AI email assistant: an agent that keeps on top of your inbox

Give your agent a Gmail account of its own and forward it your email. It checks on your schedule, tells you what needs an answer and drafts replies you approve.

The short answer

Give your agent a free Gmail account of its own and forward it the email you want help with. It checks that inbox when you tell it to, tells you in your messaging app what came in and what needs an answer, drafts each reply with what it knows about you and your business, and sends only what you approve. Setting it up takes a new Gmail account, an app password and a few messages to your agent.

An assistant that is always at its desk

Everpod gives your agent a computer of its own that is always on, so it can:

check your email while you are working, driving or asleep
remember your business, your regular customers and how you like to reply
keep a record of what came in and what was answered
do anything else you would do yourself at a computer

Give your agent an inbox of its own

An inbox of its own means the agent sees only what you forward to it, which matters because the password it uses opens the whole mailbox.

Create a free Gmail account for your agent.
Turn on 2-Step Verification for that account and create an app password; the Gmail guide has the steps.
In your usual mailbox, forward to the agent’s address the mail you want help with: everything, or just what a filter picks out, such as enquiries from your website.

Then send your agent:

I’ve made a Gmail account for you: [address]. Set yourself up to read and send email from it, and tell me where to enter the app password.

The agent tells you where to enter the password so it never appears in the chat, then tells you when it can read and send.

Tell it when to check and what you want to hear

Check your inbox every morning at 8 and every afternoon at 2 (my time zone is [zone]). Tell me here what came in: who it’s from, what they want, and whether it needs an answer from me, most urgent first. Leave out newsletters and automatic emails unless they need me.

Ask for the first check straight away, so you see a summary before the schedule starts. The scheduling guide covers changing the times later.

Get replies drafted for you to approve

For each email that needs an answer, draft a reply and show it to me here. Send it only when I say send, sign it as my assistant, and tell me when it’s gone. Never send anything I haven’t approved.

Replies go from the agent’s address. If you would rather they come from your own, ask for the drafts only and paste them into your own mail.

Teach it how your business works

Here’s how my business works: [what you do, your prices, your hours, the area you cover, how you like to reply]. Remember it and use it in every draft. When I change a draft, remember what I changed and write the next one that way.

The agent keeps this on its computer and uses it every time, so the drafts sound more like you the longer it works for you.

Use the inbox you already have

You can connect your existing Gmail account in the same way, with an app password for that account instead; the agent then sees everything already in it. A Google Workspace account can work the same way where its administrator allows app passwords. A Microsoft 365 business mailbox accepts no password or app password from a mail app, so your agent cannot sign in to it that way; forwarding to the agent’s own Gmail is the way in, where your organisation lets you forward outside it.

What it costs

Each check and each draft uses model usage from what your pod includes. A quiet inbox costs little and a busy one more, and your pod page shows how much is left.