Frequently Asked Questions

Our platform automates communication across email, chat, and voice, allowing businesses to manage both outbound campaigns (like cold email outreach) and inbound tasks (like customer support).

The AI learns from your website, custom data, and prospect behavior, allowing it to tailor emails, chats, and calls to each audience member’s unique needs and interests.

The "spooky feature" allows the AI to recognize when a lead, who received a cold email, visits your website. It then delivers personalized greetings and engages with the lead in real-time.

Yes, you can choose to use individual components, such as just the chatbot or cold email outreach, based on your specific needs.

Yes, our platform supports automated voice calls for both inbound customer support and outbound sales or follow-up calls.

The platform integrates with Google Calendar, allowing the AI to automatically schedule meetings and calls based on customer interactions and campaign activities.

Yes, you can input custom data to train the AI, allowing it to understand your audience's problems and your specific solutions for more targeted communication.

The platform integrates with tools like LinkedIn, Google Calendar, and Zapier, as well as CRM systems like HubSpot and Salesforce, for seamless workflow automation.

The email warm-up feature gradually sends emails to improve sender reputation and deliverability, reducing the chances of emails ending up in the spam folder.

Yes, the platform supports email rotation, allowing multiple email addresses to be used for outreach to improve deliverability and reduce spam risks.

No, you can customize the number and timing of follow-up emails or calls based on your preferences and the recipient's actions.

Lead data from emails, chats, and calls is automatically collected and tracked withinyour CRM, allowing for detailed reporting and follow-up management.

We follow strict data privacy protocols and are compliant with GDPR, ensuring all personal data is encrypted and handled securely.

Yes, the platform provides a unified dashboard where you can track and manage both inbound (customer support) and outbound (cold email outreach) campaigns seamlessly.

The AI provides real-time customer support by learning from your website’s content and custom data, allowing it to answer common queries and escalate more complex issues.

The platform offers detailed reports on the performance of email campaigns, chat interactions, voice calls, and follow-ups, providing insights on open rates, clicks, engagement, and more.

Yes, the AI can be trained to detect and manage spam or phishing emails, ensuring your inbox remains secure and organized.

Our team is always available to help with any questions or technical needs. However, our platform is designed to be very intuitive, making it easy for even beginners to navigate and manage their campaigns effectively on their own. Whether you're new to automation tools or an experienced user, you’ll find it straightforward to set up and use.

Email Outreach is a smart emailing system that helps you reach potential or existing clients at scale whether for cold outreach, re-engagement, or any other use case.

It uses AI-personalized messages, smart follow-ups, and built-in deliverability features, all with minimal effort on your end.

Our Email Outreach system is built around a simple, proven structure:
Target Audience → Problem → Solution → Offer (optional).

If your use case fits within this framework, you can use it — not just for cold email outreach, but for many other purposes.

For example, you could target existing clients (audience) who need to book a follow-up appointment (problem), so you can provide personal advice or an exclusive offer (solution).

Whether you're reaching out to new prospects or reactivating past clients, the system adapts to your goals, at scale, with AI personalization.

Email Outreach handles the cold prospecting and sending. The Email Assistant takes over once a lead replies, continuing the conversation automatically to help book appointments, close deals, or answer questions.

It’s ideal for B2B agencies, marketing, web and lead gen agencies, SaaS companies, consultants, freelancers, sales teams, and even local businesses operating in B2B niches.

Anyone looking to generate leads with smart, scalable outreach.

No. The setup is intuitive and beginner-friendly. We also offer video tutorials, email support, and even done-for-you setup for transactional email providers.

Most users can get started on their own, but we offer support via email, tutorials, and optional done-for-you services (for help setting up transactional email providers).

You can use each module as a standalone product. No need to activate everything at once. Whether you're just starting with Cold Email Outreach, only need an Inbound Voice Bot, or want the Chatbot to handle website visitors, you can pick and choose what fits your needs.

That said, combining modules unlocks their full power. For example, pairing Email Outreach with the Email Assistant ensures every reply gets a fast, AI-powered follow-up, and combining it with Chat and Voice lets you stay available across all channels, 24/7.

