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Documentation Index

Fetch the complete documentation index at: https://docs.linkaiil.com/llms.txt

Use this file to discover all available pages before exploring further.

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Email Integration

LinkAI’s Email Integration enables your AI agent to automatically respond to customer emails, providing instant support and information directly through your company’s email system. Set up takes just minutes and provides seamless AI-powered email automation across your organization.

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Why Email?

Email remains the #1 way customers reach businesses:
  • Universal - Everyone has email, no app required
  • Professional - Preferred for business communication
  • Detailed - Customers can explain complex issues
  • Asynchronous - No need for real-time availability
  • Trackable - Complete audit trail of all communications

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How Email Integration Works

1

Email Reception

Incoming emails are forwarded to your LinkAI agent
2

AI Processing

The agent analyzes the email content and determines the appropriate response
3

Automated Reply

AI generates and sends a contextually appropriate response
4

Delivery Monitoring

System tracks email delivery and alerts you of any issues
Prerequisites Required:
  1. Create a LinkAI account and build your AI agent
  2. Configure your email domain with proper authentication (DKIM, SPF, forwarding)
  3. Have an active LinkAI agent ready for deployment
Email integration will not function until your email domain is properly configured.

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Setup Instructions

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Step 1: Configure Your Email Domain

1

Access Email Settings

Navigate to Settings > Email in your LinkAI dashboard
2

Add Email Address

Click New email address and enter the email you want to use (e.g., support@yourcompany.com)
3

Configure Forwarding

Set up email forwarding from your email provider to your LinkAI agent email
4

Add DNS Records

Add the provided DKIM, SPF, and MX records to your DNS provider
5

Verify Domain

Wait for DNS propagation and verify your domain in LinkAI

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Step 2: Enable the Email Channel

1

Navigate to Deploy

Go to Deploy > Email in your agent dashboard
2

Click Manage

Access email deployment settings
3

Enable Channel

Toggle the email channel to Enabled
4

Configure Settings

Customize email behavior and appearance (see below)

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Email Configuration Options

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Reply Address

Select which configured email address will appear as the reply-to address for AI-generated emails.
Addresses with configuration issues (forwarding, DKIM, or SPF not enabled) will display warnings and cannot be selected.

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Deliverability Alert Contact

Designate a team member to receive notifications about email delivery failures and issues. Recommended: Assign this to your technical or support team lead to ensure quick resolution of delivery issues.

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Email Display Name

Set the sender name that appears in recipients’ inboxes when they receive emails from your AI agent. Examples:
  • “Customer Support at [Company Name]”
  • “[Company Name] AI Assistant”
  • “Help Desk”

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AI Composition Disclaimer

Add transparency by including a disclaimer that identifies AI-generated content. When enabled, adds a customizable disclaimer at the end of emails (default: “This message is composed by AI.”) Use Cases:
  • Regulatory compliance requirements
  • Company transparency policies
  • Building customer trust

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Email Signature

Create a professional signature that appears at the bottom of all AI-generated emails. Supports rich text formatting:
  • Company logo
  • Contact information
  • Social media links
  • Legal disclaimers

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What Email AI Can Handle

FAQs

Answer frequently asked questions about products, services, and policies

Order Inquiries

Provide order status, tracking information, and delivery updates

Billing Questions

Handle billing inquiries, payment confirmations, and invoice requests

Returns & Refunds

Process return requests and explain refund policies

Appointment Scheduling

Book appointments and send confirmations

Technical Support

Provide troubleshooting steps and technical guidance

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Email Forwarding Setup

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Gmail and Google Workspace

1

Open Gmail Settings

Click the gear icon > See all settings
2

Forwarding and POP/IMAP

Go to the Forwarding and POP/IMAP tab
3

Add Forwarding Address

Click Add a forwarding address and enter your LinkAI agent email
4

Verify

Check your LinkAI dashboard for the verification code
5

Enable Forwarding

Select Forward a copy of incoming mail and choose your LinkAI agent email

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Microsoft Outlook / Office 365

