Set up automatic enquiries from email

Goal

Decide whether 4fleet reads new client emails with AI and turns booking requests into enquiries by itself, and set the other switches that belong to inbox intake.

Prerequisites

• You are an Owner or Admin. Other roles can see the switches but cannot change them.
• A mailbox is connected.
• Your plan includes AI email parsing. Each email that is read uses one AI operation from your monthly allowance.

Steps

1. Open Settings > Automations & AI > Inbox intake.
2. Find the card AI Email Processing at the top of the tab.
3. Check Auto-parse incoming emails. When it is on, 4fleet reads each new email with AI to find booking details. Switch it on or off as you need.
4. Check Auto-create enquiries. When it is on, a detected booking request becomes an enquiry without you pressing a button. It works only while Auto-parse incoming emails is on.
5. Decide on Auto-apply detected changes from client replies. When it is on, 4fleet applies high-confidence changes to passengers, locations and flight from client emails. Date and time changes are always reviewed by a person.
6. Decide on Auto-sync pipeline status from client activity. When it is on, a client reply moves an enquiry from New or Quoted to Negotiating, a confirmed decline moves it to Lost, and a paid invoice moves it to Won. Enquiries only move forward.
7. Check Auto-tag inbox (To Respond / Awaiting Reply). It tags inbox conversations by who owes a reply and uses no AI operations.
8. Read the AI Operations line at the bottom of the card to see how many AI operations you have used.

Expected result

Each switch shows the state you chose, and a "Settings updated" message confirms each change. New client emails are read, tagged and turned into enquiries according to those switches.

Troubleshooting

• If Auto-create enquiries is greyed out, switch on Auto-parse incoming emails first.
• If emails that arrived before you first switched on auto-parse are not read, open them in the Inbox and select Parse with AI. The first time you switch auto-parse on, 4fleet reads only mail that arrives after that moment.
• If an email is read but no enquiry appears, the AI may not have found a booking request in it. Check the card in the conversation.
• If the card shows "Approaching monthly limit", you are close to your monthly AI allowance. Check your plan before it runs out.
• If you do not want enquiries created by itself, switch off Auto-create enquiries. You can still use Parse with AI on any email.
• If a switch does not change and an error message appears, you may not have permission to change it. Ask an Owner or Admin.
• If the Inbox filters To respond and Awaiting reply stay empty, check that Auto-tag inbox (To Respond / Awaiting Reply) is on.