The system will automatically pause the campaign and notify you when credits run low, so you can top up and resume without losing momentum.

Upload your lead list, scrape leads, or search our built-in business directory. Then describe your audience, their pain point, your solution and offer, and let UltimaBot handle the rest.

You don’t have to. UltimaBot does it for you. It scrapes business details, names, and context from the web, while also factoring in your target audience, their pain points, and your offer and solution

No need to do it manually. The system auto-personalizes every message using scraped data like business name, person’s name, and context.

No, personalization is handled entirely by UltimaBot on the (scraped) data, not via manual fields.

Yes, you can manually upload your list, enrich scraped data directly on the platform, or sync leads from your own tools to UltimaBot via Zapier.

Yes, these sources are supported. You can also use our built-in business directory powered by Targetron.

Technically yes, but we strongly recommend using it only for B2B to remain compliant with email marketing regulations.

B2C outreach is heavily regulated — and even prohibited in some regions, so the risk is yours.

Always ensure you understand the legal requirements and stay compliant.

Yes. If your use case aligns with our campaign structure — audience → problem → solution (plus an optional offer) — then you can use it for a wide range of purposes beyond cold outreach.

Here are a few examples (beyond cold emailing):

1. Reactivation Campaigns
Target past customers (audience) who haven’t engaged in a while (problem), and re-engage them with a reminder of unused benefits or a special incentive (solution/offer).

2. Appointment Scheduling for Existing Leads
Reach out to warm leads (audience) who haven’t yet booked a call (problem), and prompt them to schedule a consultation (solution), potentially with an exclusive offer or bonus (offer).

3. Event Follow-Up
Target attendees of a recent webinar or live event (audience) who didn’t take the next step (problem), and send a concise recap with a clear call-to-action or limited-time offer (solution/offer).

4. Upsell to Current SaaS Users
Target active users on a basic plan (audience) who aren’t using key premium features (problem), and offer a demo or limited-time upgrade incentive (solution/offer).

5. Local Business Service Reminder
Target your homeowner clients (audience) who haven’t booked annual maintenance (problem), and offer a seasonal checkup with a limited-time discount (solution/offer).

Let your imagination run free — if your use case fits the framework, UltimaBot can handle the rest.

You can choose to receive replies in your inbox or connect our Email Assistant to handle responses automatically and continue the conversation.

Yes, you can connect it to a personal inbox, shared inbox, or create a new one for each campaign.

Yes. UltimaBot can automatically book appointments using your Google Calendar.

Even if you use a scheduling tool like Calendly, SavvyCal, or Acuity. As long as it’s connected to Google Calendar, UltimaBot can still handle your scheduling.

Here’s how it works:

• UltimaBot reads your real-time availability by accessing your Google Calendar events.

• It avoids scheduling conflicts, even with meetings booked via tools like Calendly.

• When a new meeting is booked by UltimaBot, it’s instantly added to your Google Calendar.

• Your external tool (e.g. Calendly) detects the update and automatically blocks the time slot.

If you don’t use Google Calendar, you can simply instruct UltimaBot what to do in the base prompt. For example:

• Ask it to share your booking link for manual scheduling.

• Or instruct it to ask the client for three preferred time slots. These options will be emailed to you, so you can follow up and confirm the appointment manually.

Yes, campaigns can be paused or stopped at any time.

It depends on your provider, domain reputation, and warmup status. We help you optimize your volume with safe sending practices.

We take deliverability seriously with features like warm-up, inbox rotation, domain-matching, and email validation to increase your inbox rate.

Yes, especially with free email providers like Gmail, Yahoo, and Hotmail.

With transactional providers like Postmark or Amazon SES, it depends, but warm-up is still recommended.

Simply select the warm-up option in your account. We'll handle the rest in the background.

Yes. The platform automatically rotates between inboxes (e.g., Gmail, Outlook, etc.) to avoid spam flags and increase inbox placement.

Inbox rotation is fully supported to spread your sending volume and boost deliverability.

We enhance deliverability by matching sender and recipient domains — e.g., sending from Gmail to Gmail, Yahoo to Yahoo.

