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Start on Vorsichtig, not Aggressiv

It’s tempting to pick the most hands-off aggressiveness level on day one. Don’t. Vorsichtig suggests everything and fires nothing automatically — every categorization, archive, and draft waits in Entscheidungen for your click. That’s exactly what you want for the first week: it lets you see how InboxMate reads your real mail before you hand it any autonomy. Do:
  • Run at least a few days on Vorsichtig or Standard before moving to Aggressiv
  • Watch a full week of traffic first — most inboxes have weekly patterns (Monday backlog, Friday newsletters) that a single day won’t show you
Don’t:
  • Jump straight to Aggressiv “to save time” — a wrongly auto-archived customer email costs more time than the clicks you saved
  • Turn on auto-reply (Business plans) before you’ve reviewed dozens of drafts manually

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Treat Entscheidungen as the real workflow, not a chore

Every suggestion — a category assignment, an archive, a draft reply — lands in Entscheidungen until a person acts on it. Click Ja to approve, Anders when it’s close but needs a tweak, Ignorieren to dismiss it outright.
Anders is more valuable than Ja. Approving with no changes tells InboxMate it got something right; editing tells it exactly what “right” looks like for your business. In the first weeks, favor a quick edit over a rubber-stamp approval.

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Let it learn from your edits — then check in on KI-Reife

Approvals and edits aren’t just clearing your queue, they’re training data. Once you’ve approved the same kind of action several times, InboxMate offers to graduate it: a prompt titled “Ab jetzt automatisch?” asks whether that specific action should run on its own from now on.
  • Click Ja, automatisch for rules you’ve reviewed enough times to trust blindly (e.g., “always archive this newsletter sender”)
  • Click Weiter fragen if you want a few more reps before handing it over
  • Check KI-Reife (AI maturity) periodically to see which categories have earned enough trust to graduate, and which are still shaky
Graduate rule by rule, not all at once. A category that’s 100% reliable (“Spam”) and one that’s borderline (“Kundenanfrage”) don’t belong on the same autopilot switch.

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Keep customer-facing replies human until you’re confident

Draft-and-suggest is safe by default — InboxMate writes the reply, you decide whether it goes out. Auto-send (Business plans, via Mit KI antworten in auto mode) skips that review, so treat it as the last thing you turn on, not the first:
  • Prove the draft quality first. Read a few weeks of drafts for a category before considering auto-send for it
  • Start auto-send on your lowest-stakes category (an FAQ-style category with a stable answer), not your highest-value customer segment
  • Even after graduating, spot-check sent replies occasionally — auto doesn’t mean unmonitored

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Connect Outlook, not just forwarding

Forwarding gets emails into InboxMate, but it’s a one-way copy — InboxMate can’t act on the original mailbox. Connecting Outlook / Microsoft 365 via OAuth unlocks the parts that make automation actually useful:
  • Archiving in InboxMate moves the message in your real Outlook Archive folder, so the mailbox stays in sync with what your team sees
  • Replies send from your real address and land in your Sent folder
  • AI drafts mirror into your Outlook Drafts folder, so anyone can review and send from Outlook itself, mobile included
If you’re stuck on forwarding for now (unsupported provider, no admin buy-in yet), it still works for triage and drafting — you just lose the two-way sync. See Email integration for the full comparison and the Microsoft 365 admin-consent steps if your tenant blocks self-serve OAuth.

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Keep categories tight and re-check them

A handful of categories that map to real actions (draft a reply, open a ticket, archive) work better than a long taxonomy nobody looks at. Start from the AI-proposed categories or a template, then prune.
New product line, new support process, seasonal spike — revisit your categories in the flow editor rather than letting a stale rule silently mis-sort mail.
If an email lands somewhere unexpected, open it and click the category badge → Im Flow ansehen to replay exactly which rule matched and why.

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Monitor and improve

  • Check KI-Reife (AI maturity) to see which rules are ready to graduate and which need more supervision
  • Watch Usage & Billing if you’ve turned on several drafting categories — AI drafts and auto-replies consume credits, rule-based sorting and routing don’t
  • Revisit categories after any real change to your business — a stale category is worse than no category