Overview
What the custom email connection does.
Kai sends follow-ups and checks replies using your own email server.
Sends from your domain
All customer follow-up emails come from your business email address, keeping your brand front and center.
Uses secure SMTP
Kai connects to your outgoing SMTP mail server over SSL or TLS to deliver messages.
Checks replies via IMAP
When a customer replies to an email, Kai reads the response via IMAP and logs the update in their KaiCalls contact history.
Keeps emails in Sent
Every email Kai sends saves a copy in your mailbox Sent folder.
Prerequisites
Before you connect.
1. Server host and port info
Have your SMTP host (e.g. smtp.office365.com, port 587) and IMAP host (e.g. outlook.office365.com, port 993) ready.
2. App password
If your email has two-factor login, generate an App Password in your email account settings.
Setup
How to connect your mailbox.
Enter your mail settings in KaiCalls.
- 1
Open Connections in KaiCalls
Go to Connections > Email. - 2
Enter Outgoing SMTP settings
Type your SMTP server host, port (usually 587 or 465), your email address, and your app password. - 3
Enter Incoming IMAP settings
Type your IMAP server host and port (usually 993). Toggle on SSL/TLS. - 4
Click Send Test Email
KaiCalls tests sending and receiving a sample message to verify credentials.
Verification
How to prove it worked.
Verify both sending and receiving.
- Click Send Test on the Email connection card in KaiCalls.
- Check your personal inbox: Verify you receive the test email from your business address.
- Reply to that test email from your phone: "Test reply received."
- Wait two minutes and refresh your KaiCalls dashboard.
- Confirm the reply appears under the test contact record in KaiCalls.
Troubleshooting
Fix common SMTP / IMAP issues.
Authentication failed (535)
Make sure you used an App Password, not your personal account password. Microsoft and Yahoo require app passwords when 2FA is on.
Connection timed out
Check your port number. Use port 587 (STARTTLS) or 465 (SSL) for SMTP, and port 993 for IMAP.
Emails land in spam
Ensure your domain has valid SPF and DKIM records set up with your email host so recipient servers trust your mail.
IMAP not syncing
In your webmail settings, verify that IMAP access is enabled. Some hosts disable IMAP by default.
Leaving
How to disconnect your email.
Click Disconnect on the Email card in KaiCalls. Kai will delete your stored email login details from KaiCalls and stop sending or reading mail.