What Inbox is and how it is organized

Inbox is a single mailbox that brings together your email (Gmail, and Outlook if your account has it enabled; each person connects their own) and your messaging (WhatsApp Business and Instagram). They're distinguishable at a glance — messaging conversations have a different background — but they live in the same list.

The tabs

Inbox — what's pending to handle.
Completed — what you've already marked as resolved.
Sent — read-only, what you've sent.

Completed and Sent only appear if your account has them set up.

Spam, No AI, Family and Attachments

At the top of Inbox there's a button, Spam / No AI / Family / Attachments, that opens a separate window (it isn't a tab of the mailbox). There you can see, and take off the list, contacts marked as Spam or No AI, WhatsApp conversations marked as Family, and Attachments marked as spam. Each section only appears if your account has what it needs (the CRM for Spam and No AI, WhatsApp for Family).

Emails with access codes

Emails that contain a PIN access code (for example, "Your access code") are never shown in WorkOS: not in the inbox, not in the message tabs of contacts, companies and projects, and not in search. Kairos and the MCP server (Claude or ChatGPT) cannot see or use them either, and WorkOS does not even store them or send them to the AI. They stay in your mailbox, where you can read them as usual.

What a captured email looks like

Every received email is saved with a tidy summary split into sections: Summary, Emotional state (the sender's tone), What it asks, Important links, Details and, if the email replies to others, Previous emails and the Thread with the earlier messages. Sections that do not apply (for example, "What it asks" in a notification) are left out.

All links are gathered in "Important links", each with a short description of what it is for and its deadline. In the other sections the document or meeting is named in plain words, without a link. Only the Thread, which is a faithful copy of the earlier messages, keeps the links they had. Uninteresting links (unsubscribe, preferences, footer social networks) are discarded.

You can tune how one person's emails are summarised with the AI instructions on their record (see "AI instructions for a sender").

Message types

Every email or conversation is classified into a type (for example, Client, Supplier, Internal) that your team defines and colors. It's used to filter quickly and to decide what gets processed with AI and what doesn't — you can mark types as "no AI" (newsletters, automated notices) so nothing gets applied to them.

Proposed tasks

When an important email "asks for something", Inbox can automatically generate a proposed task. Accepting it creates the real task (and can optionally notify the sender with a confirmation email); dismissing it simply ignores it.

Replying and composing

You can reply, compose a new email or forward one — by hand, with a rich-text editor, or by dictating and letting AI draft the text. There's also a one-click Quick reply (Accept / Decline / Acknowledgment / Thank) for the most common cases.

Privacy

Each person sees only the email of the accounts they connected themselves. If your account also uses the Team system, each message or conversation is only seen by the person it's linked to. Nobody else sees them, not even whoever administers the account.

Link with the CRM

Everyone who writes to you gets associated (automatically, or by hand) with a Contact record — so the whole conversation stays connected to the rest of that client's information.