Yes, you can, but we strongly recommend not using your personal email account for outreach.

Using it for mass emailing increases the risk of deliverability issues, spam flags, or even account suspension.

Yes. You can use providers like Postmark, Amazon SES, Brevo, or SendGrid — ideal for large volume campaigns.

Yes. We support integrations through Zapier, letting you sync leads and results to/from your CRM or tool.

Yes. You can use Zapier or API tools to feed leads directly into campaigns.

We don’t offer direct CSV download, but all leads and replies are sent to your email, and you can sync them to tools like Google Sheets using Zapier.

There’s no free testing, but when creating a campaign, you’ll see previews of the emails that will be sent, so you can assess quality before launch.

Not at the moment. The system uses semantic intelligence and past performance to automatically optimize outreach without needing manual A/B setups.

Yes. You’ll see who opened, clicked, replied, and what happened after. Every step is logged and visible in your campaign dashboard.

Yes. We present stats in plain language and visuals so you can instantly tell which campaigns are performing well.

Yes. We include easy unsubscribe links, follow all sending rules, handle bounces automatically, and log all sending activity for transparency.

Yes, cold emailing is legal in many countries, but it must follow specific rules and regulations that vary by region. The key principles include:

• B2B vs B2C: Cold emailing is generally more acceptable in B2B contexts. B2C outreach is often more restricted or even prohibited.

• Consent laws: Some countries (like the U.S.) allow implied consent for B2B, while others (like most EU countries under GDPR) require explicit consent or a legitimate interest.

• Transparency: You must clearly identify yourself, include your contact details, and offer a way to opt out.

• Relevance: Your message should be relevant to the recipient’s role or business.

In short: Cold emailing is legal when done right, but you are responsible for compliance. Always check the laws that apply in your region and your recipient’s country.

Scraping is not illegal, but it can become illegal depending on how, what, and where you're scraping, especially under laws like the GDPR, copyright law, and terms of service (ToS) violations.

When Scraping is Generally Legal:

• You're scraping publicly available data (e.g. business names, addresses, public phone numbers).

• You’re not violating terms of service (or you accept the legal risk of doing so).

• You're using the data for legitimate interest (e.g. B2B lead generation, research).

• You're not collecting personal data without a legal basis under GDPR (e.g. name + email of a private person).

• You're not overloading the server or causing harm (avoids breaking anti-hacking laws).

You are responsible for determining what data may be legally scraped and ensuring a valid legal basis under GDPR or other applicable laws. We act solely on your instructions as defined in our Data Processing Agreement.

Not yet. API access is currently not available.

Yes, UltimaBot works on a credit-based system voor scraping, email validation and warmup. You only pay for what you use, with full transparency in your usage history.

This system gives you flexibility to scale campaigns up or down based on your needs.

No, there’s no hard limit. Since you use your own SMTP provider (whether a free service like Gmail or a premium transactional provider like Postmark or Amazon SES) and your own OpenAI API key, you're in full control.

You can send as many emails and generate as many leads as your connected services allow. We don’t cap your volume. You scale as big as your setup supports.

Voice Outreach is built for outbound AI-powered calls, ideal for sales-driven campaigns. It enables you to reach cold or warm leads at scale with natural, human-like conversations.

The Inbound Voice Bot, on the other hand, manages incoming calls by answering questions, booking appointments, and escalating to a human when needed.

Not at all. Voice Outreach is completely no-code. You just upload or scrape your leads, describe your campaign (audience, problem, solution, offer), and launch. The AI does the rest.

It scrapes the lead’s website and social media to add personalized relevance before making the call.

This data is combined with lead details such as name, business type, and service need, along with your campaign logic, allowing the bot to speak naturally and contextually.

The bot can escalate to a human, forward the call, depending on your settings.

Yes. Choose from a range of realistic voice profiles or use voice cloning to match your brand. You can also adjust the tone: friendly, formal, upbeat, etc.

Yes. Every call is recorded (not transcribed), and logged in your dashboard. You can download recordings for compliance, training, or analysis.

Each call is followed by a detailed summary, delivered straight to your inbox.

That number is automatically added to your suppression list and excluded from future campaigns. You stay fully compliant.

