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Your Inbox. A Shared Inbox. Or a Campaign Inbox.
UltimaBot's Email Assistant Handles It All.

Meet the only AI email assistant that remembers every conversation across email, chatbot, and voice. Whether it’s a lead from your website, a cold email reply, or a follow-up from a voice call, it knows what to say next.
  • Trained on your data. We also let the AI learn from your historical email conversations.
  • AI-powered replies or manual approval.
  • Smart scheduling with Google Calendar. For other tools, it shares booking links or presents suggested time slots to the admin for approval.
  • Detects and handles unanswered emails, unsubscribes, spam, phishing, and auto-archives resolved conversations, keeping your inbox clean and safe.
  • Understands & remembers conversations across channels (chat, email, voice).
  • Lead capturing and auto-syncing leads to your tools using Zapier.
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Key Features of the Email Assistant

UltimaBot is your AI-powered email assistant for managing inboxes + handling email replies: fast, smart, and fully on-brand. When combined with our chatbot, voice tools, and email campaigns, it remembers every interaction across all channels to keep conversations contextual.

Use it in your personal inbox, a shared team inbox, or spin up a dedicated inbox for outbound campaigns.

UltimaBot replies automatically or with manual approval, adapts to each conversation, whether you’re closing leads, following up, or supporting clients.
  • Smart Reply Options
  • Choose between Auto-Reply or Manual Approval: The AI can draft replies that either send automatically or await your approval. This allows flexibility depending on your preferred level of control.
  • Manual Editing: Customize and approve AI-generated responses, ensuring they meet your communication style and standards.
  • Unanswered Email Management
  • Set preferences for unanswered emails: If the AI can’t provide an answer, you can choose to:
    • Add the email to a specific folder for later.
    • Have the AI send an acknowledgment, letting the customer know someone will reach out soon.
  • Organized Workflow: Mark emails needing manual responses for easy follow-up.
  • Meeting Scheduling
  • Integrated with Google Calendar: Just like our chatbot, the Email Assistant can automatically book meetings, set reminders, and confirm appointments through your Google Calendar.
  • Effortless Coordination: Save time and simplify scheduling by allowing the AI to manage your calendar.
  • Customizable Archiving Rules
  • Set up automated rules for archiving emails based on criteria you define, keeping your inbox organized.
  • Tailored to Your Workflow: Streamline email management by sorting and archiving important messages automatically.
  • Subscriber Management
  • Unsubscribe Suggestions: Our tool aims to recognize and suggest unsubscribing options, helping manage your direct mail campaigns more effectively.
  • Spam and Phishing Detection
  • Preemptive Filtering: You can enable the Email Assistant to recognize potential spam and phishing emails, adding an extra layer of security to your inbox.
  • Custom Data Training
  • Learn from Your Data: Just like our chatbot, the Email Assistant learns from your uploaded custom data, allowing it to understand your business, customer inquiries, and preferred tone of communication.
  • Exclusion Options
  • Selective Responding: Easily exclude specific email addresses from automated replies, ensuring the AI doesn’t respond to sensitive contacts.

Seamless Integration with Other Tools

When integrated with our other tools, the Email Assistant brings together a cohesive communication strategy:

Unified Customer View

The AI accesses interactions from past campaigns, voice calls, and chat sessions, providing context for follow-up emails.

Cross-Channel Awareness

Continue conversations across email, chatbot, and voice, delivering a consistent experience tailored to each customer’s journey.

Automated Data Collection
and Lead Management

When integrated with our other tools, the Email Assistant brings together a cohesive communication strategy:

Lead Collection

The Email Assistant gathers lead details (name, email, and other custom data), adding them to your dashboard for follow-up.

Zapier Integration

Automate workflows by linking the Email Assistant with other platforms through Zapier, syncing new leads and email data directly with your CRM.

Frequently Asked Questions

Yes, you can connect your personal email inbox and let UltimaBot manage incoming emails, reply automatically, and handle lead interactions for you.

