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The Sales employee researches a lead and checks it against your rules, briefs you on an account, and drafts follow-ups in your own mailbox. It looks the lead up in your CRM, reads the company’s public home page, decides qualified, not qualified or needs review from the CRM’s own facts, proposes recording that in your CRM, and drafts a follow-up email. Every CRM change and every draft waits for a person, and sending always does.
In beta, off unless your deployment has switched it on. HubSpot, Gmail and Microsoft Outlook can be connected with credentials you create; none has yet been run against a real account. Until a mailbox is connected, an approved draft is recorded as Not sent, with the wording for you to copy. Reading a company’s public home page is real. See AI employees.

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What it does with a lead

  1. Looks the lead up in your CRM, by its CRM record id or its email address.
  2. Reads the company’s public home page, at the domain your CRM record holds — or, for a lead not in your CRM yet, the domain of its email address. Never a free-mail provider such as a personal webmail address, and never a link or domain taken from the lead’s message.
  3. Qualifies it against your qualification rules, using only the CRM record’s industry, company size and country. A fact the CRM does not hold makes the lead needs review, never a pass.
  4. Proposes keeping your CRM up to date: updating the record with the verdict and the research, or adding the lead when it is not there yet.
  5. Drafts the follow-up email — only for a qualified lead, to the address the lead came from, answering their question from your knowledge where it can and promising nothing it cannot.

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Follow-ups and account briefs

Hand it one of these through the console or the API (POST /employees/sales/tasks, with the channel shown): A follow-up goes only to a contact your CRM holds, at the address your CRM holds. A sender your CRM does not know, an address written in a note or a message, or a deal with no contact gets nothing, and the record says why. What a prospect wrote is quoted for you, and is used only as a question to your knowledge — never as an instruction.

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The account brief

The brief lists the company’s facts, up to three deals (stage, amount, close date, last activity, and whether an open one has gone quiet) and five contacts from your CRM, and what your knowledge says about the company. Each fact is numbered — E1, E2 — with where it came from, and the brief ends with what it did not read: the company’s website (a brief reads no website), email threads, and your knowledge when no assistant was named or it had nothing on the company.

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Your mailbox

When you connect Email, you name one mailbox — usually your own. Every draft is saved there, and nothing a lead, a CRM note or an email says can choose another. Nothing is sent: you open the draft in Gmail or Outlook, edit it if you like, and send it yourself. If an Owner or Administrator turns Sending on when connecting, each saved draft is followed by a separate Send the draft approval. It always needs a person, no rule can allow it, and the draft is sent only if it is still addressed to the person you approved — add a recipient in your mailbox and it is not sent from here.

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A mailbox for each rep (Beta)

By default one mailbox is shared: the one you name when you connect Email. On a deployment that turns on personal mailboxes, an Owner or Administrator can also attach a mailbox for one named person, so that person’s follow-ups are drafted in their own.
  1. Open the Sales employee, find Email, and under Mailboxes for one person (Beta) choose the member, a saved Gmail or Outlook connection, and that person’s Mailbox.
  2. Select Attach mailbox. It is listed with the person’s name, and Remove takes away only theirs.
The organisation’s own mailbox is not changed and stays the one for anyone without theirs. Sending stays off for a personal mailbox, and a draft is still saved there, never sent. Each attachment is recorded in your audit log. Off by default. While personal mailboxes are off the platform refuses the attach with its own message and every follow-up uses the organisation’s mailbox, as before. Access on request.

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What it reads

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What it proposes

You can reword the note, the subject and the body; never the recipient, the record, the stage or the mailbox.

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Tools it can connect

Connect your tools has the steps, scopes and permissions.

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Try it

Open Sales, choose Use an example and Hand it over:
Subject: Pricing for 400 seats Details: Does your assistant work with our help centre? We have about 400 support agents. Lead’s email: dana@acme.test
The record shows whether it found the lead, whether it read the home page, and the verdict against your rules with the reasons. A follow-up draft is proposed only if the verdict is qualified.

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Limits

  • One mailbox per organisation. Everyone’s drafts go to the mailbox named when Email was connected.
  • It does not watch your mailbox or your pipeline. A reply, a meeting or a quiet deal is work you or an integration hands over.
  • A reply is drafted from the opening of the prospect’s message — the preview your mailbox shows — not the whole message.
  • HubSpot only, and it holds no rules. The rules you write on the Sales page are what a lead is checked against; with none written, a lead is “needs review”.
  • Three facts only. Industry, company size and country are compared; nothing else qualifies a lead.
  • Outlook replies keep Outlook’s own subject.
Last modified on November 11, 2026