Email in the Inbox

Email lives in the same Inbox as your texts and calls. Each of your business addresses (for example sales@ or info@) is a mailbox, listed on the left under Mailboxes. The Email tab shows mail from every mailbox you can see.

Getting your addresses set up

Email addresses on your business's domain are set up with Hey Quad. If Settings → CRM → Inbox & routing says "Your business doesn't have an email address on Hey Quad yet", contact support to get started.

Once email is on, an owner or admin decides what each address does under Email routes on that same page:

• lands in a mailbox, for the team to read and answer; or
• files a ticket, as the ticket type and queue you pick.

For each address you can also turn on:

• an automatic reply;
• Alert the on-call team immediately;
• Allow starting new emails from this address.

Write an email

Click New message (or press c) and pick Email. Choose the mailbox it comes From, add recipients, and write. Drafts save as you go and wait under Drafts.

To answer, open the conversation and use Reply, Reply all or Forward.

Send options

Next to Send you'll find:

• Send & done: send, and mark the conversation Done.
• Send & wait for reply: send, and move it to Waiting on them until they answer.
• Follow up if no reply…: send now, and add a task to follow up on the day you pick if they don't answer.
• Send later…: pick a time. A message confirms it, with Cancel if you change your mind.

After you click Send, you have about 10 seconds to Undo. The email comes back where you wrote it.

Signatures, saved replies and label rules

Open Settings → Inbox & email:

• My signatures: your signature on each mailbox.
• Saved replies: text you reuse. Save one for yourself, or share it with the team if you're allowed.
• Label rules: sort incoming mail under a label automatically. Create the label from an email in the Inbox first.

Who can see each mailbox

Under Who can see each mailbox, an admin can make a mailbox open to everyone with Inbox access, or only to the people they name. A private mailbox shows a lock in the list. People who can see every mailbox read it either way.

Trash, Spam and kept mail

Deleted email goes to Trash, and spam to Spam. Anyone who works the Inbox can restore it from there until it's deleted for good, after the number of days set under Trash, Spam and keeping mail. Kept mail can't be deleted or marked as spam.

To stop mail from someone, open their email and choose Block sender… under More. Blocking senders and managing the blocked list need the "Manage blocked senders" permission.

Let an AI app help with email

Your team can connect ChatGPT, Claude or another AI app to work their Hey Quad email as themselves. The app can read and organize the Inbox, look up contacts and your knowledge base, and write drafts. It can never send. A person always reviews and sends.

Turning AI apps off stops every connected app on its next request. Drafts it already wrote stay.