---
title: "Email — AVCodex Docs"
description: "Email — AVCodex documentation for AV integrators, programmers, and ops teams."
lang: en
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---

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# Email

Last updated · MAR 2026 · [Read as Markdown](/docs/integrations/email.md)

# Email Integration

Most AV support, RFP intake, and manufacturer support threads still happen over email. Connect AVCodex to email and let it triage RFP responses, answer commissioning questions, and run a first pass on client tickets while your humans focus on the truck rolls that actually need them.

* * *

Deploy your AVCodex agent as an email responder. Users can email questions and receive AI responses automatically. Useful for an integrator's support inbox, a programmer's "ask the codebase" alias, or a dealer-program intake address.

> **Note:** Email integration requires a **Builder plan** or higher. It's self-serve. Open **Share > Deploy > Email** inside your agent to configure it. No approval step is needed.

## [How Email Integration Works# ](#how-email-integration-works)

Feature

Description

**Inbound emails**

Users email your agent, get automated responses

**Conversation threading**

Multi-turn conversations via email replies

**Whitelist protection**

Control who can email your agent

**Custom domains**

Use your own email domain (optional)

## [Quick Start (Shared Infrastructure)# ](#quick-start-shared-infrastructure)

The fastest way to get started is using AVCodex's shared email infrastructure. No Postmark account needed.

**1.** **Open Email Configuration**

Go to your agent and click **Share** in the navigation. Select the **Deploy** tab and find the **Deploy to Email** card. Click **Add Deployment**.

**2.** **Review Your Email Address**

AVCodex automatically generates an email address for your agent using the shared domain. It will look like:

\`\` `yourappname-123@agents.avcodex.com` \`\`

This is both your inbound address (where users send emails) and from address (where responses come from).

**3.** **Set Display Name**

Enter a **From Display Name**, this is what recipients see in their email client (for example, "Acme AV Support" or "RFP Intake Bot").

**4.** **Enable the Deployment**

Toggle on **Enable Email Deployment** at the top of the dialog.

**5.** **Configure Whitelist**

By default, whitelist protection is enabled. You must add at least one email address to the whitelist before your agent will respond to anyone.

Click **Manage Whitelist** to add allowed email addresses.

**6.** **Save Configuration**

Click **Save Configuration** to activate your email deployment.

## [Email Whitelist# ](#email-whitelist)

The whitelist controls who can email your agent.

### [Adding Emails to Whitelist# ](#adding-emails-to-whitelist)

1.  In the email configuration dialog, click **Manage Whitelist**
2.  Enter email addresses (one per line or comma-separated)
3.  Click **Add to Whitelist**

You can whitelist:

-   Individual emails: `lead-tech@example.com`
-   Domain patterns: `@acme-av.com` (allows anyone from that domain, useful for internal team rollouts)

### [Disabling Whitelist# ](#disabling-whitelist)

> **Warning:** Disabling whitelist protection means anyone can email your agent. This may result in increased AI usage costs and potential spam.

To disable whitelist protection:

1.  Go to the Whitelist tab
2.  Toggle off **Email Whitelist Protection**

Only disable this if you have other protection measures in place.

## [Custom Domain (Advanced)# ](#custom-domain-advanced)

Want to use your own email domain like `support@yourbrand.com` or `rfp@yourintegrator.com`? You'll need a Postmark account.

**1.** **Create Postmark Account**

Sign up at [postmarkapp.com](https://postmarkapp.com) and create a server for your email integration.

**2.** **Verify Your Domain**

In Postmark: 1. Go to **Sender Signatures** > **Domains** 2. Add your domain and verify DNS records

**3.** **Configure MX Records**

Set up MX records for your inbound email subdomain to point to: \`\` `inbound.postmarkapp.com` \`\`

**4.** **Get Your API Token**

In Postmark, go to your server > **API Tokens** and copy your Server API Token.

