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Email Responder Bot

The Email Responder Bot automatically handles incoming emails with intelligent, context-aware responses.

Overview​

The Email Responder Bot monitors your inbox and automatically responds to emails based on your configured rules and AI-powered understanding of the message content.

Key Features​

  • Intelligent Response Generation - AI analyzes email content and generates appropriate responses
  • Gmail Tagging - Automatically tags emails for easy organization
  • Intent Detection - Identifies the purpose of incoming emails (inquiry, scheduling, question, etc.)
  • Urgency Detection - Flags urgent emails for immediate attention
  • Conversation Logging - Stores full conversation history for review
  • CRM Integration - Automatically updates your CRM with email interactions

How It Works​

graph LR
    A[Email Received] --> B[Bot Analyzes Content]
    B --> C{Intent Detected}
    C -->|Inquiry| D[Send Property Info]
    C -->|Schedule| E[Book Appointment]
    C -->|Question| F[Answer Question]
    D --> G[Update CRM]
    E --> G
    F --> G
    G --> H[Tag Email]

Configuration​

Basic Settings​

  1. Bot Name - Give your bot a descriptive name
  2. Email Account - Connect your Gmail or Outlook account
  3. Timezone - Set your local timezone for scheduling
  4. Runtime - Configure how often the bot checks for new emails (1-60 minutes)

Email Settings​

Gmail Tagging (Optional)​

Enable automatic tagging of processed emails:

  • ✅ Tag emails handled by the bot
  • 📊 View tagged emails in analytics
  • 🏷️ Custom tag names

Response Templates​

While the bot uses AI to generate responses, you can provide guidance:

  • Set tone and style preferences
  • Define key information to include
  • Specify when to escalate to human

Triggers​

Configure when the bot should respond:

Email Filters:

  • From specific domains
  • Containing keywords
  • Sent to specific addresses
  • During business hours only

Content Filters:

  • Questions about listings
  • Appointment requests
  • General inquiries
  • Follow-up messages

Actions​

Define what the bot should do:

  1. Send Response - AI-generated email reply
  2. Update CRM - Create/update contact and log activity
  3. Schedule Appointment - Book showing or consultation
  4. Tag Email - Apply Gmail/Outlook labels
  5. Notify Agent - Send alert for urgent emails

Analytics​

Track bot performance with detailed metrics:

Response Metrics​

  • Total emails processed
  • Response rate
  • Average response time
  • Escalation rate

Intent Analysis​

  • Breakdown by intent type (inquiry, scheduling, question)
  • Intent detection accuracy
  • Common topics

Urgency Tracking​

  • Urgent emails flagged
  • Response time for urgent emails
  • Escalation patterns

Conversation Logs​

View full conversation history:

  • Email content
  • Bot responses
  • Intent and urgency scores
  • CRM updates made

Best Practices​

1. Start with Specific Use Cases​

Begin by handling one type of email (e.g., property inquiries) before expanding.

2. Monitor and Refine​

Review conversation logs regularly to ensure quality responses.

3. Set Clear Escalation Rules​

Define when the bot should escalate to a human agent:

  • Complex questions
  • Complaints or concerns
  • High-value leads
  • Requests outside bot's scope

4. Use Gmail Tagging​

Enable tagging to easily identify bot-handled emails and track performance.

5. Integrate with CRM​

Connect your CRM to ensure all interactions are logged and tracked.

Example Workflows​

Property Inquiry Response​

Trigger: Email contains property address or MLS number Actions:

  1. Analyze email to extract property details
  2. Fetch property information from MLS
  3. Generate response with property details
  4. Offer to schedule showing
  5. Update CRM with lead information
  6. Tag email as "Property Inquiry"

Appointment Request​

Trigger: Email contains scheduling keywords Actions:

  1. Detect requested time/date
  2. Check calendar availability
  3. Book appointment if available
  4. Send calendar invite
  5. Update CRM
  6. Tag email as "Appointment Scheduled"

General Question​

Trigger: Email contains question keywords Actions:

  1. Analyze question content
  2. Generate helpful response
  3. Provide relevant resources
  4. Offer further assistance
  5. Update CRM
  6. Tag email as "Question Answered"

Troubleshooting​

Bot Not Responding​

  • Check email account connection
  • Verify trigger conditions are met
  • Review runtime settings
  • Check bot status (active/paused)

Incorrect Responses​

  • Review conversation logs
  • Adjust response guidance
  • Refine trigger conditions
  • Consider escalation rules

Missing CRM Updates​

  • Verify CRM integration is connected
  • Check CRM field mappings
  • Review error logs

Next Steps​