Yes. We manage opt-outs, suppression lists, and data retention policies, ensuring full compliance with both EU and U.S. regulations.

Yes, when done correctly. You are responsible for complying with local regulations like GDPR, TCPA, or country-specific Do Not Call lists.

When Cold Calling Is Legal (in General):

• The call must comply with local data protection and telemarketing laws.

• The recipient must not be on a national or local "do-not-call" list.

• The purpose of the call must be legitimate (e.g., offering a service to a business).

• You must clearly identify yourself and your company.

• You must provide an option to opt out of future contact.

• In the U.S., cold calling is allowed under the Telephone Consumer Protection Act (TCPA), but you must respect time restrictions — typically only between 8 a.m. and 9 p.m..

• In some countries, B2C cold calling is more restricted or even prohibited, often requiring prior consent before contact.

You are responsible:

Remember that you are responsible when running cold outreach campaigns, so it’s important to follow best practices and legal guidelines. Please make sure to conduct your own research on this matter, as regulations may vary by region and use case.

You start by uploading your leads or scraping them through our integrated tools. Then define your campaign details (target, offer, tone), select a voice, and launch.

Training the voice bot is simple. Just describe your campaign and hook: who you want to reach, what problem you’re solving, and what offer you’re making.

Our tool then automatically scrapes your target’s website to generate a personalized, context-aware message. You can also set up follow-ups for no replies or voicemails.

The real power, however, lies in combining the voice bot with our email assistant, chatbot, and inbound voice agent. This enables full cross-channel continuity. If a lead later responds via email, chat, or inbound call, our system recognizes them and seamlessly picks up the conversation, knowing that they previously received a cold or warm call.

Yes. The voice bot can speak in any supported language. During campaign setup, you simply choose your preferred language from the available options.

This ensures the bot communicates naturally with your target audience, whether you're reaching people in English, Spanish, French, Dutch, or many others.

By default, the voice bot will only speak and understand the language you selected during campaign setup. It does not automatically switch languages mid-call, unless the caller speaks one of the following 20 major languages. In that case, the bot can switch between them dynamically:

English (US & UK), Spanish (Spain & Latin America), French, German, Dutch, Italian, Portuguese, Arabic, Turkish, Polish, Russian, Romanian, Greek, Swedish, Norwegian, Danish, Ukrainian, Chinese (Simplified), Hindi, Tagalog, and Vietnamese.

Important:While the bot doesn’t auto-detect all languages, it can speak virtually any language. To do so, simply set the desired language manually in your campaign settings.

For multilingual audiences, we recommend setting up separate campaigns per language to ensure optimal engagement and clarity.

Yes. You can control the daily sending volume to manage pacing and ensure smooth follow-up.

Yes. You can set specific working hours for each campaign to avoid calling outside appropriate timeframes.

Yes. The bot uses semantic intent detection to respond naturally, not just through rigid scripts. It can handle follow-up questions and adapt its replies based on context.

However, keep in mind that the outbound voice agent is focused on commercial intent, not customer support. If it encounters a question it can’t answer, it will escalate by either transferring the call or sending you a summary via email so you can follow up directly.

What you can do is configure your settings so that the outbound voice bot transfers the call to your inbound voice bot, which is better equipped to handle support-related questions.

You can configure retry attempts or leave a voicemail, or both. The retry logic is customizable per campaign.

You can provide a custom voicemail message, and the bot will leave it if no one picks up. Or you can skip voicemail and try again later. Your choice.

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.

Even without a direct integration, the AI voice bot can still facilitate bookings.

During the call, it can ask the customer for a few preferred time slots and send them to you via email for manual scheduling.

You can define this flow using custom instructions, tailoring exactly how the bot should handle booking conversations when your system isn't directly supported.

Yes. Voice Outreach is perfect for more than just cold calling.

It’s also ideal for reminders, follow-ups, win-back campaigns, and more.

