How do I turn on Smart features?

Smart features are optional. A company admin turns them on, then chooses which mailboxes take part. You can turn them off, change mailboxes or delete Smart data at any time.

Before you start

Smart reads the content of your emails. Check with the right people in your organisation first, such as your security, compliance or IT team.

We recommend starting with one or two mailboxes before rolling Smart out to your whole team.

1. Turn on Smart features

1. Click your name in the bottom-left corner and select Settings.
2. Go to Advanced Settings.
3. Read the Smart Features section, including Privacy & Security.
4. Turn on Enable Smart Features. If the Smart terms are not accepted yet, this opens Accept updated Smart terms. Click Accept terms, and Smart features turn on. If the terms are already accepted, confirm Enable Smart Features.

This is the switch for your whole account. Smart doesn’t start working until you also choose mailboxes.

2. Choose your mailboxes

Each mailbox needs email body ingestion turned on, so timetoreply can read its emails.

For all mailboxes at once: on the same Advanced Settings page, under Manage Mailboxes, click Enable ingestion for all mailboxes. In Enable Email Body Ingestion for All Mailboxes, click Yes, Proceed.

For one mailbox:

1. Click Entities in the bottom-left corner and go to Mailboxes.
2. Click the ⋮ menu on the mailbox’s row and select Enable Email Body Ingestion.
3. Click Enable.

Google mailboxes

Existing Google mailboxes may need to be re-authenticated before their email bodies can be read. Microsoft 365 mailboxes may also ask the owner to approve the extra permission.

The Body Ingestion column on the Mailboxes page shows which mailboxes are taking part.

Smart only works on new emails from now on. Older emails aren’t analysed.

Privacy Mode

If you deal with sensitive information, turn on Privacy Mode on the Advanced Settings page. It hides email bodies and Smart summaries on screen. All other Smart values and features still work.

Turn Smart off or delete Smart data

On the Advanced Settings page:

• Turn off Enable Smart Features to pause Smart. Your Smart data is kept until you delete it.
• Under Manage Mailboxes, click Disable ingestion for all mailboxes to stop reading email bodies.
• Under Smart data management, click Delete stored Smart data, then Yes, delete Smart data. This pauses Smart features and permanently deletes Smart insights and stored email body content. The deletion is scheduled and runs shortly after. It can’t be undone.

Need help or have feedback?

Questions about privacy, security, permissions or rollout? Email us at [email protected]. We’re happy to help.