👨‍🔧User Setup Guide

The setup guide for configuring your personal assistant

Welcome to Your AI Assistant!

You're about to get something that doesn't exist anywhere else: not just an email tool, not just a notetaker, but a complete AI assistant that organizes your inbox, drafts your emails, captures your calls, updates your CRM, and helps you perform better every day.

What to expect:

  • Immediate value: Your inbox gets organized today

  • Quick setup: 15 minutes to connect and configure

  • Continuous improvement: Your assistant learns your style over the first few weeks


Step 1: Connect Your Email

Your assistant needs access to your inbox to organize, prioritize, and help you respond to messages.

Steps:

  1. When you login via Gmail or Outlook your assistant will be automatically configured

  2. Authorize CustomerIQ to access your email

  3. Wait 2-3 minutes while your assistant analyzes your inbox and gets to work. You'll see the first categorization labels after your first emails.

What's happening: Your assistant is assessing your recent emails to understand your communication patterns and start organizing your inbox with the categories your admin has set up.


Step 2: Configure Your Personal Assistant

Your admin has set up workspace defaults, but you have personal controls too.

Steps:

  1. Navigate to Personal Settings > My Assistant

  2. Toggle core functionality on/off:

    • Meeting auto-join settings - How your assistant joins meetings

    • Inbox categorization - How your assistant organizes incoming messages

    • Auto-drafts - Whether your assistant pre-writes responses for you to review

    • Follow-up drafts - Whether your assistant drafts follow-ups for you to review

    • Meeting follow-ups - Whether your assistant drafts follow-ups after meetings/calls

  3. Adjust your writing preferences:

    • Signature preferences

    • Auto-include options

Pro tip: Leave everything on for your first week. You can always dial it back if it feels like too much.


Step 3: Start Using Your Inbox

Your assistant is already working. Here's what you'll see:

Every email is now categorized according to the categories chosen by your admin

  • High-priority customer requests

  • Renewal opportunities

  • Routine follow-ups

  • Internal communications

  • Whatever categories your admin configured

Pre-drafted responses: For many messages, your assistant has already drafted a response. Find it in your drafts folder, review it, edit if needed, and send. Or write from scratch - your assistant learns from both.

Smart follow-ups: Your assistant reminds you when conversations need attention and suggests next steps.

Pro tip: In your first few days, pay attention to how your assistant categorizes and drafts. If something feels off, your admin can adjust the settings. This is normal fine-tuning.


Step 4: AI Call Coaching

If your team uses call recording (most VoIP systems or tools like Zoom), connecting this gives you automatic call notes and AI coaching.

  1. Your next call will automatically be:

    • Transcribed

    • Summarized

    • Logged in CustomerIQ

    • Scored by your AI coach

What this means for you: No more manual note-taking. Your AI coach will review every call and give you personalized feedback on what went well and where you can improve.

About coaching: Your manager has configured how your calls are evaluated. This isn't surveillance—it's designed to help you close more deals and provide better support. You'll see your coaching feedback after each call.


Your First Week: What to Expect

Day 1-3: Learning your style

  • Your assistant will organize your inbox immediately

  • Drafts might need editing as it learns your voice

  • Follow-ups will surface important conversations you might have missed

Day 4-7: Getting smarter

  • Drafts will feel more "you"

  • Categories will be more accurate

  • You'll start to trust the auto-suggestions

Week 2+: Working seamlessly

  • Your assistant will handle routine responses almost entirely

  • You'll spend time on high-value conversations, not inbox management

  • Your call performance will improve with consistent coaching

Normal iteration: Expect some tweaking in the first week. Your admin can adjust categories, coaching prompts, and training data based on how the team is using the system. This is how you build a virtual employee, not just an assistant.


Tips for Getting the Most Value

Give feedback early and often: When a draft isn't quite right or a category seems off, let your admin know. This helps train your assistant faster.

Use the knowledge base: Your admin is adding training data about your products, policies, and common questions. The more they add, the smarter your assistant becomes at answering complex questions.

Trust the process: It might feel like a lot of AI involvement at first. Give it a week. Most users report they can't imagine working without it after that.

Leverage your coach: After calls, read your AI coaching feedback. It's personalized to your performance and your manager's standards. Acting on it will make you better, faster.


Common Questions

"Will this replace me?" No. This amplifies you. You'll spend less time on routine work and more time building relationships and closing deals.

"What if I don't like how it writes?" Edit any draft before sending. Your assistant learns from your edits and gets better at matching your voice.

"Is my manager reading all my emails and calls?" Your manager sees aggregated performance data and coaching insights. The goal is coaching and improvement, not surveillance.

"What about sensitive information?" CustomerIQ is designed for professional use with enterprise-grade security. Your conversations are protected.


Getting Help

Something not working as expected? Check Personal Settings > My Assistant to adjust your preferences. If you need workspace-level changes (categories, coaching, training data), reach out to your admin.


Remember: You're not using an email tool or a notetaker. You're using the most flexible revenue platform available—one that learns your business, speaks your language, and helps you perform at your best.

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