Turn an Email Into a Job Draft

Let the Email Fill Out the Job for You

When a customer or property manager emails your shop, KeyBolt's AI reads the message and pulls out the details a job needs. You see a blue AI banner on the Colab that says the AI extracted these details from the conversation. You review it, then create the job with one tap. The AI never creates a job on its own. You always look it over first.

This is included on both KeyBolt Basic and KeyBolt Pro, at no extra charge.

Where the Banner Shows Up

Open any Colab that came from an inbound email. If the AI found something useful, the banner sits near the top of the Colab, above the conversation. If you do not see it, the email may not have had enough to go on, or someone already dismissed it.

What the AI Pulls Out

Depending on what the email contains, the banner can show:

• Customer name, phone, and email.
• Address for the job.
• Job type, like Residential Lockout, Car Lockout, Rekey, or Lock Install.
• Description of what the customer needs.
• Urgency, shown as a small Emergency, Urgent, or Normal tag.
• WO # (work order number) from property-manager platforms like ServiceChannel, Corrigo, or Yardi.
• NTE (not-to-exceed amount), the budget cap a property manager set.

It only fills in what is actually in the email. It never makes up numbers or addresses. A short note at the bottom of the banner explains the AI's reasoning.

How to Use the Draft

1. Link the Colab to a customer first. The Create Job step needs a customer attached. If the email came from someone new, use the Colab header to link or add the customer (the header pre-fills the name, phone, and email the AI found).
2. Read the draft fields and make sure they look right.
3. Tap Create Job from draft on the banner. This opens the Create Job screen with the fields already filled in.
4. Adjust anything you want, then create the job as usual.

You can also tap the Create Job action at the top of the Colab to start a job from the same details.

If You Do Not Want the Draft

If the email was spam, a newsletter, or not a real job, tap Dismiss (or the x in the corner). The banner goes away and stays hidden for that Colab. You can still reply to the email and work the Colab normally.

When the Draft Looks Empty

Some emails do not give the AI much to work with, like a one-line message or an automated notice. In that case the banner may show only the heading and the reasoning, with few or no fields filled in. That is normal. Just dismiss it, or fill the job in by hand.

Related

See Your Shop's Inbound Email Address for how emails arrive, and Reply to Inbound Emails for answering the customer from the same Colab.