Before You Begin#

To access Mailytica’s features and functions, you will need an account on Mailytica’s Online Platform, where you can create projects, add email accounts, write Smart Responses, connect to APIs, and more.

Once you receive your account details from our onboarding team, you can sign in to Mailytica by going to


After logging in, you will be taken to the Projects screen. Mailytica organizes content into projects—each project is a collection of Topics, Smart Responses, and tools that help your team get work done faster.

On the Projects screen, you will see a list of all available projects. For example, if your business is selling goods online, you can create a project called E-commerce, where you will manage all emails related to your online store. Then you can add topics such as Refund Request, Order Confirmation, Shipping Notification, which will allow you to easily organize emails by business transaction and assign them accordingly.

You can also add multiple projects (e.g., E-commerce and Marketing Campaign), and each project will have its own settings and statistics.

  1. To add a new project, first log in to the Online Platform at Once you’re on the Projects screen, click the button to add a new project.

    Projects screen
  2. In the Name field, type a name for your project. Your project name should be concise and easy to understand, for example, E-commerce, or Marketing.

    Add project name
  3. Next, in Language you can choose from the first dropdown the default language for your project. It’s best to select the same language that you use most often when communicating with customers. Still, you can include additional languages by selecting them from the Available Languages dropdown menu.

    Add project language
  4. Following, in the Default Text Style section, define the font and size that will be used for drafting Smart Responses. The default font is Calibri, size 11 (font-size:11pt;font-family:'Calibri',sans-serif).

  5. Then, in Default Prediction Settings you can define the settings that will be used for classifying or predicting email topics. The recommended values are: Number of classifications equal to 1, and Confidence threshold equal to 0.5.

    Add project default prediction settings
  6. For Outlook users, you can specify how Mailytica should display and organize messages in the Outlook Settings section. The available options are:

    • Mark messages as finished in client: If Active, this will add a new Message Finished button in the Outlook integration. The button allows you mark emails as finished, which Mailytica then uses to compute your project statistics.

    • Mark message as finished when consuming Smart Response: If Active, every time you reply to a message using a Smart Response, that message will be marked as finished in Mailytica’s statistics.

    • Display topics without any Smart Response or user action: If Active, all Topics will be displayed in Mailytica’s Outlook integration regardless of whether or not they contain Smart Responses.

    • Synchronize categories with client: If Active, Mailytica will make sure to synchronize your local Outlook categories across all of your devices. This can be useful if you are working in a shared inbox and using Outlook categories to organize it.

    • Transfer raw message from client: We recommend that you keep this option deactivated unless you plan on using Mailytica to back up your email messages. If Active, Mailytica will save your messages as .msg files in a dedicated server.

    • Activate Smart Predict: Smart Predict analyses your past messages and offers suggestions for words or phrases you may want to use in future emails. If Active, suggestions for autocompleting words and sentences will appear as you type an email.

  7. Finally, in Status toggle the Active button and click Add to create your new project.

Account Manager#

The Account Manager allows you to add, edit, and manage email accounts that can be connected with Mailytica.

To connect a new email account to Mailytica, first log in to the Online Platform at Then, in the top right corner, click on the button to access the settings, and select Account Manager.

Account Manager

The Account Manager screen will appear. Here, you can add new accounts or edit existing ones.

Account Manager screen

To set up a new email account, first click the button next to Add new account. Then, select the type of account you want to add. You can choose from Microsoft Exchange, IMAPs Account, SMB v3 Account, Klara ePost, Spinoco, Gmail, and Zendesk. You will then be prompted to enter your account information and preferences.

Once you add the new account, it will appear on the Account Manager screen. From here, you can add additional email accounts to your Mailytica project by clicking on the button next to Add new account and repeating these steps.

You can edit your account settings any time by clicking on the name of your account from the Account Manager, and clicking the Edit button in the lower right corner. Similarly, you can delete an account from your dashboard by choosing Delete from that same menu.

User Manager#

The User Manager is a utility that allows you to add, edit, and manage user accounts. User accounts are necessary to access Mailytica’s Online Platform ( in order to add or edit projects, topics, smart responses, API connections, etc.

The User Manager can be accessed via Mailytica’s Online Platform. After login in, in the top-right corner, click on the button and select User Manager. The User Manager screen will show you a list with all the users that have been created.

Add New Users#

  1. To add a new user, click on the button next to Add new users.

    User Manager screen
  2. Start by typing the person’s Email Address that will be associated with the new user in

  3. Then, an initial Password will be automatically generated. This password is intended for first-time login purposes only. Here you can also decide whether the system should automatically notify the new user of their account creation via email.

  4. Under User Role, you can assign permissions to the new account. The available options are:

    • Admin: The Admin role has all the possible permissions and can modify settings, add new users, and manage existing ones. Therefore, admin accounts should be reserved for people who will be managing the system, such as your organization’s IT department.

    • Key User: The Key User role is a middle ground between the Admin and Agent roles. It’s designed for users who need more access than an Agent but less than an Admin.

    • Agent: The Agent role restricts a user from making any configuration changes or creating Topics, Smart Responses, etc. They are only able to access their own account and see which tools have been implemented. The agent role is best suited for people who will be using Mailytica’s functionalities, but don’t need access to any of its technical aspects (such as your organization’s sales team for example).

  5. Finally, click on the Add button and the new user account will appear in your user list.

Reset User Passwords#

  1. Start by locating the user whose password needs to be reset in your User Manager.

  2. Click on the user’s name to expand additional options. Click the Reset Password button.

  3. After clicking Reset Password, a dialog titled Reset User Password will appear. The system will automatically generate a new, secure password for you.

    Reset User Password
  4. Copy the new password and click Save. This password will not be displayed again so it’s crucial to copy it before you close the dialog box.

Display Language#

To change the language displayed in Mailytica’s Online Platform (, first log in to your account. In the top right corner of the screen, click on the icon to access the settings menu.

Click on Language, and a new pop-up window will appear where you can select your preferred language from the dropdown.

Click Change to set this as the default display language for Mailytica’s Online Platform.