Connect a mailbox and Appricity's agents can answer the people who write to it and follow up new leads from it, in your own domain and your own sent items.
Which mailboxes can I connect?
- Google Workspace (Gmail)
- Microsoft 365 (Outlook)
- Other email (IMAP/SMTP) (beta): almost any other mailbox, such as iCloud, Yahoo, Fastmail, Zoho, AOL, GMX, your web host's mail, or your own mail server. It also works for a Gmail or Outlook account whose administrator doesn't allow app sign-in.
Gmail and Microsoft 365 connect with the provider's own sign-in. Appricity never sees your password, and disconnecting revokes its access and erases the grant.
Other email connects with the address, a password and the mail server settings. Pick your provider and the server settings are filled in for you; choose Custom for anything else. Most providers need an app password rather than your normal one, and the form links to where you create it. Appricity checks it can both read and send before it saves anything. The password is stored encrypted, used only to read and send this mailbox's mail, never shown again, and erased when you disconnect. To change it, use Reconnect on the mailbox. Only secure (encrypted) connections to the mail server are allowed.
We recommend a dedicated business inbox, such as a sales or enquiries address, rather than someone's personal mailbox. If the address looks personal, Appricity warns you before you connect it.
How quickly do replies arrive?
Where the provider supports it, new mail reaches Appricity instantly. Otherwise a Gmail or Microsoft 365 mailbox is checked every five minutes, and an Other email mailbox is checked every minute. Each mailbox shows which mode it's in, and Check inbox now fetches new mail straight away.
Do replies appear in my Sent folder?
Gmail and Microsoft 365 file what Appricity sends in your sent items automatically. For an Other email mailbox, Save a copy to Sent puts a copy of each message in the mailbox's Sent folder. It's recommended on, except for providers that already file sent mail themselves (Gmail, Outlook and iCloud), where it would create duplicates. Replies from your contacts stay in the same conversation either way.
Will it answer newsletters and automated mail?
No. Ignore newsletters and automated email is on by default for every mailbox. Mail with the usual signs of bulk sending (unsubscribe headers, mailing-list markers, automated senders, no-reply addresses and Gmail's promotions and updates tabs) never becomes a conversation, is never answered, and never counts as an opt-out. Ordinary shared addresses such as info@ or hello@ are still treated as people.
How does it handle "please stop emailing me"?
Appricity reads only what the contact actually wrote, with quoted history, signatures and footers removed, so a newsletter footer saying "unsubscribe" doesn't count. When the contact's own words are a request to stop, it errs on the side of treating it as an opt-out. By default an opt-out blocks every channel, not just email.
Do emails carry a signature?
Yes. Appricity adds the sender's signature when each email is sent, with a short version on replies, plus a small footer with your legal line, an AI notice and, on first emails, an opt-out line. See Email signatures.
What can an agent do by email?
- Answer incoming messages from your knowledge, with discovery, booking and hand-over. For a mailbox you can also limit answers to certain sender domains, or to messages that mention particular words.
- Follow up new leads through a playbook, including scheduled follow-ups.
- Confirm bookings with a calendar invitation attached.
What happens with messages from people it doesn't know?
On a mailbox the recommended setting is Smart triage: it answers known contacts and genuine enquiries about what you sell, and puts anything it isn't sure about in Needs review for a person to decide. Nothing is sent to those senders until someone does.
How do I test a mailbox?
Send test email sends a test message (to yourself if you leave the address blank), so you can confirm sending works before switching on Answer incoming messages. Then use Try it to have a practice conversation with the agent.