Email integration

Connect your mailbox to InboxMate so incoming emails land alongside chat conversations. Mailboxes are per-user: each operator connects their own inbox and chooses whether to share it with the team.

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Where to connect

Open Einstellungen → Mein Profil → Meine Postfächer and click Postfach hinzufügen. You’ll see three options:

• Outlook / Microsoft 365 — one-click OAuth, full mailbox actions
• E-Mail-Weiterleitung — works with any provider via a forwarding rule
• SMTP / IMAP — for custom mail servers, contact sales

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Option 1 — Outlook / Microsoft 365 (recommended)

One-click OAuth into Microsoft Graph.

1. Mein Profil → Postfach hinzufügen → Outlook / Microsoft 365
2. Sign in with the Microsoft account and approve the requested permissions
3. InboxMate pulls new mail on a short polling cycle (about every 2 minutes) — you don’t need to do anything. Right after you connect, and any time you want it sooner, you can trigger an immediate pull from the connection’s settings popover or the inbox’s check now button.

What this unlocks beyond the forwarding path:

• Actions mirror in the source mailbox — when a categorizer archives a thread, the message moves to your Outlook Archive folder. User-triggered archive (the action menu on a chat, or Alle archivieren on a bulk selection) follows the same path.
• Send from your actual address — replies sent from InboxMate go through your real Outlook account and land in the Sent folder, not from a forwarding alias.
• AI drafts appear in your Outlook Drafts folder — see “Mirror drafts” below.

Works with both Microsoft 365 work accounts and personal Outlook.com / Hotmail accounts.

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Microsoft 365 admin consent

If your organisation uses Microsoft 365 with managed sign-in, your tenant may require an admin to approve InboxMate before any user can connect. If you see a screen titled “Administratorgenehmigung erforderlich” / “Admin approval required”, follow the steps below. The screen looks like this:

InboxMate benötigt für den Zugriff auf Ressourcen in Ihrer Organisation Berechtigungen, die nur ein Administrator erteilen kann. Bitten Sie einen Administrator, die Berechtigungen für diese App zu erteilen, damit Sie die App verwenden können.

There are two ways to get past it.

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Option A — Ask your admin (you are a normal user)

Send your Microsoft 365 admin the connect link and ask them to approve it for the tenant. They only need to do this once — afterwards every user in the tenant can connect their own mailbox without seeing this screen again.

1. Forward the consent screen URL to your admin (or share these docs)
2. The admin signs in with their admin account and approves the requested permissions
3. Once approved, retry the connection in InboxMate — your sign-in goes through without the consent block

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Option B — You are the admin

1. Open the Outlook connect screen in InboxMate and click “Wenn Sie über ein Administratorkonto verfügen, melden Sie sich mit diesem an.” (the bottom link on the consent screen).
2. Sign in with your Microsoft 365 admin account.
3. Review the permissions InboxMate requests:
   • Mail.Read, Mail.ReadWrite — read and update messages
   • Mail.Send — send replies on behalf of the connected user
   • MailboxSettings.Read — read signature + reply settings
   • User.Read, offline_access — sign-in + refresh tokens
4. Click Akzeptieren / Accept. Microsoft records the consent at the tenant level.
5. Back in InboxMate, every user in your tenant can now connect their mailbox without seeing the consent screen.

If you prefer to grant consent directly from the Microsoft admin centre instead of from the InboxMate flow, you can find InboxMate in Microsoft Entra ID → Enterprise applications after the first sign-in attempt and approve it there.

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Mirror categories to Outlook

Each Outlook connection has a per-mailbox toggle: InboxMate-Kategorien zu Outlook spiegeln. When on, every category the AI assigns to an email also appears as a coloured Outlook category on the message itself — same triage state in InboxMate, on Outlook web, on desktop, on mobile. The toggle defaults to on for mailboxes whose Outlook category list is empty at connect time, and off for mailboxes that already have categories defined (so InboxMate doesn’t pollute your existing tagging). Flip it any time from the connection’s settings popover. When a category is mirrored for the first time, InboxMate registers it in your Outlook master-category list with a deterministic colour, so the chip renders correctly everywhere. Re-categorisation removes the previous label and applies the new one — one mirrored category at a time, matching the InboxMate UX.

