Founder delegates from the road
Forward a client email from your phone with one line, handle this, and the reply is drafted before you land.
Personal Mailbox
Every employee gets its own email address on the shared Sistava domain the moment you hire it, no setup. Email it directly, CC it on a thread with other people, or forward something over, and it reads and replies within seconds. Free to send from, with a monthly cap by plan. Control the shared employee signature in Company Profile, or connect your own Gmail or Outlook when you want it sending as you, with no cap.
Every AI employee on your team gets a working email address the moment they are hired. Send them a task the same way you would send one to a colleague, CC them on a client thread, or forward a messy conversation and ask for a summary. They read the full thread, understand the context, and reply within seconds.
Email is still where business happens, and an AI employee with a real inbox fits into that world without changing anything about how you work. There is nothing to install and no new tool to learn. If you can send an email, you can delegate work to your AI workforce from any mail client on any device.
Replies are grounded in everything the employee knows: your training documents, past conversations, team knowledge, and the persona you gave them. The same employee you chat with in the app is the one answering email, so context never resets when you switch channels.
The address is created for you the moment you hire the employee and appears right on its profile, ready to use. There is nothing to register, no domain to configure, and no forwarding rule to write. Save it to your contacts like you would for any other colleague and start sending.
If you would rather the replies came from your own address, connect a Gmail or Outlook account and the employee sends as you instead of from its own mailbox. The built in mailbox is free to send from and carries a monthly send allowance that depends on your plan, while a connected account of your own has no such cap. Both routes reach the same employee, so switching between them changes nothing about what it knows or how it writes.
Everything an email sets in motion stays traceable. Attachments land in the employee's workspace, the thread joins its memory, and any work the message triggers appears on the task board and in the daily journal like anything else it does. A request you fired off from your phone at an airport is still findable weeks later, with its output attached to it.
Can an AI Employee Have Its Own Email Address?
Yes. Each AI employee you hire on Sistava comes with a personal mailbox, a real address you can write to from Gmail, Outlook, Apple Mail, or any other client. The employee receives the message, reads the entire thread including forwarded history, and composes a reply in its own voice.
This turns email itself into a delegation channel. Instead of logging into a dashboard to assign work, you write one line to your researcher, your marketer, or your assistant, press send, and the work starts. The reply lands back in the same thread, usually within seconds.
Put an AI Coworker on CC
Some of the most useful email work is not about answering, it is about being present on the thread. CC your AI employee on a long client negotiation and ask for a summary of where things stand. Loop them into a support escalation and have them draft the response for your review. Forward a newsletter and ask what matters for your business.
Because the employee keeps memory across the whole relationship, a thread they were copied on last month is context they can use today. Ask follow-up questions about old conversations and they answer from what they actually read, not from a blank slate.
One Signature. Every Employee.
Company Profile gives you one editable signature for every mailbox reply. Keep the built-in employee name and role fields, write a completely custom footer, or restore the Sistava default whenever you need it. The preview shows exactly what a recipient will see before you save.
The signature is applied by the mail sender after the employee has written the reply. That means it is consistent across every customer-facing mailbox message and an employee cannot accidentally omit it.
One Brain Across Email, Chat, and Every Other Channel
The mailbox is not a separate bot. It is another door into the same employee, with the same memory, training, skills, and guardrails that apply in web chat, Slack, or voice. Start a task over email in the morning and continue it in the app after lunch. Nothing is lost in between.
That continuity is what makes the difference between an autoresponder and a coworker. An autoresponder answers a message. An AI employee carries the project.
How It Works
Hire the employee, get an address, start emailing. The mailbox is live from day one.
When you hire an AI employee, a personal mailbox is provisioned automatically and shown on their profile. Anything sent to that address is delivered to the employee like a chat message: they read the thread, pull in what they know about your business, and compose a reply that lands back in the sender's inbox within seconds.
Behind the scenes, the email channel feeds the same brain as every other channel. The thread becomes part of the employee's memory, attachments flow into their workspace, and any work the email triggers shows up on their task board and in their work journal, fully traceable like everything else they do.
Outgoing replies carry the shared signature you control in Company Profile, applied after the employee has written the message rather than left to the employee to remember. Keep the built in name and role fields, write a footer of your own, or restore the default whenever you want, with a preview of exactly what the recipient will see before you save. If you would rather the mail went out under your own address, connecting a Gmail or Outlook account switches the sending route without changing the employee behind it.
Use Cases
Support keeps a shared assistant on CC
Every escalation thread includes the AI employee, which summarizes history and drafts responses for the human agent to approve.
Agency gives each client a contact address
Clients email the AI account manager directly for status updates and routine requests, and the team only steps in on exceptions.
Recruiter screens inbound applications
Candidates email a real address, and the employee replies with next steps, schedules calls, and logs every interaction.
Comparison
| Before | After |
|---|---|
| Email to your team waits until someone has time to answer. | The AI employee replies within seconds, any hour, any day. |
| Forwarded threads need a long explanation of context. | The employee reads the whole thread and gets to work. |
| Delegation means logging into another tool and creating tasks. | Sending an email is the delegation. |
| Knowledge from email conversations stays in one inbox. | Every thread feeds shared memory the whole workforce can use. |
FAQ
Can I email an AI employee directly like a normal coworker?
Yes. Every employee gets a personal email address when hired. Write to it from any mail client, and the employee reads the thread and replies in seconds, in its own voice, with full awareness of your business context.
Does the AI employee remember previous email threads?
Yes. Email conversations feed the same memory system as every other channel, so the employee can reference past threads and decisions when answering new messages.
Can I CC the AI employee on an existing conversation?
