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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. This guide walks you through the full setup so your worker:
  • Sends all emails from your corporate address
  • Monitors your corporate inbox for incoming messages
  • Uses a consistent, approved signature on every email
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.

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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 and signature settings)
  • ✅ Both Gmail/Outlook (send) and Gmail/Outlook (read) tools authorized in your account Toolbox

Need help connecting tools?

Follow the step-by-step tool setup guide first

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Step 1: Connect Gmail or Outlook to Your Worker

You need both the send and read tools connected:
1

Authorize at account level

Go to Toolbox (left sidebar) and connect:
  • Gmail (send) or Outlook (send)
  • Gmail (read) or Outlook (read)
Sign in with the corporate email account credentials.
2

Enable for your worker

Go to Worker → Tools (right sidebar with the worker open) and enable both tools for this worker.
This is a two-step process. Authorizing a tool in your Toolbox (Level 1) doesn’t automatically give workers access. You must also enable it at the worker level (Level 2). See Tool Permissions for details.

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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.
1

Open Worker Policy

Go to Worker → Knowledge → Worker Policy and click Edit.
2

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)”.
3

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.

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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:
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
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.

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Step 4: Lock Down the Email Signature

Workers compose email content dynamically, which means they can accidentally alter your signature — changing images, missing logos, or reformatting HTML.
The most reliable approach — let Gmail or Outlook handle the signature automatically so the worker doesn’t need to touch it at all.
  1. Log into the corporate email account
  2. Go to Settings → Signature (Gmail) or Settings → Mail → Compose and reply (Outlook)
  3. Create or paste your approved signature
  4. Save
Gmail/Outlook will automatically append this signature to every outgoing email. The worker doesn’t need any instructions — the email provider handles it.
This is the recommended approach. It completely removes the worker from signature management, eliminating any risk of drift or variation.

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Step 5: Test Everything End-to-End

Before going live, run through this checklist:
1

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)
  • ✅ Signature appears correctly with all images and formatting
  • ✅ Reply-to address is the corporate address
2

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
3

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.

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Common Pitfalls

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).
Cause: Connecting Gmail/Outlook (read) does not enable automatic monitoring.Fix: Set up either a recurring task or email forwarding (see Step 3).
Cause: The worker reconstructs HTML signatures dynamically, which can introduce variation.Fix: Use Gmail/Outlook’s built-in signature setting instead of having the worker manage it (see Step 4).
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.
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.

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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