For example, you can use it to:

• Qualify leads based on simple questions before a human ever gets involved

• Remind clients about upcoming appointments or payments

• Follow up with leads who didn’t respond to your email

• Re-engage old customers with a special offer

• Notify users about limited-time promotions or events

• Check in after a service was delivered to ask for feedback or upsell

• Call clients based on upcoming events in your Google Calendar. Ideal for appointment confirmations or no-show prevention

• Collect feedback after a purchase or service

• Celebrate birthdays, anniversaries, or milestones with a surprise message

• Confirm job site readiness the day before your crew arrives

• ...

Absolutely. Each campaign has its own script, logic, voice, pacing, and target audience, all managed from your dashboard.

All leads and results are securely stored in your dashboard. You’ll also receive them by email, and you can easily export the data or sync it automatically via Zapier.

Yes. You’ll receive an email summary after each qualifying call, including contact info, intent, and next steps.

Yes. You can pause, edit, or stop a campaign at any time.

The system will automatically pause the campaign and notify you when credits run low, so you can top up and resume without losing momentum.

We don’t currently offer a dedicated sandbox mode for voice outreach. However, you can easily test it by running a small live campaign to yourself or your team.

This lets you hear exactly how the voice bot sounds and behaves before reaching real leads.

The voice bot is designed for everyone, from local businesses and freelancers to coaches, agencies, and service providers.

It works out of the box with minimal setup, instantly reducing the flood of repetitive questions, so you and your team can focus on what really matters. After each call, you get a detailed summary for easy follow-up, and the bot can collect leads or escalate to a human when needed.

Whether you're a solo operator or part of a busy team, it's like having an extra assistant.

It’s simple. The voice bot can be trained using your website content (we automatically scrape it), your custom FAQs, or even PDF documents.

You just provide the sources and the bot learns what it needs to answer questions accurately and naturally. No technical setup required.

Setup is quick and easy. You need to get a dedicated number, choose your bot's voice, configure the settings, and you're ready to go.

Not at all. Setup is easy and everything is intuitive. No coding or prior experience needed.

You’ll need to get a dedicated number for the voice bot, but you can easily forward your existing number to it. This way, you won’t need to update your website or offline materials.

You can also choose to forward calls only during specific hours, for example, when your team is unavailable.

Note: Call forwarding must be configured through your telecom provider.

Yes. It can ask custom questions, collect lead details (name, location, needs), and send it to your CRM or inbox via Zapier or email.

In the base prompt, you can also instruct the bot to collect custom details or ask specific questions. After each call, you’ll receive a summary by email, and all leads and call data are stored in your dashboard.

When used as part of the full UltimaBot modules (including email and chatbot modules), the voice bot can remember and reference previous interactions across channels, whether via chatbot, email, or outbound voice and email campaigns.

The bot also has built-in memory. So even when used as a standalone product, it can recognize returning callers and recall details from previous conversations.

If the bot can’t help or senses a need for human intervention, it automatically sends a call summary to your team via email for follow-up.

Yes, we support multiple voice options, tone variations, and even voice cloning, so your bot can sound like your brand or mimic a real team member if needed.

Absolutely. It can detect and switch between multiple languages automatically during the call.

Yes, we offer Zapier integration to seamlessly sync leads between UltimaBot and your existing tools, whether it’s your CRM or another platform used to trigger workflows when a new lead comes in.

You can also sync leads from your CRM or tool into UltimaBot, which is especially useful for outbound campaigns.

Yes. The bot is integrated with Google Calendar and can schedule, reschedule, or cancel appointments on your behalf.

If you don’t use Google Calendar, you can simply instruct the bot in the base prompt on how to handle scheduling.

For example, you can have it ask the caller for three preferred time slots and inform them that a team member will follow up to confirm. A summary of the call will be sent to you by email, so you can continue the conversation as needed.

Alternatively, you can instruct the bot to ask the caller to send an email to book, reschedule, or cancel an appointment.

UltimaBot follows GDPR best practices, respecting privacy and opt-outs. If a caller asks not to be contacted again, they’re added to a suppression list. This is especially important for outbound campaigns. For inbound voice agents, however, it's the client who initiates the call, so consent is implied.

The bot uses advanced speech recognition with smart fallback options. If it doesn’t understand something, it will ask for clarification and send a summary email to your team.

