Your Shop's Inbound Email Address

One Email Address for Your Whole Shop

Every shop on KeyBolt gets its own customer-facing email address. When a customer emails it, the message lands right in your Inbox as a new Colab, with the email and any photos or files attached. You read it, reply, and turn it into a job, all in one place.

The address looks like this:

[email protected]

The first part is your shop name, short and lowercase. We call it your slug. The rest is always the same.

This is included on both KeyBolt Basic and KeyBolt Pro, with no extra charge and no per-email fee.

Where to Find and Set Your Address

1. Open Settings.
2. Tap the Inbound Email tab.
3. Your address shows at the top, with a Copy button so you can paste it anywhere.

Only the shop owner can change the address. A manager can open this tab and read it but cannot save a change. Techs and other roles do not see this tab at all.

Picking or Changing Your Slug

In the Inbound Email tab, the name field is always ready to edit. Type the name you want, then tap Save changes. A few rules to know:

• Use lowercase letters, numbers, and dashes only. No spaces, no symbols.
• It must be 2 to 60 characters and must start and end with a letter or number.
• A few names are reserved and cannot be used, like admin, support, info, and noreply. If you pick one, KeyBolt asks you to choose another.
• Each address has to be unique. If someone else already took it, you will see a message and can try a small change.

If you change a name you have already shared, anything sent to the old address afterward will not reach you. Only rename when you are ready to update your website, business cards, and email signatures.

What Happens When a Customer Emails You

You do not have to do anything to receive mail. When a customer emails your address:

1. KeyBolt receives the email and creates a Colab in your Inbox.
2. If the sender matches a customer you already have, the Colab is linked to that customer. If not, it opens as an Unassociated Colab that you can link to a customer later.
3. The email message, plus any photos or documents the customer attached, are added to the Colab timeline.
4. KeyBolt emails your triage team (owner, manager, and dispatcher) a heads-up so the email does not sit unseen.
5. KeyBolt's AI reads the email and prepares a job draft for you to review. See Turn an Email Into a Job Draft.

Attachments From the Customer

Customers often send a photo of the lock, a screenshot of the address, or a PDF work order. KeyBolt keeps these with the Colab:

• Photos and screenshots are saved and compressed so they do not eat up storage.
• PDFs and documents are stored and available right from the Colab timeline.

Where to Share Your Address

Once your name is set, put the address everywhere a customer might reach you:

• The footer of your shop website.
• The signature on your other emails.
• Property managers and contractors who email you work orders.

Forward Your Existing Inbox

Property managers keep emailing the address they already have on file, and updating every platform is a chore. You do not have to. Forward your existing mailbox to your KeyBolt address and the work orders show up in your Inbox on their own.

To set it up in Gmail:

1. In Gmail, open Settings, then See all settings, then the Forwarding and POP/IMAP tab.
2. Tap Add a forwarding address and enter your KeyBolt address.
3. Google sends a confirmation email with a code. That email appears in your KeyBolt Inbox (it is never filtered out). Open it there, copy the code, and paste it back into Gmail.
4. Turn forwarding on and pick keep Gmail's copy in the Inbox, so nothing changes in your Gmail.

Forwarded mail keeps the original sender, so KeyBolt still recognizes your customers and property managers automatically.

If you would rather forward only certain senders, create a Gmail filter (for example, from servicechannel.com) and choose Forward it as the action. You still need to verify the forwarding address first, as above.

Junk Filtering and the Filtered List

Forwarding a whole mailbox brings junk along: ads, newsletters, verification codes. KeyBolt filters those out so your Inbox stays about work.

• Junk goes to a separate Filtered list instead of your Inbox. When there is something in it, you will see a Filtered link near the tabs at the top of your Inbox.
• If something was filtered by mistake, open the Filtered list and tap Move to inbox. It becomes a normal Colab, and that sender is added to your always-allowed list so their future mail always comes through.
• Emails from your existing customers and replies to conversations you already have are never filtered.
• Filtered emails are deleted after 30 days.
• The filter is on for every shop. The account owner can turn it off in Settings under Inbound Email, and manage the always-allowed sender list there too.

Next Steps

Learn how to answer customers from the Colab in Reply to Inbound Emails, and how the AI prepares a job from an email in Turn an Email Into a Job Draft.