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Mirror drafts to Outlook

A second per-mailbox toggle: KI-Entwürfe in Outlook spiegeln. On by default for new Outlook connections. When on, every AI-generated reply draft (whether created automatically by a category’s Antwort entwerfen action or via the Neu generieren button) also lands in your Outlook Drafts folder, threaded under the original conversation, with your configured signature already appended. The Outlook draft updates in place when you regenerate — no duplicates piling up. The result: you can review and send AI drafts from Outlook on mobile or desktop, without opening InboxMate at all. The draft is just a normal Outlook draft you can edit and send through Microsoft’s own UI.

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Option 2 — Email forwarding (any provider)

For Gmail, IONOS, FastMail, or anything that supports a forwarding rule.

1. Mein Profil → Postfach hinzufügen → E-Mail-Weiterleitung
2. Pick the AI agent that should handle the incoming emails
3. Enter your support email address and an optional display name
4. Copy the generated *@mail.inboxmate.psquared.dev forwarding address
5. In your email provider’s settings, set up forwarding to that address

Forwarded mail arrives the moment your provider forwards it — there’s no polling delay for this path. With forwarding, InboxMate sees a copy of every email but cannot reach back into the original mailbox. Categorizer actions like Archivieren update the conversation inside InboxMate only — the original stays untouched in your inbox. The activity log shows a chip (“nur InboxMate”) so operators know the scope.

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Option 3 — SMTP / IMAP (contact sales)

For custom mail servers — your own domain, on-prem mail server, or a self-hosted setup — we configure the integration for you. Click Vertrieb kontaktieren in the add-mailbox modal, or email sales@psquared.dev. No self-serve setup yet.

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Sharing & ownership

Every mailbox has an owner — the user who connected it. By default the conversations are only visible to the owner. From the connection’s settings popover you can:

• Toggle Mit allen im Team teilen — every user on the workspace sees the conversations
• Or pick specific users to share with (when Mit allen is off)

Admins and workspace owners can see all mailboxes in the workspace; everyone else sees only the mailboxes they own or have been shared with. You can also change which AI agent handles a mailbox at any time using the dropdown on the connection card — no need to delete and re-add.

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Switching agents for a connected mailbox

The connection card on Mein Profil → Meine Postfächer has an inline agent picker. Pick a different agent and incoming emails route to that agent immediately. Existing chats stay where they are.

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Disconnecting

Open a connection’s settings popover and click Trennen. InboxMate asks what to do with the existing conversations:

• Für alle sichtbar machen — keep the conversations and make them visible to everyone in the workspace (the connection link is removed but the chats survive as orphans, visible to all)
• Alle archivieren — archive every chat tied to this mailbox, then remove the connection

For Outlook connections, disconnecting also revokes our OAuth refresh token immediately — the connection stops being polled on its next scheduled sync (within about 2 minutes).

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AI email features

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AI email drafts (all plans)

InboxMate analyzes incoming emails and drafts reply suggestions based on your knowledge base, the contact’s notes, and the company’s scraped research notes. You can review, edit, and send these drafts — or write your own from scratch.

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Categorizers (Pro+)

On Pro and Business plans, InboxMate sorts every incoming email into one of your configured categories and runs actions per category — archive, create ticket, notify, webhook, research the company, draft an AI reply, or send AI reply directly (Business). See Categorizers for the full configuration guide.

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AI auto-reply (Business only)

Business plans can configure the Mit KI antworten action on a category in auto mode. The AI sends replies directly without manual review, using your knowledge base and agent personality. On Pro it runs in suggest mode (pre-generated drafts an operator approves).

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Plan limits and usage

The number of mailboxes you can connect is set by your plan (see the mailbox row on the plan comparison) — forwarding, Outlook, and SMTP/IMAP connections all count the same way, regardless of connection type. Categorizers and auto-reply availability also follow your plan; see Categorizers. AI work on email — drafting replies, auto-replying, and everything else the AI does — runs on the shared credits model rather than a fixed monthly cap. See Usage and billing for how credits work and what each action costs.