Mailboxes and calendars
Connect your mailbox and your calendar, choose who sees them, send replies agents draft, and set where agents may book firm.
You can bring your mail and your calendar into Nexa Agora, under one rule: Bring in your mail and your calendar. Nothing goes out without your yes. Agents read your mail and draft replies, but a reply leaves only when you press Send. Agents see your free time and book tentatively, and book firm only inside the windows you allow. This page shows you how to connect both and keep control of them.
Before you start
- Open Governance › Settings › Integrations. Your mail and calendar are in the For you band.
- Every member connects their own mailbox. A mailbox shared with other people is set up by an owner or admin.
- Calendars and Turn mail into work are on the Pro and Enterprise plans.
Connect a mailbox
In For you, find Mail and click Connect a mailbox.
The page offers Four ways in.
Pick one:
Each way shows what agents may do with it: Read, Write and Send.
Under Who can see it, choose who reads the mailbox.
A member reads Only you. A mailbox shared with other people is set up by an admin. An owner or admin chooses Only me, Specific people or Everyone in this workspace.
On Microsoft's screen, keep the permissions ticked:
Back on the page, you see Connected to …. and Reading has started. New messages land in your Library as they're read.
The first fill reads from the oldest messages, fifty at a time. It can take a while, and you can leave the page.
Connect iCloud Mail
iCloud Mail connects with an app-specific password, made for Nexa Agora in your Apple Account. It is not a sign-in with Apple: Nexa Agora reads your mail through Apple's standard mail servers, with that password. Your Apple Account needs two-factor authentication.
Choose iCloud Mail, then Set it up.
The panel lists the steps and fills in Apple's server for you.
Sign in at account.apple.com and open Sign-In and Security, then App-Specific Passwords.
Create one named Nexa Agora and copy it. Apple shows it only once.
Back on the panel, type your iCloud address as the User name, for example name@icloud.com, and paste the App password.
Optional: tick Let agents write. Apple's sending server is filled in too, so replies can leave once you confirm them.
Click Connect.
You can revoke the app-specific password in your Apple Account at any time.
Connect another mailbox
For any provider, you connect with IMAP and an app password: a separate password you make in your provider's security settings, not your normal password. You can revoke it there at any time.
Choose Another mailbox, then Set it up.
Type the Server address. Your provider's help page lists it as IMAP.
Type your User name, usually your full address.
Paste the App password.
Optional: type the Folder agents read.
Optional: tick Let agents write, so agents can mark as read, move, and draft replies in your Drafts folder.
Optional: type a Sending server, for replies. It uses the same user name and app password.
Connect.
Manage a mailbox
Each mailbox row shows Connected … and what agents may do: Agents can read it, reply as a draft, send after you confirm.
- Check now reads the mailbox at once.
- Read in Library opens its messages in the Library.
- Disable stops reading. Nothing is deleted. Turn back on resumes reading within five minutes.
- Remove stops reading and removes the row. The messages already filed stay in your Library.
Turn mail into work
On the Pro and Enterprise plans, a mailbox can turn new mail into work for an agent.
In the mailbox's settings, find Turn mail into work.
Choose one:
With When I ask, you can also flag a sender: type the Sender to flag and click Flag. A new thread from them turns into work by itself.
In the Library, a mail conversation also has Discuss this thread. It opens a workspace discussion on that conversation, where the mailbox agent posts a recap.
Send or discard a reply an agent drafted
Agents never send mail on their own.
Ask an agent to reply to a mail.
The agent writes the reply as a draft in your own mailbox. You also see it in your mail app.
Open Focus › Pending Actions.
A card shows Mail · proposed by … · for you, with To, Subject and Text.
Click Send to send exactly this text, from your own mailbox, through your provider. Or click Discard: nothing is sent, and the draft stays in your mailbox.
Connect a calendar
In For you, find Calendars and click Connect a calendar.
Pick one:
Click Continue to … and sign in.
Back on the page, you see Connected to …. and Agents can see your free time now. Draw a booking window when you want them to book firm.
Connect iCloud Calendar
iCloud Calendar connects with an app-specific password too, the same way as iCloud Mail. It is not a sign-in with Apple.
Choose iCloud Calendar, then Set it up.
Apple's server,
https://caldav.icloud.com, is filled in.Make an app-specific password for Nexa Agora in your Apple Account, as in Connect iCloud Mail.
Type your iCloud address as the User name and paste the App password.
Optional: type the Calendar name. Leave it empty to use the account's first calendar.
Click Connect.
You see iCloud Calendar is saved. The first read tells whether it works.
iCloud keeps each account's calendars on a regional server, such as https://p05-caldav.icloud.com. If the first read names one, the calendar reads Saved · read refused, with the address to use. Disconnect it and connect it again with that address as the Server address.
Connect a CalDAV calendar
Fastmail, Nextcloud and similar calendars connect with CalDAV, the standard way to reach a calendar server, and an app password.
Choose CalDAV, then Set it up.
Type the Server address. Fastmail and Nextcloud each list theirs.
Type your User name, usually your address.
Paste the App password, made in your provider's security settings.
Optional: type the Calendar name. Leave it empty to use the account's first calendar.
Click Connect.
You see Connected to CalDAV.
Choose who sees a calendar and draw booking windows
A booking window is a standing pre-approval: a time slot where agents may book firm. Outside it, every booking waits for you.
Open the calendar's Settings.
Under Which calendar, pick the main calendar or another one. Under Time zone, pick the zone the windows follow.
Under Who can see it, choose Only me or Specific people. Colleagues you choose read it in their Agenda, without managing it.
Under Booking windows — your standing pre-approval, click Add a window, pick the days, From and To, then click Add.
The chart shows Firm and Tentative time.
Inside a window, agents book firm, at most ten a day, in their own category so you can spot them. To remove a window, click Remove this window.
The same settings hold Disable, so agents stop seeing your free time and booking, Turn back on, and Disconnect.
Read your calendars on Schedule
Open Focus › Schedule.
The Agenda card shows your calendars.
Switch between Week, hour by hour, and List. Move with Previous week, This week and Next week.
A booking an agent proposed reads tentative. Confirm or decline it in your calendar.
Folded, the Agenda keeps one line with your next appointment. A bell lights 15 minutes before it starts, and a dot lights beside Schedule in the sidebar.
What you will see
Good to know
- Mail is read every five minutes, fifty messages at a time. Each message becomes a document in your Library, with sender, date, subject and body. Messages of one conversation are grouped.
- A mailbox set to Only me becomes your Private documents in the Library.
- Only a mailbox shared with Everyone in this workspace feeds the Company Brain. Calendar contents never feed it.
- Attachments stay in the mailbox until you open one.
- Agents find mail by searching. A question such as "did we receive an email about Oceanic Teas?" is answered from the mail the person asking may see.
- A mailbox's owner decides who reads it, whether it turns into work, and whether to remove it. An admin can only switch someone else's mailbox off.
- A calendar stays its owner's. An owner or admin sees every calendar of the workspace but can only Disable someone else's. Only the calendar's owner turns it back on.
- Agents reach a calendar on behalf of the person who asked: a private calendar only in a direct chat with its owner, or the owner's own automation; a shared one only for its owner and the colleagues it is shared with.
- An iCloud calendar reads from the account's regional iCloud server (
https://pNN-caldav.icloud.com), which Apple does not show. A calendar connected onhttps://caldav.icloud.comnames that address at its first read; disconnect it and connect it again with that address. - When a person leaves the workspace, their mailboxes and calendars leave with them.
- A model on your own computer is connected in Nexa Bridge, not here.