Add a forwarding address and enter your YourGPT email
- Confirm the verification email sent to your YourGPT inbox
- Select Forward a copy of incoming mail and save
Microsoft 365 / Outlook
- Sign into Microsoft 365 admin center
- Go to Settings → Mail → Rules and click + New rule
- Set condition: Apply to all messages
- Set action: Forward the message to your YourGPT email
- Save the rule
Other Providers
Find the Forwarding settings in your email provider and enter your YourGPT email address as the forwarding destination. Instructions for GoDaddy, Namecheap, and others are available in the Email Forwarding section of your workspace.
Custom Domain (Optional)
By default your workspace uses a yourgpt.email address. You can replace this with your own domain (e.g. support.yourcompany.com).
Add Your Domain
In the Custom Domain section, click Add Domain and enter a subdomain such as mail.yourcompany.com or support.yourcompany.com.
Add DNS Records
YourGPT provides the DNS records you need to add in your domain registrar or DNS provider:
| Record Type | Purpose |
|---|---|
| TXT / CNAME (DKIM) | Authenticate outgoing emails |
| TXT (SPF) | Prevent spoofing |
| MX | Receive emails directly on your domain |
Copy each record and add it to your DNS settings. Use the MXToolbox link in the dashboard to verify propagation.
Verify Records
Once DNS has propagated, click Verify next to each record group:
- DKIM & SPF Records (Sending) — shows a green Verified badge when correct
- MX Records (Receiving) — shows a green Verified badge when correct
Skip MX Records
If you prefer not to change your MX records, use Email Forwarding instead. Sending (DKIM/SPF) and receiving can be set up independently.
Email Workspace Settings
AI Settings
The AI Settings card lets you enable your chatbot to automatically reply to incoming emails.
Enable AI Replies
Toggle AI Settings to Enabled. When enabled, incoming emails are processed by your chatbot's knowledge base and an AI reply is sent automatically.
Operator Mode
When AI is disabled (default), incoming emails are stored as conversations in your helpdesk for human operators to reply to manually. Enabling AI does not remove operator access — operators can still read and reply to every conversation.
Configure Guardrails (Optional)
Guardrails add a pre-screening agent that evaluates every incoming email before your AI responds. Useful for filtering spam, automated notifications, or routing sensitive queries to a human.
Costs extra credits
Guardrail evaluation runs a separate LLM call per email and deducts additional credits.
Toggle Guardrails on, then write your rules in the Guardrail Instructions textarea using the structured format:
RESPOND RULES:
- Only respond to product and feature questions.
- Answer pricing and plan questions.
SKIP RULES:
- Skip automated emails from noreply or donotreply addresses.
- Skip order notifications and shipping updates.
ESCALATE RULES:
- Escalate if the user mentions a refund or chargeback.
- Escalate if the user mentions legal action or a complaint.The guardrail evaluates the sender address, subject line, and email body — so rules like "skip noreply@ addresses" work out of the box.
| Section | Behaviour |
|---|---|
| RESPOND RULES | AI replies to the email as normal |
| SKIP RULES | Email is ignored; an internal note is added to the conversation |
| ESCALATE RULES | Email is flagged for human review; an internal note is added |
Reset to Default
If you modify the template and want to start over, click Reset to default next to the Guardrail Instructions label.
Add an AI Disclaimer (Optional)
Toggle AI Disclaimer on to automatically append a short note to every AI-generated reply, informing the recipient that the response was assisted by AI.
You can customise the disclaimer text. The default is:
This response was drafted with AI assistance.
The disclaimer is only appended to AI-generated replies. Emails sent manually by operators are not affected.
Save Your Settings
An unsaved changes banner appears at the top of the AI Settings card whenever you modify any setting. Click Save to apply, or Discard to revert.
Email Signature
Add a personalised signature that is automatically appended to every outgoing email reply.
- Toggle Enable to turn the signature on
- Use the rich text editor to write and format your signature (supports images and HTML)
- Preview in Desktop or Mobile view before saving
- Save local copies of signatures using the Save Copy button — note that copies are stored in the browser only and are not synced across devices
Integration Details
The Integration ID for Email is 19.
Supported Message Types
- Text
- HTML (email body)
Not Supported
- Buttons
- Carousels
- Cards
- Studio Flows
By following these steps, you can connect your mailbox and let your AI chatbot handle email support automatically. For any questions, contact our team via Live support or Mail Us.