Prospi’s AI Inbox Manager automates reply management by categorizing responses, highlighting high-value leads, and suggesting AI-generated replies. Instead of manually sorting through inboxes, you can approve, edit, or send responses instantly from Prospi, Slack, or email notifications.
This guide explains how AI categorizes replies, how to send AI-generated responses, and how notifications work.
When responding to leads from your inbox, you have full control over how your message looks and who receives it.
This article includes:
A complete video tutorial covering AI inbox manager.
A detailed text guide with images for those who prefer to follow along at their own pace
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Video tutorial:
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Step 1: What the AI Inbox Manager Does
✅ Categorizes Replies – AI scans responses and assigns a status automatically.
✅ Flags High-Value Leads – Replies categorized as Meeting Ready, Interested, or Referral trigger instant Slack/email notifications.
✅ Suggests AI-Generated Replies – AI drafts responses for you, which you can approve or modify before sending.
✅ Prevents Wasting Time on Spam & Bounces – AI ignores Out-of-Office, Warmup, and Bounced Emails to keep your inbox focused on real opportunities.
📌 Without AI Inbox Manager: You’d have to manually check every inbox, sort replies, and write responses from scratch—wasting hours every day.
Step 2: AI Inbox Categories & What They Mean
When a lead replies, Prospi’s AI automatically classifies the response into one of these categories:
Category | Color | Meaning | Triggers Notifications? |
🟢 Interested | Green | Lead is interested but needs more details. | ✅ Yes |
🔵 Meeting Ready | Blue | Lead wants to book a call (high priority). | ✅ Yes |
🟣 Referral | Purple | Lead isn’t the right contact but referred someone else. | ✅ Yes |
🔴 Not Interested | Red | Lead declined or is not a fit. | ❌ No |
🟡 Out of Office | Yellow | Lead is temporarily unavailable (automated response). | ❌ No |
🟣 Warmup | Purple | A reply received during email warmup (not relevant). | ❌ No |
🌸 Bounced | Pink | Email was not delivered due to an invalid address. | ❌ No |
⚫ Unspecified | Black | A response that doesn’t fit into any other category. | ❌ No |
📌 What Happens Next?
Meeting Ready, Interested, and Referral leads trigger an instant Slack/email notification so you can respond quickly.
Out of Office, Unsubscribe, Warmup, and Not Interested messages are logged but won’t trigger alerts.
Step 3: How to Approve & Send AI-Suggested Replies
Once a lead replies, AI generates a suggested response based on the context of the email. You can approve or edit the AI-generated reply from three different places:
1️⃣ Approving & Editing Replies in Prospi Inbox
1️⃣ Open Prospi Inbox and find the reply.
2️⃣ Click the "AI Suggested Reply" button.
3️⃣ AI will generate a response → you can edit it if needed.
4️⃣ Click "Send" to reply.
📌 Best for: If you want to review and customize replies before sending.
2️⃣ Approving Replies in Slack
1️⃣ Open Slack and find the AI notification.
2️⃣ Click "Approve" → The AI reply is instantly sent without editing.
📌 Best for: Fast approval when you trust AI to handle responses automatically.
❌ You cannot edit responses inside Slack - you can only approve them.
3️⃣ Sending Replies from Email Notifications
1️⃣ Open your email notification from Prospi.
2️⃣ Click "Reply" → The AI-generated response will appear.
3️⃣ Edit the reply if needed.
4️⃣ Click "Send."
📌 Best for: Quickly replying from your email inbox while keeping control over edits.
Step 4: How to Enable & Customize the AI Inbox Manager
By default, AI Inbox Manager is enabled, but you can customize settings for better performance:
1️⃣ Provide AI with Context for Better Replies
1️⃣ Go to Campaign → AI Agent.
2️⃣ Fill in details about your company, offer, and ideal customer.
3️⃣ The AI will use this context to generate more relevant replies.
📌 Tip: The more details you provide, the better AI’s suggested responses will be.
2️⃣ Enable Slack & Email Notifications for Replies
1️⃣ Go to Settings → Integrations.
2️⃣ Toggle Slack Notifications ON and connect your workspace.
3️⃣ Toggle Email Notifications ON and enter your email.
4️⃣ Select which reply categories should trigger notifications.
📌 Example: You can enable alerts only for Meeting Ready & Interested leads while ignoring Not Interested replies.
Step 5: Managing Replies in the AI Inbox
All replies - whether AI-suggested or manually handled - appear in the Prospi Inbox.
From here, you can:
✅ See categorized replies and sort by status.
✅ Approve or edit AI-suggested responses.
✅ Manually reply to leads if needed.
📌 Tip: Use the filters inside Prospi Inbox to focus only on high-value leads.
Lead Details
Want to learn more about who you're talking to? Tap the See lead details button to view additional information about your prospect, including their phone number, LinkedIn profile, company website, company LinkedIn page, company size, and more.
Questions? Reach out to our support team via live chat.