No, UltimaBot Email Assistant can work as a standalone tool. However, if you integrate it with our chatbot, voice agents, and email campaigns, you unlock full cross-channel memory for even smarter replies.

Yes, AI training based on your uploaded data (FAQs, documents, past replies) is included in your plan.

You can always switch between full automation and manual approval modes based on your preferences. However, there's no option to turn off the email assistant entirely. It can only be stopped by disconnecting it.

Absolutely. You can connect shared inboxes or create campaign-specific inboxes to handle replies separately.

We support Gmail, Yahoo, Outlook/Hotmail, and custom domains with IMAP/SMTP access.

Yes. You can easily set up separate inboxes to manage replies for specific campaigns, departments, or projects.

Yes. You can configure UltimaBot to reply automatically.

Yes. You can enable "manual approval" mode to review and edit the reply before it's sent out. Answers are then saved in your concept folder, so you can review, edit, and send them at your convenience.

For existing inboxes, yes. We let the AI learn from your historical email conversations so it understands how you typically communicate and what kinds of responses you give. However, for new or empty inboxes, tone matching is limited since there is no prior data to learn from.

If UltimaBot is unsure how to respond, it can flag the message for manual review.

Yes. We scrape your website and you can upload PDFs and add FAQs to help the AI learn your business and respond more accurately.

No problem at all. If your scheduling tool (like Calendly, SavvyCal, Acuity, etc.) is connected to your Google Calendar, UltimaBot can handle your scheduling automatically.

Here’s how it works:

• UltimaBot reads your availability and existing events directly from Google Calendar.

• It avoids conflicts with any bookings made via Calendly or other tools.

• When UltimaBot schedules a new meeting, it’s added to Google Calendar.

• Your external tool (e.g. Calendly) will automatically see the update and block the time slot.

If you’re not using Google Calendar, the system can email your booking link for manual scheduling or suggest time slots that you can confirm manually.

You can set your own timeslots directly within Google Calendar. The assistant will then use this availability to suggest appropriate meeting times.

Yes it can collect lead information.

Yes. Through our Zapier integration, captured leads can be synced with your CRM or any other connected tool.

Yes. We recommend creating a dedicated inbox for cold outreach campaigns to keep replies organized and separate from your main inbox.

You can route all campaign replies to specific inboxes and manage them independently.

You can configure follow-up rules and sequences based on triggers like no reply after X days.

Yes. It can automatically unsubscribe users who request it and flag suspicious or phishing emails for review.

UltimaBot can auto-archive conversations after resolution, but it will never delete emails unless explicitly configured to do so.

Sensitive emails are either flagged for manual review. You stay in control.

Yes. You can auto-forward messages to specific team members based on rules (e.g., keywords, sender, urgency).

Yes. To activate and run the assistant, you'll need to bring your own OpenAI API key. This gives you full transparency and control over costs and usage.

You use a secure passkey token to authorize inbox access. We've added a step-by-step video tutorial inside the tool to guide you through the setup.

No, we do not offer a free trial.

However, you can test UltimaBot by generating a live chatbot for your own website directly through our website. This allows you to experience how the AI interacts using your actual content.

You can also call our inbound demo number to hear the AI in action and evaluate the voice quality. Tip: ask UltimaBot how it can help your business grow.

You can always contact our support service, but UltimaBot is designed to be intuitive, making it easy for both beginners and experienced users to get started and manage campaigns without technical hassle.

We also provide step-by-step video tutorials for each module to guide you through the process.

If you prefer a hands-off experience, we offer two done-for-you setup options.

The first includes help with creating your account and connecting email services like Postmark, Amazon SES, and others.

The second is a full setup service where we configure your entire campaign workflow. (Please note that email service configuration is a separate task.)

If you have a unique workflow or use case, our developers are happy to discuss custom integrations tailored to your needs. Just reach out, and we’ll explore how to make UltimaBot work seamlessly for your business.

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UltimaBot

Private Company situated in Belgium, Europe.
Servicing companies worldwide with our tools.

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