Set Up Email Autodraft Reply Closing

Quick Setup

Add your closing text, save it, and start a new draft. This takes about 5 minutes.

This guide helps you add a plain-text closing to email autodraft replies. It works for Gmail and IMAP inboxes.

Threaded follow-ups

When a guest replies in the same thread, AVA can reuse the last matched reservation. If the newest message omits the booking number, AVA keeps the earlier reservation context.

Setting	What It Controls	What You See
Reply Closing	The text appended to new autodraft replies	Guests and staff see a consistent sign-off
Merchant-owned inbox	The editable source of truth	You can change the closing here
Active organization inbox	The current organization's editable inbox	You can change the closing for that organization
Inherited inbox	A read-only copied setting	You can view the closing, but not edit it
Save changes	Stores the closing outside provider credentials	The closing survives reconnects
New draft refresh	Applies the saved closing to a fresh draft	New Gmail and IMAP drafts include the block
Thread reservation context	Reuses the last matched reservation in a conversation	Follow-up replies can stay tied to the same booking
Failure policy	Stops a message after three failed attempts	One bad message does not block later drafts

Stored outside provider credentials

Your closing stays with the merchant preference. Disconnecting and reconnecting Gmail or IMAP does not remove it.

Failed message handling

If one message fails three times, AVA stops retrying it. IMAP inboxes still continue with later messages.

Step-by-Step Setup

1. Go to Settings → Integrations.

2. Open the inbox or merchant card that shows Email Autodraft.

3. Find Reply Closing.

4. Enter your plain-text closing block.

   ✓ Keep it short and easy to read. ✓ Use line breaks instead of rich formatting.

5. Click Save changes.

   ✓ New autodraft replies use the updated closing.

6. Start a new draft after saving.

   ✓ The new draft should show the closing block.

Merchant-Owned Inbox

Use a merchant-owned inbox when you want one closing for the whole property. This is the editable source of truth for the setting.

1. Open the merchant-owned inbox card.
2. Edit Reply Closing.
3. Click Save changes.

✓ The saved text applies to new autodraft replies for that merchant.

Active Organization Inbox

Use the active organization inbox when the setting belongs to one organization. You only see this edit state for the current organization context.

1. Switch to the organization you want to manage.
2. Open Email Autodraft.
3. Update Reply Closing.
4. Click Save changes.

✓ The closing applies to drafts created in that organization.

Inherited Inbox

Use inherited inboxes when the closing comes from another scope. This view is read-only.

1. Open the inherited inbox card.
2. Review the current Reply Closing.
3. Switch to the parent merchant or organization if you need edits.

✓ You can see the inherited closing. ✓ You cannot edit it from this view.

Threaded Reservation Context

Use this when a guest sends a follow-up email in the same conversation. AVA tries to keep the reply tied to the same reservation.

1. Read the guest's first email.

2. Match the booking number or reservation token.

   ✓ AVA stores that reservation for the thread.

3. Read the guest's follow-up reply.

4. If the new reply has no booking number, AVA reuses the stored reservation.

   ✓ The draft can answer without asking for the booking number again.

5. If the thread has no earlier match, AVA uses the current lookup result.

   ✓ The draft follows the newest reservation match available.

Troubleshooting

Closing does not appear in new drafts

What you see: A new Gmail or IMAP draft has no closing block.

Fix:

1. Confirm you saved the change on the correct inbox card.
2. Make sure you edited the merchant-owned or active organization inbox.
3. Start a brand-new draft after saving.
4. If needed, refresh the page and save again.

The page is read-only

What you see: Reply Closing cannot be edited.

Fix:

1. Check whether the inbox is inherited.
2. Open the parent merchant or organization instead.
3. Edit the closing there.
4. Return to the child inbox and refresh.

The closing vanished after reconnecting Gmail or IMAP

What you see: The closing seems to disappear after a reconnect.

Fix:

1. Reopen Settings → Integrations.
2. Confirm you are on the same merchant or organization scope.
3. Check whether the setting was saved before the reconnect.
4. Save the closing again if needed.

The draft asks for the booking number again

What you see: A follow-up reply in the same thread still asks for the booking number.

Fix:

1. Confirm the guest replied in the same thread.
2. Check whether the first email included a booking number or reservation token.
3. Make sure you are using the latest email autodraft behavior.
4. Contact support if the thread still loses reservation context.

A message keeps failing

What you see: The same email never creates a draft, or you see repeated failure warnings.

Fix:

1. Check the message for malformed content or unsupported formatting.
2. Confirm the mailbox still has draft access.
3. Review provider authentication and mailbox settings.
4. Send a fresh test message after you fix the source email.
5. If the same message failed three times, AVA stops retrying it.

Still Stuck?

Contact success@vouch-technologies.com if:

• ❌ The closing does not save after you edit the correct inbox.
• ❌ The page stays read-only in a merchant-owned inbox.
• ❌ New drafts still miss the closing after a refresh.

Include:

• The inbox scope you edited
• Whether it was Gmail or IMAP
• A screenshot of the settings page

Related Guides

• Set Up Pre-Arrival Emails
• Set Up During-Stay Emails