Before you send
Give Kai a real sender, recipient, and context.
Active business mailbox
Connect Gmail or SMTP under Dashboard → Settings → Connections. The account must still be active when the message is sent.
Valid lead email
Open Dashboard → Leads → Lead detail and confirm the recipient address. Placeholder, missing, and suppressed addresses are blocked.
Useful business context
Add the services, instructions, and lead details Kai should use. Draft quality depends on the context available to the selected business.
Chosen sending policy
Decide whether eligible messages may send automatically or must wait in Dashboard → Email Approvals.
Shared-inbox notifications are configured separately under Dashboard → Settings → Notifications. Connecting a mailbox controls the sender; notification settings control who receives internal alerts and summaries.
Mailbox setup
Connect and test the account Kai should use.
- 1
Open Connections
Go to Dashboard → Settings → Connections for the correct business. - 2
Choose Gmail or SMTP
For Gmail, complete Google sign-in and grant sending access. For SMTP, enter the sending host, port, username, password, and the IMAP details needed for mailbox sync. - 3
Test before saving SMTP
Use the connection test to confirm both SMTP and IMAP credentials. Correct any connection error before relying on the account. - 4
Confirm the active sender
Read the connected account and default sender shown for this business. A successful Google sign-in proves setup, not email delivery.
Lead workspace
Generate from context, then edit like a human.
Open Dashboard → Leads → Lead detail → Email Communication.
- 1
Open the right lead
Confirm the selected business, lead name, and email address before opening the composer. - 2
Generate the AI draft
Kai uses the lead record, call details, business knowledge, earlier email history, and configured examples when available. - 3
Review subject, body, and recipient
Regenerate or edit the draft. Check promises, dates, links, sign-off, and the exact recipient before sending. - 4
Send or route for approval
Manual Send Email sends through the connected account. Governed automated drafts wait in Email Approvals unless their policy permits automatic delivery. - 5
Read the lead email history
Confirm the draft or sent message appears under the same lead, with its recipient, sender, status, and timestamp.
Human review
Use the queue when every send needs a decision.
Pending
Preview the complete message, edit subject or body, then choose Approve & Send or Reject. You can also approve or reject selected pending rows in bulk.
Sent
The email service accepted the send and KaiCalls stored the Sent status. Check the connected mailbox Sent folder when stronger confirmation is required.
Rejected
The message was intentionally kept from sending. An optional rejection reason helps explain the decision later.
Failed
Read the displayed error before retrying. Fix the account, recipient, suppression, or sending problem first so a retry does not repeat the same failure.
Delivery proof
A draft is not a send, and a send is not an inbox receipt.
- Confirm the selected business has the intended active Gmail or SMTP account.
- Confirm the lead has the exact valid recipient address before approval.
- Review the final subject and body after any AI generation or manual edit.
- Confirm the queue or lead history changes to Sent and records the message or thread receipt.
- Check the connected mailbox Sent folder for the same recipient and subject.
- For important delivery, confirm receipt with the recipient or check the email service delivery record. A Sent row alone does not prove inbox placement.
Email service limits
Kai drafts the message; your connected mailbox delivers it.
Gmail token expiry, SMTP credentials, mailbox limits, hard bounces, suppression, spam filtering, and SPF or DKIM configuration still apply. When a send result is unclear, KaiCalls holds the message so it can be checked before another send. Approval-required messages do not become automatic simply because an account is connected.
Troubleshooting
When the draft or send does not complete
AI draft could not be generated
Confirm the lead still exists under the selected business and that the drafting service is available. Keep any manual draft rather than repeatedly regenerating blindly.
No active email account
Open Settings → Connections, reconnect Gmail or correct SMTP credentials, and confirm the account is active before retrying.
Recipient is missing or invalid
Update the email on the lead record. Kai refreshes the recipient from the lead before an approved send.
Address is suppressed
Do not retry a hard-bounced or suppressed address. Confirm a corrected address with the lead first.
Send status is retrying
The send result was unclear. Check the email service or Sent folder before trying again.
Message went to spam
Check domain authentication, sender reputation, message content, and sending limits. Ask the recipient to confirm the mailbox and check spam.