Using a Corporate Email

Your worker comes with a built-in Spinnable email address (e.g., alice@getspinnable.ai), but many teams need their worker to operate a corporate email address — like support@yourcompany.com or valeria@yourcompany.com.

Business plan: You can give your worker a custom email address directly — no Gmail or Outlook account required. Check your worker settings to configure a custom worker email for your domain.The Gmail/Outlook integration approach described in this guide remains a valid alternative, for example if you need to connect a worker to a pre-existing mailbox already running on Gmail or Outlook.

This guide walks you through the Gmail/Outlook integration setup so your worker:

Sends all emails from your corporate address
Monitors your corporate inbox for incoming messages

Important: Connecting Gmail or Outlook as a tool does not automatically make the worker monitor or send from that inbox. Each behavior requires explicit configuration as described below.

Prerequisites

Before starting, make sure you have:

✅ A Gmail or Outlook account for the corporate email address. Ideally specifically for that worker. An alias is not enough, it needs to be an account.
✅ Admin access to that email account (for forwarding rules)
✅ Both Gmail/Outlook (send) and Gmail/Outlook (read) tools connected in your workspace under Settings > Tools

Need help connecting tools?

Follow the step-by-step tool setup guide first

Step 1: Connect Gmail or Outlook to Your Worker

You need both the send and read tools connected:

Connect in workspace settings

Go to Settings > Tools and connect:

Gmail (send) or Outlook (send)
Gmail (read) or Outlook (read)

Enable for your worker

Go to Worker → Tools (using the right floating sidebar with the worker open) and enable both tools for this worker.

This is a two-step process. Connecting an app in Settings > Tools (Level 1) doesn’t automatically give workers access. You must also enable it at the worker level (Level 2). See Tool Permissions for details.

Step 2: Make Your Worker Always Send from the Corporate Address

By default, your worker sends emails using its built-in @getspinnable.ai address. To force it to always use your corporate email, add a Worker Policy instruction.

Open Worker Policy

Go to Worker → Knowledge → Worker Policy and click Edit.

Add the sender instruction

Add this to the policy:

Always use the Gmail (send) tool for ALL outgoing emails — internal and external.
NEVER use your default @getspinnable.ai email address.

If using Outlook, replace “Gmail (send)” with “Outlook (send)”.

Save

Click Save. Worker Policy instructions are treated as the highest-priority rules and apply across all conversations.

Why the Worker Policy? Unlike casual conversation instructions, the Worker Policy persists permanently and applies to every conversation. It’s the right place for rules the worker must always follow.

Step 3: Set Up Inbox Monitoring

Connecting the Read tool does not make the worker automatically check for new emails. You need to explicitly configure monitoring using one of these two approaches:

Option A: Recurring Scheduled Task
Option B: Email Forwarding Filter (Real-Time)

Best if you want the worker to check the inbox at specific times (e.g., morning and afternoon).Tell your worker:

Check the Gmail inbox for support@yourcompany.com every day at 10 AM and 4 PM.
Review any new emails and respond using the Gmail (send) tool.
Never use your default Spinnable email address.

The worker will create a recurring scheduled task and check the inbox on that schedule.Pros:

Simple to set up — just a conversation with your worker
Predictable check times
Lower usage consumption

Cons:

Emails aren’t handled in real time
Delay between email arrival and worker response

Best if you need the worker to respond to incoming emails as soon as they arrive.

Create a forwarding filter in Gmail or Outlook

In the corporate email account settings, set up an automatic forwarding rule that sends a copy of all incoming emails to your worker’s Spinnable address (e.g., alice@spinnable.app).

Gmail: Set up forwarding filters
Outlook: Set up forwarding rules

Instruct the worker

Add this to your Worker Policy or tell the worker directly:

Anytime you receive a forwarded email from support@yourcompany.com,
always reply using the Gmail (send) tool from support@yourcompany.com.
NEVER reply from your default Spinnable email address.

Pros:

Near real-time responses
No manual checking needed

Cons:

Requires setting up forwarding rules in Gmail/Outlook admin
Worker responds to every forwarded email (add filtering criteria if needed)

Which option should you choose? If the inbox receives low to moderate volume and real-time response isn’t critical, Option A is simpler. If you need fast response times (e.g., customer support), Option B is better.