1

Open Settings

Click the gear icon > View all Outlook settings
2

Mail > Forwarding

Navigate to Mail > Forwarding
3

Enable Forwarding

Check Enable forwarding and enter your LinkAI agent email
4

Save

Click Save to apply changes

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DNS Authentication

To send emails from your domain, add these DNS records:

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DKIM Record

Type: TXT
Name: linkai._domainkey
Value: [Provided by LinkAI]

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SPF Record

Type: TXT
Name: @
Value: v=spf1 include:_spf.linkai.com ~all

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MX Record (Optional)

Type: MX
Name: @
Value: mx.linkai.com
Priority: 10
DNS changes can take up to 48 hours to propagate, but usually complete within a few hours.

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Best Practices

Aim for responses within 5 minutes. LinkAI handles this automatically 24/7.
Maintain the original subject line or use “Re:” to keep context clear.
Use customer names and reference their specific inquiry in responses.
Set up clear rules for when to escalate to human agents.
Use a professional email signature that matches your brand.
Regularly check spam scores and delivery rates.

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Email Types AI Can Handle

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1. Billing and Account Questions

Example:
“Hi, I was charged twice for my subscription this month. Can you check my account?”
AI Response:
“I’ve reviewed your account and confirmed the duplicate charge. I’ve initiated a refund for $49.99 which will appear in 3-5 business days. I’ve also added a credit to your account. Is there anything else I can help with?“

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2. Order Status Inquiries

Example:
“Where is my order #12345?”
AI Response:
“Your order #12345 shipped on March 15th via FedEx (tracking: 1234567890). It’s currently in transit and expected to arrive by March 18th. You can track it here: [link]“

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3. Product Questions

Example:
“Does the Pro plan include API access?”
AI Response:
“Yes! The Pro plan includes full API access with 10,000 requests per month. You’ll also get priority support and advanced analytics. Would you like me to send you the complete feature comparison?“

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4. Technical Support

Example:
“I can’t log into my account. It says my password is incorrect.”
AI Response:
“I can help you reset your password. I’ve sent a password reset link to this email address. The link will expire in 1 hour. If you don’t receive it within 5 minutes, please check your spam folder.”

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5. Appointment Requests

Example:
“I’d like to schedule a demo for next week.”
AI Response:
“I’d be happy to schedule a demo for you! I have availability next week on:
  • Tuesday, March 21 at 2:00 PM
  • Wednesday, March 22 at 10:00 AM
  • Thursday, March 23 at 3:00 PM
Which time works best for you?”

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When to Escalate to Humans

AI automatically escalates these situations:
  • Angry or frustrated customers - Detected through sentiment analysis
  • Complex technical issues - Beyond AI’s knowledge base
  • Refund requests over threshold - Requires manager approval
  • Legal or compliance questions - Requires human expertise
  • VIP customers - Flagged for priority handling
  • Multiple failed resolutions - AI couldn’t resolve after 2-3 attempts

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Analytics & Reporting

Track email performance:

Email Volume

Total emails received and responded to

Response Time

Average time to first response

Resolution Rate

Percentage resolved without human intervention

Deliverability

Email delivery success rate and bounce rate

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Troubleshooting

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Emails Not Being Received

  • Verify email forwarding is set up correctly
  • Check spam/junk folders
  • Ensure DNS records are properly configured
  • Verify the email address is active in LinkAI

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Emails Not Being Sent

  • Check DNS authentication (DKIM, SPF)
  • Verify domain is verified in LinkAI
  • Check deliverability alert contact for error notifications
  • Review email logs for specific errors

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Emails Going to Spam

  • Ensure DKIM and SPF records are correctly configured
  • Avoid spam trigger words in email content
  • Maintain a good sender reputation
  • Ask recipients to whitelist your domain

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Next Steps

Train Your Agent

Upload FAQs and documentation for better email responses

Set Up Workflows

Automate email-triggered actions

Monitor Performance

Track email metrics and optimize

Add More Channels

Connect WhatsApp, chat, and other channels
Your email integration is live! LinkAI will now automatically respond to customer emails 24/7.