How to Set Up Email Follow-ups

Connect your email account so Kai can send follow-ups, proposals, and notifications to leads.

What Kai Can Do with Email

  • Send follow-up emails to leads after calls
  • Draft and send proposal emails
  • Send appointment confirmations
  • Send email notifications to your team about new leads

Connecting Your Email

KaiCalls supports two email connection methods:

Gmail (Recommended)

  1. Go to Dashboard > Settings > Connections
  2. Find “Email Connections” and click Connect Gmail
  3. Sign in with your Google account
  4. Grant KaiCalls permission to send emails on your behalf
  5. Emails from Kai will appear in your Sent folder

Custom SMTP/IMAP

  1. Go to Dashboard > Settings > Connections
  2. Choose “SMTP/IMAP” connection
  3. Enter your email server settings:
    • SMTP server and port (for sending)
    • IMAP server and port (for reading)
    • Username and password
  4. Test the connection
  5. Save

How Email Follow-ups Work

After a call ends, Kai can automatically draft a follow-up email based on the conversation:

  1. Kai extracts key details from the call (name, inquiry, next steps)
  2. Kai drafts an email using your business context
  3. Depending on your settings, the email is either:
    • Sent automatically — goes out immediately after the call
    • Queued for approval — appears in Dashboard > Email Approvals for you to review before sending

Email Approval Queue

If you prefer to review emails before they go out:

  1. Go to Dashboard > Email Approvals
  2. Review each drafted email
  3. Edit if needed
  4. Click Approve to send, or Reject to discard
Tip: Start with “Queued for approval” mode to review Kai’s emails before trusting auto-send. Once you’re comfortable with the quality, switch to automatic sending.

Tips

Use Gmail if possible — it’s easier to set up and more reliable than custom SMTP/IMAP.
Emails feel personal, not templated — Kai includes context from the call, so each follow-up references specific details from the conversation.
Customize the tone — You can adjust the email style and tone in your agent’s instructions. Be specific about formality, length, and sign-off preferences.

Troubleshooting

Emails not sending

Check connection status in Settings > Connections. Gmail connections expire and need to be reconnected periodically.

Emails going to spam

Ask recipients to add your email to their contacts. Make sure your domain has SPF/DKIM records configured. Your IT team or domain provider can help with this.

Wrong tone or content

Edit the agent’s instructions to be more specific about email style. For example, add instructions like “Keep follow-up emails under 3 paragraphs” or “Use a professional but warm tone.”

Warning: If you use a shared business email, be aware that emails sent by Kai will appear in the shared Sent folder and count against your email sending limits.
    How to Set Up Email Follow-ups | KaiCalls Help