How It Works

Auto-replies aren’t visible by default

Email platforms typically manage replies through internal systems, meaning they don’t forward out-of-office (OOO) messages to your inbox. This causes you to miss crucial data like vacation return dates, employee exit notifications, or updated contact info.

Our service bridges this gap by ensuring you capture all this information directly from the source.

Set up a dedicated inbox

Follow these steps to ensure capture:

• Use a Custom “Reply-To”: In your email platform, specify a custom address on your own domain (e.g., reply@yourdomain.com).
• Create a Dedicated Mailbox: Set up a separate inbox (e.g., autoreply@yourdomain.com) to collect these messages automatically.

Adjust Campaign Settings

Route auto-replies to your new dedicated inbox in Mailchimp (or your ESP):

• Go to Campaign → Settings.
• In the Reply-To field, enter your custom inbox address.
• This directs all campaign replies to your dedicated mailbox for easy processing.

Connect our REST API

Once connected, our API automatically extracts key details from incoming messages:

• Vacation or out-of-office return dates
• Notifications about employees leaving
• Successor contact names & emails

Data is returned in structured JSON for easy integration.

Automate CRM Updates

Create a simple Zap (or use any iPaaS tool) to transfer the extracted data into your CRM.

Whether it’s a return date, new contact, or a personnel change, this step ensures your CRM records are updated instantly without manual effort. Setup takes just minutes.

Keep emailing as usual

After the initial setup, everything runs in the background. You continue sending emails normally, while Role Relay automatically processes replies, extracts data, and updates your CRM—all without any additional work on your end.