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AI Auto-Replies

An auto-reply is an email that goes back to the person right after they submit your form. A plain "Thanks, we will be in touch" is fine, but when someone describes their project or asks a real question, a reply that actually answers them makes a much better impression.

Inletbase can do both. You can write a fixed reply yourself, or let the AI read each submission and write a reply based on your business. Either way, it goes out within seconds.

Auto-replies are set up as a step inside the Workflows tab, so they are available on the Pro plan. For how workflows work in general, see the Workflows guide.

Step 1: Add an Auto-Reply step

  1. Open a form from your dashboard and go to the Workflows tab.
  2. In the left sidebar under Actions, find Auto-Reply. Drag it onto the canvas or click it to add it.
  3. Draw a line from the Form Submission box to the Auto-Reply step so it runs on every submission.

If you only want to reply in certain cases, put an If/Else Condition before the Auto-Reply step. For example, only reply automatically when the budget is above a set amount.

Step 2: Choose a mode

Click the Auto-Reply step to open its settings. You have two choices:

Manual Template

You write a fixed subject and message. Drop in details from the submission with tags like {{full_name}} or {{message}}. The tag names match the field keys from your form fields. Best for a simple, friendly acknowledgement.

AI Generated

The AI reads each submission and writes a reply that fits what the person asked. You give it some details about your business so it knows what to say. There is no model to choose, it works out of the box.

AI replies use your monthly AI credits, so the number of AI replies depends on your plan.

Step 3: Add your business details (AI mode)

This is the most important step for AI replies. The AI only knows what you tell it here, so the more useful your details, the better the replies.

Pull details from your website

Paste your website address into the Website URL box and click Pull Data. Inletbase reads your site and fills in a summary of your business for you. You can read it and edit it before saving.

What is worth including

  1. What you offer: your main services or products, in plain terms.
  2. Pricing: real prices or a rough range, so the AI can set expectations.
  3. Timelines: how long things usually take, or your current availability.
  4. Booking link: if you want the AI to point people to a call, add the link.
  5. What you do not do: anything out of scope, so the AI can say so politely instead of guessing.

Set the prompt

The prompt tells the AI how to write. Keep it short and clear. For example:

Write a professional, short thank you email to {{full_name}}.
Answer their specific question. Keep it under 150 words.
No exclamation marks and no salesy language.
If they asked about something not in the business details,
say a team member will follow up.

Step 4: Where the reply comes from and goes to

The reply is sent from the email account you connected in Email Configuration, the same account your form uses for notifications. You can set the display name there, so replies look like they come from your business.

The reply goes to the email address the person typed into your form. For this to work, your form needs an email field. If a submission has no email, the auto-reply is simply skipped.

Want to change how the email looks? Pick a design in Email Editor.

Step 5: Save and test

Click Save Workflow to save your changes. Then submit a test entry on your own form and check the reply that comes back. It helps to try a few cases:

  1. A normal question your business details cover well. The reply should be specific and correct.
  2. A question about something you do not offer. The AI should say so politely instead of making something up.
  3. A short, vague message. If the reply feels off, tweak your prompt and try again.

When you are happy, make sure the Auto-Reply step is set to Online on the canvas. From then on, every submission to this form gets a reply.

Common questions

Will the AI make up pricing or services I did not add?

No. The AI only uses the business details you give it. If someone asks about something you did not cover, the reply says it does not have that information instead of guessing.

Can each form have its own auto-reply?

Yes. Each form has its own workflow, so a contact form and a job application form can have completely different messages and business details.

Who does the reply come from?

From the email account you connected in Email Configuration. You can set the display name there so it looks like it comes from your business.

How fast does the reply go out?

Within seconds of the submission. The AI reads the message, writes the reply, and sends it right away.

Do I need to choose an AI model?

No. Switch to AI Generated, add your business details, and it handles the rest. There is nothing else to set up.

What if I only want auto-replies for certain submissions?

Put an If/Else Condition step before the Auto-Reply step. For example, send an AI reply only when the budget is above a set amount, and a simple manual reply to everyone else.