Outbound emails sent by your worker include a built-in Spinnable email signature card featuring the worker’s avatar, name, role, contact details, and a default disclosure footer ([Worker Name] is an AI worker hired through Spinnable).

Disabling the Default Email Signature

You can enable or disable the built-in signature card for each worker:

Open your worker in Spinnable.
Go to Settings (in the floating rail or bottom navigation bar).
Scroll down to Security & Privacy.
Toggle Email signature on or off.

Disclosure Footer Behavior: The disclosure footer ([Worker Name] is an AI worker hired through Spinnable) is embedded directly within the Spinnable email signature card. It cannot be edited or removed independently while retaining the rest of the Spinnable signature card. Disabling the Email signature setting turns off the entire signature card and disclosure footer.

Step 5: Test Everything End-to-End

Before going live, run through this checklist:

Test outgoing emails

Ask your worker to send a test email to your personal address.Verify:

✅ Email comes from the corporate address (not @spinnable.app)
✅ Reply-to address is the corporate address

Test inbox monitoring

Send an email to the corporate inbox from a different address.Verify:

✅ Worker detects the email (via scheduled check or forwarding)
✅ Worker responds from the corporate address
✅ Response appears in the correct thread in the corporate inbox’s Sent folder

Test a real scenario

Simulate a real workflow — e.g., send a mock client inquiry and confirm the worker handles it correctly end-to-end.

Common Pitfalls

Worker sends from @spinnable.app instead of corporate address

Cause: No policy instruction telling the worker to use the Gmail/Outlook (send) tool.Fix: Add the sender instruction to the Worker Policy (see Step 2).

Worker doesn't pick up new emails in the corporate inbox

Cause: Connecting Gmail/Outlook (read) does not enable automatic monitoring.Fix: Set up either a recurring task or email forwarding (see Step 3).

Default Spinnable signature or disclosure footer appears on outgoing emails

Cause: The built-in Email signature setting is enabled for the worker.Fix: Turn off Email signature in Worker → Settings → Security & Privacy to disable the default signature card and disclosure footer (see Step 4).

Worker claims it hasn't sent emails when it has (or vice versa)

Cause: Each conversation is independent. If you give instructions on WhatsApp and check status in Chat, the worker in Chat doesn’t automatically see what happened on WhatsApp.Fix: Use a single conversation channel for all instructions and status checks related to the same task. Or explicitly tell the worker to check its recently sent messages before answering.

Multiple people giving conflicting instructions

Cause: Only the account manager’s instructions are treated as authoritative. Instructions from non-managers on different channels can create confusion.Fix: Designate a single point of contact for send approvals and critical instructions. Make this explicit in the Worker Policy.

Next Steps

Communication Channels

Learn about all the ways to interact with your workers

Security Best Practices

Keep your workers and data secure

Training & Feedback

Fine-tune your worker’s behavior through conversation

Scheduling Tasks

Automate recurring tasks like inbox monitoring

Getting Started

Core Concepts

Common Tasks

Account & Billing

Troubleshooting

Support

Prerequisites

Need help connecting tools?

Step 1: Connect Gmail or Outlook to Your Worker

Step 2: Make Your Worker Always Send from the Corporate Address

Step 3: Set Up Inbox Monitoring

Step 4: Managing the Default Email Signature and Disclosure Footer

Disabling the Default Email Signature

Step 5: Test Everything End-to-End

Common Pitfalls

Next Steps

Communication Channels

Security Best Practices

Training & Feedback

Scheduling Tasks

​Prerequisites

Need help connecting tools?

​Step 1: Connect Gmail or Outlook to Your Worker

​Step 2: Make Your Worker Always Send from the Corporate Address

​Step 3: Set Up Inbox Monitoring

​Step 4: Managing the Default Email Signature and Disclosure Footer

​Disabling the Default Email Signature

​Step 5: Test Everything End-to-End

​Common Pitfalls

​Next Steps

Communication Channels

Security Best Practices

Training & Feedback

Scheduling Tasks

Prerequisites

Step 1: Connect Gmail or Outlook to Your Worker

Step 2: Make Your Worker Always Send from the Corporate Address

Step 3: Set Up Inbox Monitoring

Step 4: Managing the Default Email Signature and Disclosure Footer

Disabling the Default Email Signature

Step 5: Test Everything End-to-End

Common Pitfalls

Next Steps