Brand and Identity

We'll detect your logo and brand colours from your website.

None

Detecting brand from website...

Knowledge Base

Give the AI information about your organisation so it can write accurate replies.

Scrape your website
Upload documents

Upload PDFs such as brochures, price lists, policies, or handbooks.

Scraping website...

This may take up to 2 minutes.

Your knowledge base is ready.

AI Instructions

Auto-generate instructions from your knowledge base, then review and edit.

No knowledge base content yet. Write your instructions manually below, or come back to this in the portal later.

Generating instructions...

Tells the AI about your organisation, tone, and how to draft replies.

Details like parking, address, and what to bring for visitors.

Team Structure

We'll detect departments from your knowledge base. You can edit, add, or remove them.

Detecting departments...

Detected Departments

Filing Rules

Scan your folders and set up automatic email and document filing.

Scanning your folder structures...

This may take a moment while we read your email, SharePoint, and OneDrive folders.

Email Folders

Category Folder Status

Document Filing

Document Type Folder Path Location
Other types common in your industry

Filing Preferences

Draft Settings

Configure how SMART Reply handles draft emails.

AI-generated drafts older than this will be automatically deleted.

Remind you to follow up on sent emails with no reply after this many days.

Do you use a CRM?

Connect a CRM to log emails, see contact context while you draft, and run re-engagement and end-of-day digests. You can change this any time in Settings.

Setup Complete

Your organisation is ready to go. Here's what was configured:

SMART Reply

Organisation Portal

You do not have portal admin access. Please contact BSmart AI.

SMART Reply

Organisation Portal
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SMART Reply

Organisation Portal
CRM Rules Signals
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Dashboard

Dashboard

Drafts Today
Drafts This Month
Knowledge Base Chunks

Productivity This Month

Drafts Created
Emails Sorted
Meetings Analysed
Minutes Saved

Estimate: 2 min per draft, 1 min per sorted email, 15 min per meeting.

Per-User Breakdown

User Drafts Emails Sorted Meetings Minutes Saved
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AI Configuration

Displayed on your public booking pages. Max 2 MB (jpg, png, svg, webp).

No logo uploaded
Remove

Customise your booking page accent colours.

Button
Preview of your brand colours

AI-generated drafts that remain unsent will be deleted after this many days. Set to 0 to disable.

Sent emails expecting a reply will be flagged for follow-up after this many days without a response.

SMART Reply learns anonymised skill and job-title patterns from your CVs to improve matching. No candidate data is ever shared.

Structured templates for meeting notes, interviews, and other records. When a meeting transcript is analysed, the AI fills in each section automatically. The completed document can be downloaded as PDF or Word.

Document Templates

Upload an existing document (PDF or Word) such as an invoice, quote, or proposal. The AI will create a reusable template with placeholder fields. In the Outlook taskpane, click "Template" to fill it using the current email.

Click to upload a PDF or Word document The AI will analyse it and create a reusable template with placeholder fields
Analysing document...

AI-generated email templates based on each role's sent email patterns. Enterprise plan only.

Category Preset

Choose a preset to configure categories for your industry. This replaces the default categories with ones tailored to your needs.

Customise the top-level mailbox folder names used by SMART Reply. You can rename the defaults or add new folders. Leave a rename field blank to keep the default name.

Default Folders

Custom Folders

Users

Assign job roles and divisions to tailor AI-generated drafts for each user. Portal admin status controls who can manage these settings.

Invite User

Name Email Role Job Role Department Drafts This Month Joined
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Pending Invites

Email Display Name Job Role Division Portal Invited

Shared Mailboxes

Connect shared mailboxes for automatic categorisation and draft generation.

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Knowledge Base

0 chunks

Build your knowledge base

    Shareable Links

    Branded links injected into drafts. Users select from a dropdown in the taskpane.

    Live Links

    Pages fetched in real-time when the AI generates a reply. Use for dates, events, and information that changes regularly.

    Client Website Scrape

    Scrape a client website into your personal knowledge base.

    Document Recommendations

    0 documents

    Document recommendations are available on Pro and Enterprise plans.

    Live Search

    Document recommendations are powered by live search across your OneDrive and SharePoint. No configuration needed.

    Knowledge Documents

    0 documents

    Upload any useful business document (PDF, Word, Excel, PowerPoint or text) — procedures and SOPs, supplier terms, price lists, contracts, depot and account notes, policies. SMART reads them so its suggestions and answers follow how your business actually works. Each document is version-controlled and carries a review date, so you can keep it current.

    Upload a document

    No file chosen

    Filing Rules

    0 rules

    Filing rules automatically suggest saving email attachments to SharePoint based on the email category.

    Document Classification

    Define which attachment types are org-level. These will be auto-filed to SharePoint when detected.

    Document Type Description Rules
    No document types configured yet. Click "Load Defaults" to get started.

    Pending Filing Approvals

    Users filed these documents and suggested new rules. Approve to make them permanent.

    Type Sender Filed To Filed By

    Add Filing Rule

    Active Rules

    Attachments from emails matching a category will be suggested for filing to the configured folder.

    Label Document Type Conditions Destination Folder Path Actions
    No filing rules configured yet.

    Audit

    Email content is never stored. The Message ID can be used with your Exchange admin centre to retrieve the original email.
    User Date & Time Subject Feature Tokens Used Message ID
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    Read-only
    PersonSMART Hub emailSlack workspaceSlack user MailboxMailbox emailXero emailXero role CapabilitiesStatusLast auditTest
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    Connect your CRM

    Link SMART Reply to the system your team already uses. Emails and the documents people send file themselves onto the right record, and the AI drafts with that context.

    Connection —
    Choose a CRM platform above to begin.
    Connect

    Your administrator requests API access from the provider. They will give you an API URL, a Client ID and a Client Secret. Paste them below.

    Connect

    Click connect and approve access in the pop-up. No keys to copy.

    Zendesk connection —
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    Connect Zendesk
    Onboarding backfill

    Pulls the last 90 days of Zendesk tickets and builds customer support-health signals.

    Status —
    Live webhooks

    Keeps support signals fresh in real time. In Zendesk, create a webhook pointing at your SMART Hub endpoint, copy its signing secret, and paste it here to turn live updates on.

    Billing

    AI Behaviour Rules

    Custom instructions that apply to every AI-generated draft you produce. Admins can additionally set rules as the organisation default for new users.

    Filing Behaviour

    Control whether SMART Reply files automatically or shows a suggestion first.

    Analyse your email and SharePoint folders to create or update filing rules.

    Filing Behaviour

    Manage your personal OneDrive filing rules.

    Analyse your OneDrive folders to create or update personal filing rules.

    My Document Types

    Define the types of documents you want to file to OneDrive.

    Document Type Description
    No document types yet. Click "Load Defaults" to get started.

    My Filing Rules

    Map your document types to OneDrive folders.

    Label Document Type OneDrive Path
    No filing rules yet.

    Email Routing Rules

    Where incoming emails are filed in your mailbox. Per-sender rules take precedence over domain rules. Rules are scoped to the mailbox that received the message.

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    Preferred Name

    Saved

    Email Signature

    Saved

    Auto-Draft Replies

    Controls when the AI automatically generates draft replies for incoming emails.

    Saved

    Skip Categorised Emails

    Skip emails that already have Outlook category labels when categorising.

    Auto-Analyse Meetings

    Automatically analyse meeting transcripts when they become available.

    Auto-Folder

    Automatically create Outlook folders for categorised emails.