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The email inbox is available on the Standard and Pro plans. Only agent admins can set it up and change it; everyone with access to the agent can see what arrived.

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Overview

Many lead sources only send an email: a CRM notification, a contact form, a lead portal. The email inbox gives each agent its own address. Forward those emails to it, and SetterMaxer reads each one with AI, creates the lead (or updates it, if the person is already known) and can message them on WhatsApp right away through Automatic Contact. An address looks like [email protected]. The random ending keeps it private: anyone who knows the address can send leads to your agent.

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Set it up

1

Create the inbox

Open your agent’s Integrations page, choose Email inbox under Automations and click Create address. Copy the address.
2

Forward to it from Gmail

In Gmail, open Settings → See all settings → Forwarding and POP/IMAP, click Add a forwarding address and paste the address. Gmail sends a confirmation code to it; the code appears in the email inbox within a minute (and by email, if you are an agent admin). Enter it in Gmail.
3

Forward only lead emails

Create a Gmail filter: From = the sender of your lead emails (for example [email protected]), then choose Forward it to the inbox address.
4

Allow the sender

Add that sender under Allowed senders, so only these emails become leads. You can allow a whole domain by entering it without a name (your-crm.com).
5

Send a test

Under Activity → Test email, paste a real lead email. It runs through the same steps and shows the lead it would create, without creating it.
Forwarding by hand works too. The email then comes from you, so add your own address or your company domain to the allowed senders. Google Workspace admins can block forwarding to outside addresses; if Gmail refuses, ask your admin.

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What becomes a lead

Every email goes through these checks. The first one that fails holds the email, so you can review it under Activity → Held:
  • The same person twice updates the existing lead; empty values never overwrite what is there.
  • Country code. A number without a country code gets the inbox’s default country (Phone numbers without country code on the Parsing tab). Without one, the lead is still created, but Automatic Contact will not message it.
  • Fixed tags set on the inbox are added to every lead it creates or updates.
A held email can be processed again after you change the settings, used as an example, or dismissed.

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Teach the AI your format

The Parsing tab decides how an email becomes a lead:
  1. Fields to fill. Name, phone and email by default. Add any of your lead columns, for example a postcode or a budget.
  2. Examples. Save up to 5 real emails with the values you expect. The AI sees them with every email, which is the most reliable way to handle a fixed CRM format: which person is the lead, which label holds which value, how values are written (“PHILIPP” and “FEY” become “Philipp Fey”).
  3. Extra rules (optional). Plain-language rules for what examples cannot show, such as “If there are several phone numbers, use the mobile number” or “Emails whose subject contains Newsletter are not leads”. A rule wins over an example.
The AI ignores email signatures and the contact details of whoever sent or forwarded the email.

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Notifications

When an email is held, or Gmail sends a forwarding code, the agent’s admins get an email with a link to the inbox. At most 5 such emails are sent per inbox per hour. Turn them off under Account settings → Email notifications → Email inbox: emails that need review.

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Pause, new address, removal

  • Active switch. A paused inbox bounces new emails, so the sender sees at once that nothing arrives.
  • Generate new address replaces the random ending. The old address stops working, so update your Gmail filter.
  • Remove email inbox deletes the address, settings, examples and activity. Leads it created stay.
Received emails are deleted after 30 days, held ones included. Examples are kept until you remove them, because they are sent to the AI with every email.