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Documentation Index

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Connect one or more email addresses (e.g. support@yourdomain.com, hello@yourdomain.com) so messages land in Keloa, the AI drafts or auto-sends a reply, and outbound mail goes back through your domain with SPF and DKIM passing. Email runs on top of Lettermint for both inbound parsing and authenticated outbound sending. As a workspace owner you don’t talk to Lettermint directly: Keloa creates the resources for you when you add a domain or a channel.

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How it fits together

  • Inbound address — every workspace gets one auto-generated alias on @in.keloa.ai, e.g. acme-x9k2pq@in.keloa.ai. This is the address you forward your real mailboxes to.
  • Email domain — your sending domain (e.g. yourdomain.com) verified via DNS so outbound replies pass SPF/DKIM.
  • Email channel — one mailbox you reply as, e.g. support@yourdomain.com. A workspace can have many channels, all routed through the same inbound alias.
You need both an email domain (verified) and an email channel to send. You only need the inbound alias to receive.

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1. Verify your sending domain

Settings → Channels → Email → Set up, then Email domains → Add domain. Enter just the domain — no @, no mailbox. E.g. yourdomain.com. Keloa registers the domain with Lettermint and shows the DNS records to add at your DNS provider:
  • SPF (TXT) — usually merged into your existing SPF if you have one.
  • DKIM (CNAME × 2) — points to Lettermint’s signing keys.
The status starts as pending. Add the records, give them 5 to 30 minutes to propagate, then click Verify. When all records resolve, the status flips to verified.
If verification keeps failing, recopy the records from the Keloa UI rather than retyping. Trailing dots and copy-paste artifacts are the most common cause.

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2. Add an email channel

Settings → Channels → Email → Add address. Enter the visible mailbox you’ll reply as (e.g. support@yourdomain.com). The domain part must match a verified email domain — Keloa blocks the form otherwise. After saving, Keloa shows your workspace’s inbound_address, e.g. acme-x9k2pq@in.keloa.ai. This is the address you forward inbound mail to. It’s shared across every email channel in the workspace, so you only set up one forwarding rule per real mailbox.

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3. Forward your real mailbox to Keloa

Set your existing mailbox provider to forward (or BCC) every incoming message to your workspace’s inbound_address.
  • Google Workspace — Admin → Apps → Gmail → Routing → Add rule → forward to the inbound address. Pick “Bypass spam filter” so Keloa sees everything.
  • Microsoft 365 — Exchange admin → Mail flow → Rules → Redirect the message to.
  • cPanel / generic — Mail → Forwarders → Add forwarder.
  • Forwarding from a dedicated address — set up a forward rule on support@yourdomain.com itself in your provider’s mailbox settings.
Send a test mail to support@yourdomain.com from any external address. It should appear in your Keloa Inbox within seconds, and the AI will draft (or auto-send) a reply.

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Multiple email channels per workspace

You can add as many email channels as your plan allows (1 / 3 / 10 / unlimited). Common setups:
  • support@ for general inquiries, billing@ for invoices, careers@ for hiring — three channels, one verified domain, one inbound alias, three forwarding rules.
  • Multiple brands on different verified domains — support@brand-a.com, hi@brand-b.com — every channel still routes through the same inbound alias.
Each conversation remembers which channel it arrived on. Replies go out from that channel’s address with that channel’s sender name and signature.

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Replying

The AI replies on its own (auto-send) or drafts (you click Send) depending on confidence and your Auto-send setting. Either way:
  • From is your channel’s email address (e.g. support@yourdomain.com), with optional sender name.
  • Replies thread on the original Message-ID so customer email clients keep them in one chain.
  • Workspace signature, set in Settings → Workspace, is appended automatically.
  • Quoted text from customers is collapsed in the inbox so operators only see the new content.
  • If the AI escalates, the templated handoff reply is sent through the same channel.

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What the AI does

Same as on every other channel: drafts replies, answers from your knowledge base, uses tools, hands off via flows. Out-of-office and vacation auto-responders are detected and ignored so the AI won’t get stuck in a loop.

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Attachments

Inbound attachments up to 25 MB per email are stored against the message. Images preview in the inbox, PDFs and other files download on click.

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Disconnecting

Settings → Channels → Email → Disconnect stops new mail on that specific address from creating a Keloa conversation. Remove the forwarding rule on the source mailbox too, otherwise inbound mail still hits the alias and counts against your conversation limit. Removing the underlying email domain also removes every channel using it.

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Troubleshooting

IssueFix
Mails not arrivingSend a test directly to your inbound_address (e.g. acme-x9k2pq@in.keloa.ai). If that works, the forwarding rule is the issue.
Outbound rejected as spamDKIM not verified, or SPF conflict on the sending domain. Re-check DNS records.
Replies thread as new conversationsYour forwarder is stripping In-Reply-To. Switch from “redirect” to “forward as attachment” or “raw forward”.
Auto-responder loopsAuto-detected and suppressed. If one slips through, mark the conversation as spam.
From shows “via keloa.ai” in GmailExpected when only DKIM is set up but Return-Path alignment is missing. Verify SPF too.