Every call generates a summary that is emailed to you and stored in your UltimaBot dashboard. Call recordings are also saved for your reference.

You’ll receive a summary of the call indicating that the caller wants to speak with a human, so you can take the necessary action.

Yes. You can choose from multiple voice profiles and adjust the tone of voice to match your brand, whether you want it to sound friendly, formal, enthusiastic, or calm.

Voice cloning is also available for a completely custom experience. This gives your bot a distinct personality your customers will recognize.

Yes. You can enable call recording for quality assurance, training, or compliance purposes. Recordings are stored securely and can be reviewed at any time. You stay in full control of your data and privacy settings.

There’s no sandbox or testing mode yet, but you can always call our live demo number and experience the voice bot in action. Try asking about features like appointment booking, lead capture, or multilingual support, just like a real customer would. It’s a great way to see how the bot would handle calls in your specific business scenario.

Say goodbye to language barriers. UltimaBot effortlessly communicates in 100+ languages, ensuring every visitor feels welcomed and understood, no matter where they're from.

Your data's privacy is our priority. UltimaBot is hosted in the EU and doesn't use cookies, making sure your personal information stays protected and ensuring peace of mind.

No. Since you bring your own OpenAI API key, there are no fixed usage limits from our side. You only pay for what you use via your own key.

We use Lemon Squeezy for secure online payments and invoicing. You can enter your VAT number at checkout.

Please note that you will receive an invoice from Lemon Squeezy, not from UltimaBot, as they handle our payments and invoicing."

Because our service is subscription-based, you can only pay with credit cards. Amazon Pay and Google Pay are also supported by Lemon Squeezy.

UltimaBot's chatbot can give highly accurate and natural responses in most common scenarios, far better than scripted bots or keyword-based systems.

Turn casual browsers into potential connections. With Ultimatbot you can, effortlessly gather visitor's contact details, ensuring you never miss an opportunity to connect and engage with a potential client.

UltimaBot's chatbot is specifically tailored to reduce the influx of questions and boost lead generation. This approach ensures that users do not take over chats, saving them valuable time. You receive a summary of conversation and can check the full conversation so you can reach out to the client.

Yes, via your dashboard you can view all chats, you can add specific information to feed the tool, so it can accurately answer clients and of course you can customize the look and feel.

Yes. You can use UltimaBot as a smart contact form on your site. It can collect inquiries and lead details just like a traditional form, but with the added benefit of answering questions as well.

Yes. You can enable a 'Form' button in the chatbot, allowing users to switch to a standard contact form if they prefer.

We crawl and index your website content. The chatbot uses this content to answer visitor questions accurately.

Yes. In your dashboard, you can manually add additional Q&A pairs to handle topics that aren’t publicly listed on your site.

Yes. You can update or add new questions, answers, and data anytime through your dashboard.

You can also re-scrape your website after content changes to ensure your chatbot stays up to date with the latest information.

No developer needed. We guide you through a simple setup process. Just paste your site link, add your API key, and you’re chatbot is ready in minutes.

Need help adding the chatbot to your website? It’s a simple 2-minute task for your webdesigner.

Yes. You can use UltimaBot's chatbot completely on its own, without the email or voice modules. However, advanced memory across channels only works when used with the full suite.

Yes, you can sync leads to your CRM or other tools via Zapier.

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.

Yes. You can generate separate chatbot widgets for different domains, and manage them all from your UltimaBot dashboard.

Yes. In the settings, you can enable the "Offline Messages" option. This adds a classic contact form, allowing visitors to choose between chatting with the bot or filling out the form.

It’s also GDPR-compliant. You can optionally require users to accept your privacy policy or terms and conditions before submitting their message.

You can access all leads in your dashboard. You can also forward them via email, WhatsApp, or sync them to a CRM via Zapier.

Yes. You’ll receive lead notifications via email.

Yes. Even when used as a standalone tool, UltimaBot's chatbot can remember past chat conversations with returning visitors.

However, memory of email and voice interactions is only available when using the full UltimaBot suite.

Yes. You can allow users to contact you via email or phone, or even add a WhatsApp link in the chatbot for direct messaging.

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.

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.