Yes. CC or forward any thread and the employee reads the full history before responding. This works well for summaries, drafting replies, and keeping a project assistant in the loop.
Do I need to install anything to use the mailbox?
No. The mailbox works with whatever email client you already use. There are no plugins, extensions, or setup steps beyond hiring the employee.
What email address does my AI employee use?
Every AI employee gets its own address on the shared Sistava domain the moment you hire it, and that address appears on its profile ready to copy. There is no domain to set up, no mailbox to register, and no forwarding rule to write.
Can my AI employee send email from my own address instead?
Yes. Connect a Gmail or Outlook account and the employee sends from that address rather than from its own mailbox, so recipients see the name they already recognise. It is the same employee either way, with the same memory and training behind the reply.
Is there a limit on how many emails my AI employee can send?
The built in mailbox is free to send from and carries a monthly send allowance that depends on your plan. Connecting your own Gmail or Outlook account removes that cap, because the messages then go out through your own email provider instead.
Can I change the signature at the bottom of my AI employee's emails?
Yes. One shared signature covers every employee mailbox and you edit it in Company Profile, keeping the built in name and role fields, writing your own footer, or restoring the default. A preview shows exactly what a recipient will see before you save, and the signature is applied automatically so no employee can leave it off.
Where Personal Mailbox fits
Personal Mailbox is part of Ways you talk to them.
Chat in the app with live reasoning, speak to your AI voice agent over a call, message on Slack or WhatsApp, send an email, or embed a widget on your website. Every channel connects to the same AI agent with the same memory and capabilities. Switch channels mid-conversation and your employee picks up right where you left off.
- Ways you talk to them: Every channel. One conversation.
Read the guide
More in Channels
- Web Chat: Chat with any AI employee directly in the workspace, with a streaming reply, a live execution timeline showing what it is reading, thinking, and doing, and inline approve/reject buttons when it needs a sensitive action confirmed. It is the default channel: nothing to configure, works on desktop or mobile, and every conversation persists so you can pick it back up later.
- Voice Calls: Voice Calls is a planned channel for speaking to an AI employee out loud and hearing it reply in real time, instead of typing. It is not available yet: there is no voice button in the workspace today, and the feature is paused while the underlying voice flow is redesigned. When it ships, a voice call will run through the same skills, tools, and memory as a typed conversation.
- Connect an Email Provider: Point your own SendGrid, Mailgun, or Postmark inbound-parse webhook at a tenant-scoped endpoint and every email that lands there gets turned into work for an employee. Forward support requests, sales inquiries, or internal approval emails and the employee reads the sender, subject, and body, then acts on it in the background. You get a 202 response immediately; there's no waiting on the request.
- Send from Gmail or Outlook: The built-in employee address is free and always on, but it sends as the employee, not as you. Connect your own Gmail or Outlook instead and an employee sends and replies from your real address, in your name, with no monthly sending cap on any plan.
- Talk to Your Employee on Video: In-App Video is a planned channel for live, face to face video calls with an AI employee, camera and microphone, directly inside the workspace. It has no working implementation today: it appears in Settings > Technical > Channels as a Coming soon placeholder only. Once it ships, it is meant to run on the same execution pipeline as every other channel, so the employee keeps its skills, tools, training, and conversation memory on a video call. If you need an employee in a live call today, it can already join a Google Meet, Zoom, or Microsoft Teams meeting as a participant, which is a different capability and available now.
- Chat Widget: The Chat Widget will let you embed an AI employee directly on your public website so visitors can ask questions and get answers without leaving the page. It is on the roadmap and is not available to configure yet: today it appears in Settings > Technical > Channels as a Coming soon placeholder with no setup, embed snippet, or Manage action.
- SMS: SMS is a planned channel for reaching an AI employee by ordinary text message, with no app to install. It is on the roadmap and not available today: there is no SMS number, no inbound texting, and no way to turn it on yet. Until it ships, use web chat or Telegram for mobile access from any phone.
- WhatsApp: WhatsApp is a planned messaging channel for talking with an AI employee from your phone. It is not connected yet: the card shows as coming soon and cannot be set up today. When it ships, it will carry the same employee memory, skills, and guardrails as web chat, Telegram, Slack, and the mailbox. Telegram and Slack are live now and give you the same access from a phone, so nothing you set up today has to be rebuilt when WhatsApp arrives.
- Discord: Discord is a planned channel for bringing an AI employee into the servers and direct messages your community already uses. It will connect the same way Slack does today: authorize a bot through OAuth, then map it to one employee. It is not available to connect yet, so no Discord traffic reaches an employee until it ships. Slack, Telegram, each employee's own email address, and web chat cover the same job in the meantime.
- Calendar Invites: Add your employee's personal address as a guest on any Google, Outlook, or Apple calendar event and they show up for the meeting automatically, no RSVP or extra app on your side. Once the meeting starts, the employee joins the Meet, Zoom, or Teams call, listens, speaks when addressed, and writes a summary afterward. There is nothing to switch on for the invite itself, just turn on the Meeting Attender tool for that employee once.
- Slack Channel: Bring your AI employee into Slack as a real bot user your team can mention, DM, or trigger with a slash command. Every reply lands in the same thread, and memory, tasks, skills, and tools stay shared with web chat, so a conversation started on Slack continues anywhere else. You approve or reject requests right from Slack, and the bot only speaks when mentioned, DM'd, or already in a thread.
- Telegram Channel: Connect an AI employee to its own Telegram bot so you can message it from your phone the same way you message a person. It answers direct messages instantly, and joins group chats where it replies only when mentioned or replied to. Memory, tasks, and tools are shared with the web app, so a conversation started on Telegram picks up right where it left off on the desktop, and back again.