Email remains a powerful business tool. By connecting your email to Infinity Pro AI, you can automate responses, track conversations, and ensure no customer inquiry falls through the cracks.
Supported Email Providers
- Gmail: Personal and Google Workspace
- Outlook: Personal and Microsoft 365
- Custom IMAP: Any email provider with IMAP access
Connecting Gmail
Access Email Integration
Go to Settings → Integrations → Email
Connect Gmail Account
Click Connect Gmail
- Sign in to your Google account
- Review permissions (read, send, manage emails)
- Click Allow
- You'll be redirected back to Infinity Pro AI
Use a dedicated business email, not your personal Gmail. This keeps business and personal communications separate.
Connecting Outlook
Connect Outlook Account
Click Connect Outlook
- Sign in with your Microsoft account
- Grant permissions for email access
- Click Accept
Email Automation Rules
Set Up Auto-Response Rules
Configure when the AI responds to emails:
- All emails: AI responds to every incoming email
- New customers only: AI only responds to first-time senders
- Specific keywords: AI responds when email contains certain words
- Business hours only: AI only responds during operating hours
Configure Response Delay
Add a delay before AI responds:
- Instant: Reply within seconds
- 5 minutes: Gives you time to respond manually first
- 1 hour: For less urgent inquiries
A short delay (5 min) prevents the AI from responding if you're already handling the email manually.
Template Management
Create Email Templates
Go to Settings → Email → Templates
Create templates for common scenarios:
- Booking confirmation: Sent when appointment is booked
- Quote request: Response to pricing inquiries
- Thank you: Post-service follow-up
- FAQ response: Common questions
Use Variables in Templates
Personalize templates with dynamic content:
- [Name] - Customer name
- [Service] - Service name
- [Date] - Appointment date
- [Time] - Appointment time
- [Price] - Service price
Email Tracking
Enable Email Tracking
Track when customers open and click your emails:
- Go to Settings → Email → Tracking
- Toggle Track opens to ON
- Toggle Track clicks to ON
You'll see:
- When email was opened
- How many times it was opened
- Which links were clicked
Spam Prevention
Configure Spam Filters
Prevent your emails from landing in spam:
- Authenticate domain: Set up SPF and DKIM records
- Avoid spam words: AI avoids "free," "urgent," "act now"
- Include unsubscribe: Required for bulk emails
- Maintain reputation: Don't send to invalid addresses
Send a test email to yourself and check if it lands in spam. If it does, adjust your content and settings.
Email Sequences
Create Automated Email Sequences
Set up multi-email campaigns:
Example: New Customer Sequence
- Day 0: Welcome email with intro and services
- Day 2: Share customer testimonials
- Day 5: Offer first-time discount
- Day 10: "Still interested?" follow-up
Unified Inbox Integration
All emails appear in your main Infinity Pro AI inbox alongside SMS, WhatsApp, and other channels:
View Email Conversations
Go to Messages → All Conversations
Emails are marked with an envelope icon 📧
Click any email conversation to:
- View full thread
- Reply manually
- See customer history across all channels
Best Practices
- Professional signature: Include business name, phone, address
- Clear subject lines: Make it obvious what the email is about
- Mobile-friendly: 60% of emails are opened on mobile
- Include CTA: Every email should have a clear next step
- Proofread templates: Typos damage credibility
- Monitor deliverability: Check spam rates weekly
Frequently Asked Questions
Can I use multiple email addresses?
Yes! Connect multiple Gmail or Outlook accounts. Each can have its own automation rules.
Will customers know it's automated?
The AI writes naturally. You can add a footer like "This is an automated response. A team member will follow up if needed."
Can I still use my regular email client?
Yes! Emails sync both ways. You can use Gmail/Outlook as normal, and Infinity Pro AI will see those conversations too.
What about email attachments?
The AI can receive attachments and notify you. It cannot send attachments automatically (security reasons).
Troubleshooting
Emails not syncing
Solution: Reconnect your email account. Check that IMAP is enabled in Gmail/Outlook settings. Verify permissions were granted.
AI responses going to spam
Solution: Set up SPF/DKIM authentication. Avoid spam trigger words. Ask recipients to whitelist your email.
Duplicate emails appearing
Solution: Disconnect and reconnect the email account. Ensure you haven't connected the same email twice.
Can't send emails
Solution: Check daily sending limits (Gmail: 500/day, Outlook: 300/day). Verify email account is still connected.