**5.** **Configure in AVCodex**

In the email configuration dialog:

1\. Change the email addresses to use your custom domain 2. Enter your **Postmark Server API Token** 3. Save the configuration

**6.** **Set Up Webhook**

After saving, go to the **Webhook** tab in the dialog. Copy the webhook URL and configure it in Postmark:

1\. Go to your Postmark server > **Message Streams** > **Inbound** 2. In Settings, paste the webhook URL from AVCodex 3. Save and test with a sample email

## [Email Behavior# ](#email-behavior)

### [Response Format# ](#response-format)

Your agent responds to emails maintaining conversation context:

-   **Subject line**: Preserved for threading
-   **Reply format**: Clean text response
-   **Threading**: Email clients group conversations automatically

### [Conversation Memory# ](#conversation-memory)

Each email thread maintains context:

-   Previous messages are included in AI context
-   Users can have ongoing conversations (handy for multi-day RFP threads)
-   Context resets after extended inactivity

## [Use Cases# ](#use-cases)

### [Client Support# ](#client-support)

Handle room support tickets automatically:

code 

```
System prompt addition:

You are a support agent for Acme AV. When end-clients email:
1. Acknowledge the room and the symptom
2. Walk through the safe-to-try checks (display power, source select, mute states)
3. Escalate to dispatch when the issue is in the rack or beyond a user-fixable scope
4. Include a ticket reference number for the service desk
```

### [RFP and Sales Inquiries# ](#rfp-and-sales-inquiries)

Qualify leads via email:

code 

```
System prompt addition:

You are a BD assistant for Acme AV. When prospects email:
1. Answer questions about our standard scope (Crestron, Q-SYS, Biamp)
2. Gather room counts, vertical, and target commissioning window
3. Offer to schedule a site walk
4. Collect company info for HubSpot follow-up
```

### [Manufacturer Support Threads# ](#manufacturer-support-threads)

Triage manufacturer threads:

code 

```
System prompt addition:

You are an engineering assistant. When manufacturer emails arrive
(Crestron TrueBlue, QSC support, Biamp dealer support):
1. Summarize the open ticket and outstanding ask
2. Suggest next test steps based on our control system code
3. Flag the thread to the assigned engineer
```

## [Monitoring Email Conversations# ](#monitoring-email-conversations)

View email conversations in your AVCodex dashboard:

1.  Go to **Chats** in your agent
2.  Use the **Source** filter to select **Email**
3.  View full email threads and AI responses

## [Best Practices# ](#best-practices)

### [Clear Auto-Replies# ](#clear-auto-replies)

Set expectations in responses:

code 

```
System prompt addition:

Start each response with a brief acknowledgment like
"Thanks for reaching out, we're on it." and end with "Reply
to this email to continue, or call dispatch at +1-555-0123
for live events and mission-critical rooms."
```

### [Set Boundaries# ](#set-boundaries)

Prevent misuse:

code 

```
System prompt addition:

If asked to perform actions outside your scope (like
remotely rebooting a Q-SYS Core or pushing code to a
Crestron processor), politely explain your capabilities
and route the request to the on-call engineer.
```

### [Professional Tone# ](#professional-tone)

Maintain email etiquette:

code 

```
System prompt addition:

Respond professionally with proper email formatting.
Use appropriate greetings and sign-offs. Keep responses
concise but complete. AV pros respect brevity.
```

## [Troubleshooting# ](#troubleshooting)

### [Emails Not Being Received# ](#emails-not-being-received)

1.  **Check whitelist**: Ensure sender is on the whitelist (if enabled)
2.  **Verify deployment is active**: Toggle must be on
3.  **Check spam folder**: AI responses may be filtered by recipient
4.  **For custom domains**: Verify Postmark webhook is configured

### [AI Not Responding to Whitelisted Users# ](#ai-not-responding-to-whitelisted-users)

1.  Verify the email address is exactly as whitelisted
2.  Check for typos in the whitelist entry
3.  Domain patterns must start with `@` (e.g., `@acme-av.com`)

### [Slow Response Times# ](#slow-response-times)

1.  Check your AI model, faster models respond quicker
2.  Reduce system prompt complexity
3.  Complex custom actions may add latency (e.g., scanning every Biamp Tesira file in a project folder)

