Frequently Asked Questions

Answers to commonly asked questions

Getting Started

How does Smart InBox's AI work?

Smart InBox uses advanced AI to analyze your incoming emails, prioritize what matters, and organize your inbox automatically. It learns from your preferences, filters out distractions, labels messages by category, and can even help draft replies, saving you time and boosting your productivity.

How do I get started with Smart InBox?

To get started, just click Sign Up and fill in your name, email, and password. After submitting the form, a security code will be sent to your email. Simply enter that code on the website to confirm your account.Once confirmed, you'll be logged in. However, your email account won’t be connected yet. To do that, go to the menu and navigate to Settings > Email Account. From there, you can easily link your email account and start using your Smart Inbox email manager.

What email providers are supported?

You can connect your Gmail account directly or manually link your business email account by the menu Settings > Email Account. Check the video below for a step-by-step walkthrough.

Is there a free trial or demo available?

Yes, you can sign up today and receive 20 free email credits. This allows the AI to analyze, categorize, and respond to up to 20 emails at no cost. Once your free credits are used, you’ll have the option to purchase additional credits or subscribe to one of our plans. You can learn more about our subscription options here

Can I use my own openAI API key?

Yes, you can. By selecting the "Use your OpenAI API key" option in the Plan Details, you'll receive a discount on your subscription plan.For more information, please visit our Pricing Page or contact our support team.

AI Features

Can I choose which emails the AI analyzes?

Yes. You can select the email(s) that you want the AI to analyze directly from your inbox.

Does the AI learn from my behavior?

Yes. The more you use it, the better the AI will understand your preferences and enhance your email management experience.

Can I edit or review AI-generated replies?

If the email isn’t marked with a priority level set for automatic response, you’ll have the opportunity to review and edit the AI-generated reply before it’s sent.

How do I train the AI with my preferences or documents?

Under the Knowledge Base section in Settings, you can edit the Context and upload files for each category to help train the AI on how to categorize and manage your messages.

What kind of context or documents can I upload to train the AI?

In the Context window, you can provide a description of what each category should support and how it should handle your messages. You can also upload documents in the following formats to your Knowledge Base: .pdf, .doc, .docx, .txt, and .csv. By using the Knowledge Base, you can train your AI to better adapt to your specific needs.

Inbox Management

How does filtering and labeling work?

By editing the Knowledge Base in Settings, you can train your AI by teaching it your preferences and how it should handle and categorize your emails. You also have the option to assign specific labels to individual senders. Based on this setup, the emails or senders you’ve selected for AI analysis will be automatically sorted into one of eight categories: Operational Work Tasks, Accounting, Customer Concerns, HR Department, Scheduling and Appointments, Sales Department, Marketing Department, or Uncategorized. These categories will appear in your Focus Inbox: the dedicated space where all AI-analyzed messages are organized and where the AI can assist with replies.

How can I customize my filters or email categories?

You can manage your current filters by going to Settings and selecting the Filter menu. There, using the action menu, you can decide whether a sender's emails should be automatically analyzed by the AI when received, or if a specific label should be applied. You can also create new labels within this section.Email categories are found in the Focus Inbox, where you'll see messages that have been analyzed by the AI. These messages are sorted into eight categories: Operational Work Tasks, Accounting, Customer Concerns, HR Department, Scheduling and Appointments, Sales Department, Marketing Department, and Uncategorized.If you think a message belongs in a different category, you can manually move it to a more appropriate one. By doing this, along with updating the Knowledge Base in your Settings, you're helping to train the AI. Over time, this improves how your messages are sorted, making the categorization more personalized and accurate to your needs.

How do I enable/disable AI for specific senders?

You can enable or disable filters by going to Settings and selecting the Filter menu. There, through the action menu, you can choose whether a sender’s emails should be automatically analyzed by the AI when they arrive.If the filter is enabled, every message you receive from that sender will be automatically analyzed. If it’s disabled, you’ll need to manually select the message you want the AI to analyze within your Smart Inbox. Once you do this, the sender will automatically be added to your filter list, and future messages from them will be analyzed unless you change the setting again.

What happens to filtered emails are they deleted or archived?

Emails filtered by your labels will appear in your Hub under the Labels section, inside their respective folders. Emails analyzed by the AI can be found in the AI Analyzed folder, or you can view them organized into categories in the Focus Inbox. Emails will only be deleted or archived if you choose to do so. They remain accessible unless manually removed.

Localization & Accessibility

Is Smart InBox available in other languages?

