Automate inbox monitoring with AI

Email response delays can cost you leads and deals. This quick start playbook helps you monitor your inbox, detect time-sensitive replies, and respond fast—without switching tools. It adapts to your current workflow and tools.

Whether you use Gmail, Outlook, Slack, or Teams, this playbook fits right in. You can customize it to match your team’s communication style and automate actions based on email content and urgency.

How to configure the inbox monitoring quick start playbook

Setting up the inbox monitoring playbook is simple and flexible. You’ll walk through a few steps to customize it to your tools and workflow.

Step 1: Choose your email service

First, select which inbox you want to monitor. You can choose between:

• Google Mail
• Microsoft Outlook

This step is key because it connects Bardeen to your inbox and allows it to scan for replies in real time. Choosing the correct email service ensures the playbook monitors the right account.

Step 2: Qualify if a time-sensitive action is required

Here, Bardeen uses AI to check if the reply needs urgent attention. It looks at message tone, keywords, and context.

This step helps:

• Filter out low-priority replies
• Focus only on messages that need action
• Reduce inbox clutter

This step is important because it keeps your attention on what matters most.

Step 3: Decide if you want to draft responses

Next, choose whether you want Bardeen to generate email drafts for you. You can:

• Enable AI-generated drafts
• Skip this step if you prefer to write replies manually

This step is important if you want to speed up your response time and maintain consistent messaging. It also helps reduce writing fatigue for high-volume inboxes.

Step 4: Select how you want to be notified

Choose your preferred notification method for urgent replies. Options include:

• Slack
• Microsoft Teams

This step ensures you or your team are alerted instantly when a time-sensitive reply comes in. It’s especially useful for teams working across different tools or time zones.

Step 5: Connect your apps and test the workflow

Finally, connect your selected tools and test each action. During this step, you’ll:

• Authorize access to your email and messaging apps
• Fill in any missing details
• Run a test to confirm everything works

Testing is essential to ensure the playbook runs smoothly and catches the right emails. It also helps you fine-tune the workflow before using it live.

How to automate inbox monitoring with Bardeen’s quick start playbook?

Inbox monitoring is one of the most repetitive yet critical tasks in communication-heavy roles. Automating this process with Bardeen can save hours each week, reduce human error, and ensure that no important message slips through the cracks.

Benefits of automating inbox monitoring

Automating inbox monitoring helps you stay on top of high-priority conversations. Here’s how it can improve your workflow:

Never miss a time-sensitive reply

The playbook checks your inbox continuously and flags replies that need quick action. This helps you avoid delays that could hurt your chances with a lead or customer.

Respond faster with AI-generated drafts

Once a reply is flagged, Bardeen can draft a response using context from the email thread. This reduces the time spent writing replies and keeps your messaging consistent. Learn more about how AI-generated messages can improve your outreach.

Keep your team in the loop

You can choose to send alerts to Slack or Microsoft Teams when urgent replies come in. This keeps your team aligned and ready to act. For teams focused on sales, this is especially useful when managing a high volume of leads—see how sales teams benefit from automation.

Ways to automate inbox monitoring

Here are a few key areas of your inbox workflow that can be automated using this playbook:

Detect urgency in replies

The playbook uses sentiment and keyword analysis to automatically check if a reply needs immediate attention. This removes the guesswork and ensures you focus on the right messages.

Classify the type of action needed

Once an email is flagged, the playbook can determine what kind of follow-up is required—whether it’s a meeting, a pricing question, or a product inquiry. This helps you route the task to the right person or tool.

Draft and prepare responses

If enabled, the playbook will auto-generate a draft reply based on the email thread. You can review and send it, or tweak it as needed. This is especially helpful in managing cold leads and warm leads effectively.