Quick Start · 10–15 min setup

Get Mailvyn ready in three steps

Add your first knowledge item, create an AI assistant with your inbox, and start receiving and managing tickets from one place.

1. Add knowledge2. Create assistant3. Manage tickets
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Step 1 · Add knowledge

Teach Mailvyn about your product

Knowledge items are reusable snippets the assistant uses when composing answers: pricing, refunds, shipping rules, internal policies and more.

Create your first knowledge item

  • 1. Go to Knowledge in the top navigation.
  • 2. Click Add Knowledge.
  • 3. Give it a clear title, e.g. “Pricing – USD”.
  • 4. Paste the answer you want AI to follow.
  • 5. Set the category and priority if needed.

Good knowledge examples

  • • Pricing & plans
  • • Refund & cancellation policy
  • • Shipping countries & delivery times
  • • Product usage tips or FAQs

You can update knowledge anytime — assistants will instantly use the latest version.

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Step 2 · Create your assistant

Create an AI assistant and connect your inbox

Assistants combine tone, knowledge, routing rules and mailbox settings. You can have multiple assistants for different brands or use cases.

1) Assistant basics

  • • Go to Assistants and click Create Assistant.
  • • Give it a name, tone (e.g. Professional) and mode (Draft for approval or Auto-send).
  • • Add a short purpose so you remember what this assistant is for.

2) Connect knowledge

  • • In the Knowledge Base section, select the items this assistant should use.
  • • You can prioritize specific knowledge for specialized assistants.

3) Configure mailbox (Gmail + App Password)

Gmail security requirements

  • 1. In your Google Account, enable 2-Step Verification.
  • 2. Go to Security → App passwords.
  • 3. Create a new app password (e.g. “Mailvyn Support”).
  • 4. Copy the 16-character password – this is what you paste into the App Password field.
  • • Inbox Email: the support address your customers write to.
  • • Host: for Gmail use imap.gmail.com.
  • • Port: usually 993 with TLS enabled.
  • • Turn the assistant Active once everything is filled in.

4) Choose how AI sends replies

  • • Draft for approval: AI prepares replies, you approve them.
  • • Auto-send: AI sends replies automatically within the configured limits.
  • • You can change this mode anytime.

Once the assistant is active and mail is connected, new emails will start appearing as tickets.

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Step 3 · Start receiving & managing tickets

Let AI draft replies and keep your queue under control

When the assistant and mailbox are active, Mailvyn will turn new emails into tickets. AI can draft or auto-send replies depending on your mode.

Recommended daily workflow

  • • Open the Dashboard to see today’s stats.
  • • Review drafts in Waiting for Approval.
  • • Go to Tickets to work through open items.
  • • Use statuses (pending, resolved, etc.) to keep the queue clean.

Tips for better answers

  • • Add more knowledge for repeated questions.
  • • Adjust tone or mode in the assistant settings.
  • • Use escalation keywords (e.g. “speak to human”) for sensitive cases.
  • • Keep signatures and disclaimers consistent with your brand.
Once you see tickets coming in, you’re fully set up.

Quick checklist before going live

  • • At least one knowledge item covering pricing or core policies.
  • • One active assistant connected to a real inbox.
  • • Mode set to Draft for approval until you trust the replies.
  • • Test by sending yourself a few emails and reviewing the generated drafts.