Currently, the interface is only available in English, but we plan to support additional languages in a future update.

Does the AI understand multiple languages?

Yes, our AI is capable of understanding and responding to emails in multiple languages. While it already supports several languages, we're actively working to expand and improve its multilingual capabilities for more natural and accurate responses.
You can set the AI response language to 'Auto', which allows it to detect and reply in the appropriate language after analyzing the message.

Will the AI adjust to regional email etiquette?

Our AI is designed to recognize and adapt to general language and tone variations, including those influenced by regional email etiquette. While it already takes some of these nuances into account, we're continuously working to improve its understanding of cultural and professional communication styles across different regions. As we expand the AI’s capabilities, its ability to tailor responses more precisely to regional norms will keep getting better.

Plans & Usage

What’s included in each pricing plan?

You can view the details of each plan on our Pricing page. In short, each plan offers a different number of monthly email credits. These credits are used whenever the AI analyzes an email, either automatically or when you choose to analyze one manually. The more credits included in your plan, the more messages your AI can process and help respond to.You can start using Smart Inbox for free with 20 email credits to test out the features. After that, you will have the option to subscribe to one of our plans and purchase an add-on in busier periods.

What payment methods do you accept?

Currently, we accept credit card payments from all major providers.

How many AI-analyzed emails do I get per month

The number of monthly credits you receive depends on the plan you choose. If you need more, you can easily purchase an add-on for additional email credits.

What happens if I run out of AI email credits?

If you run out of AI email credits, the AI won’t be able to analyze or assist with new messages until additional credits are added. However, you’ll still have full access to the platform and all its features. To continue using the AI, you can either upgrade your plan or purchase an add-on if you are already a subscriber.

Can I purchase add-ons or upgrade my plan?

Yes, you can. If you need more email credits than your current plan includes, you have two options: upgrade to a higher plan with more monthly credits, or, if you're already a subscriber, purchase an add-on package to boost your credits during busier periods. You can manage both options directly from the Usage menu in your account Settings.

How can I check my email usage or remaining credits?

You can track your usage and remaining AI email credits by going to the Usage section in your account settings. There, you'll find a clear breakdown of your current plan, how many credits you've used, and how many you have left for the month.

Privacy & Security

Is it safe to let AI read my emails?

Yes. Smart Inbox only uses AI to help you manage your inbox. Your data stays private and secure.

Does Smart InBox store or share my data?

We never share your data. We only store what’s needed to make the app work, and it’s encrypted.

How can I delete my data or disconnect my account?

You can delete your account and all associated data by going to Settings > Manage Account. Please note that this action is permanent and will remove all your data from our servers. We recommend proceeding with caution, as this cannot be undone.

Where is my data stored, and how is it protected?

- Authentication & Authorization
Smart Inbox uses OAuth 2.0 with Google for secure authentication. We do not store email credentials—access is granted through token-based permissions. Access control is role-based to ensure proper segregation between user-level and admin-level actions.
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- Data Security
All data is encrypted in transit. We do not store full email bodies—only metadata and categorization labels needed for service functionality.
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- Infrastructure & Hosting
Smart Inbox is hosted on AWS, leveraging security best practices, including network segmentation, firewalls, and isolated environments for dev, staging, and production. Infrastructure is managed with infrastructure-as-code and monitored 24/7 for anomalies.
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- User Data & Privacy
We follow GDPR principles around data minimization, purpose limitation, and user consent. Users can revoke access at any time via their connected account providers (Google).

Support & Troubleshooting

My filters aren’t working. How can I fix them?

Please check your filter settings under the Filter menu in Settings to ensure everything is set up correctly. If you're still experiencing issues, feel free to contact our support team. We're here to help!

How do I contact support for assistance?

You can reach our support team by filling out the form here. We're continuously working to improve your experience and will get back to you as quickly as possible.

What should I do if I notice an error with AI-generated replies?

If your AI is not set to respond automatically, you can review and edit the generated message before sending it. If the AI's reply doesn't meet your expectations or if you encounter any issues, please contact our support team so we can address it promptly.

Do you offer team plans or multiple inbox management?

Not at the moment, but our team is actively working on developing team plans and support for multiple inboxes. Stay tuned for future updates!

Can Smart InBox handle shared inboxes?

Currently, Smart InBox doesn't support shared inboxes, but it’s something we’re planning to include in a future update.

How can I suggest a new feature?

We’d love to hear your ideas! You can suggest a new feature by contacting our team through our Customer Support.