The AI employee’s mailbox
Each AI employee can have their own email: they receive client emails, reply, write first and send you drafts for approval. The simplest option is an Opero address: no passwords, and email arrives right away.
Updated
The Opero interface is switching to English right now, screen by screen. Some buttons and labels may still be in Russian: this guide uses their English names.
Contents
Opero address: recommended
The address is the employee’s name and your company name on the ai.operobusiness.ru domain, for example anna.romashka@ai.operobusiness.ru.
- Open Team, AI Staff and the employee’s profile.
- Go to the Email tab.
- In the Opero address block, click the button to get an Opero address.
Done: the employee immediately receives and sends email from this address. An address can be given by the company owner or an admin.
Your own mailbox: Yandex 360, Mail.ru, Gmail or your own server
If the employee should write from an address on your domain, connect an existing mailbox with an app password.
- In the Email tab, click to connect your own mailbox.
- Choose the email service: Yandex 360, Mail.ru, Gmail or your own server.
- Enter the full email address and the app password.
- For your own server, open the advanced settings and enter the IMAP and SMTP servers. The usual ports are 993 for IMAP and 465 for SMTP.
- Click Check and connect. Opero checks that it can sign in and send.
Opero picks up new email from your own mailbox every couple of minutes. The check mail button picks it up immediately.
How the employee works with email
- Incoming client emails are handled by the employee: it replies, creates a task or hands a difficult question to you.
- In Suggests mode, replies become drafts. They wait for your decision on Today, in AI Staff and in Telegram.
- The new email button sends an email from the employee’s address manually.
- The message button passes an instruction or a question to the employee. It replies right there, in the Email tab.
- If you forward a Zoom or Google Meet invitation to the employee, it offers to attend. Details: AI employee in a meeting.
Warm-up for a new address
Email services don’t trust new addresses that immediately send a lot of email. So an Opero address builds trust gradually: on the first day it sends up to 5 external emails, then 3 more each day, up to 40 a day.
Emails over the daily limit are not lost: they stay as drafts and can be sent the next day. Replies to clients who wrote first have a limit twice as high. Your own mailbox has no warm-up in Opero, but even there it is wise not to send many emails from a new address.
Mail health
The Email tab has a mail health row. Expand it to see:
- whether the domain is ready: SPF, DKIM, DMARC and the reverse PTR record;
- the address warm-up: how many emails you can send today, how many are sent and how many tomorrow;
- bounces this week: addresses where email doesn’t arrive are no longer used;
- how many addresses are excluded because people unsubscribed or email can’t reach them.
Unsubscribes and bounces
Emails to people who haven’t replied to you yet carry a standard unsubscribe header: many email services show an unsubscribe button next to the sender. People can also unsubscribe by replying with the subject “unsubscribe”, “stop” or their Russian equivalents. After that the employee no longer writes to that address, and follow-ups for that lead stop.
If an email bounces because the address doesn’t exist, that address is excluded too. More about the sending rules: finding clients and emailing leads.
How to disconnect email
In the Email tab, click to disconnect email and confirm. The conversations are kept, but the employee stops receiving and sending email.
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Didn’t find an answer? Contact support
In Opero, open Help and describe your question. Or email us and we will reply there.