### [Threading Issues# ](#threading-issues)

1.  Keep subject lines consistent, don't change mid-conversation
2.  Use reply, not new email, to continue conversations
3.  Some email clients may break threading

### [Custom Domain Not Working# ](#custom-domain-not-working)

1.  **Verify DNS**: Domain must be verified in Postmark with correct DNS records
2.  **Check MX records**: Must point to `inbound.postmarkapp.com`
3.  **Test webhook**: URL must be accessible and correctly configured
4.  **Check API token**: Ensure token has correct permissions

### [Does renaming my agent or changing its URL affect email?# ](#does-renaming-my-agent-or-changing-its-url-affect-email)

No. Your email inbound address is stored independently of your agent's name or URL slug. Renaming the agent, changing the vanity URL (e.g. `your-agent.on.avcodex.com`), or connecting a custom domain has no effect on email routing. Inbound messages sent to your configured address will continue to reach the agent.

If you want to change the **email address itself** (e.g. pick a different local part on the shared `agents.avcodex.com` domain), open **Share > Deploy > Email** and update the Inbound Email Address field. The old address stops receiving messages once you save.

## [Using with MCP# ](#using-with-mcp)

You can manage email deployments programmatically using the AVCodex MCP Server.

### [Available Tools# ](#available-tools)

Tool

Description

`get_email_deployment`

Get email channel configuration

`update_email_deployment`

Update email settings (from name, etc.)

### [Example Prompts# ](#example-prompts)

code 

```
"Show me the email configuration for my support bot"
"Update the from name to 'Acme AV Support'"
"Is email enabled for my agent?"
```

### [Workflow: Email Configuration# ](#workflow-email-configuration)

code 

```
You: Show me the email setup for my support bot

AI: [Calls get_email_deployment]

Email Deployment for Support Bot:
- Status: Enabled
- Email Address: support-123@agents.avcodex.com
- From Name: "Support Team"
- Whitelist: Enabled (12 addresses)
- Last email received: 3 hours ago

You: Change the from name to "Acme AV Support"

AI: [Calls update_email_deployment]
Updated from name to "Acme AV Support". New emails will use
this display name.
```

> **Note:** MCP server access requires a Builder plan or higher. See the [MCP Setup Guide](/docs/guides/mcp/setup) to get started.

\*AVCodex · Your AV expertise. Amplified by AI.\*

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On this page

-   [How Email Integration Works](#how-email-integration-works)
-   [Quick Start (Shared Infrastructure)](#quick-start-shared-infrastructure)
-   [Email Whitelist](#email-whitelist)
-   [Adding Emails to Whitelist](#adding-emails-to-whitelist)
-   [Disabling Whitelist](#disabling-whitelist)
-   [Custom Domain (Advanced)](#custom-domain-advanced)
-   [Email Behavior](#email-behavior)
-   [Response Format](#response-format)
-   [Conversation Memory](#conversation-memory)
-   [Use Cases](#use-cases)
-   [Client Support](#client-support)
-   [RFP and Sales Inquiries](#rfp-and-sales-inquiries)
-   [Manufacturer Support Threads](#manufacturer-support-threads)
-   [Monitoring Email Conversations](#monitoring-email-conversations)
-   [Best Practices](#best-practices)
-   [Clear Auto-Replies](#clear-auto-replies)
-   [Set Boundaries](#set-boundaries)
-   [Professional Tone](#professional-tone)
-   [Troubleshooting](#troubleshooting)
-   [Emails Not Being Received](#emails-not-being-received)
-   [AI Not Responding to Whitelisted Users](#ai-not-responding-to-whitelisted-users)
-   [Slow Response Times](#slow-response-times)
-   [Threading Issues](#threading-issues)
-   [Custom Domain Not Working](#custom-domain-not-working)
-   [Does renaming my agent or changing its URL affect email?](#does-renaming-my-agent-or-changing-its-url-affect-email)
-   [Using with MCP](#using-with-mcp)
-   [Available Tools](#available-tools)
-   [Example Prompts](#example-prompts)
-   [Workflow: Email Configuration](#workflow-email-configuration)

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