Follow these steps to connect your AI Sales Agent with your CRM, OfficeRnD, and mailbox, allowing it to automatically reply to inquiries.
You need the necessary permissions in your CRM system and to create a new email inbox in your email account.
Step 1: Create the agent email address
Create a new email account for the agent (for example, [email protected] ). This will be the address your leads receive replies from.
Important! It must be a separate email with username and password.
You can create the account in Gmail, Outlook, or any other email provider:
If you are using Outlook, ensure this alias is excluded from all Microsoft 365 external auto-forwarding restrictions so it can forward leads to our AI processing endpoint without being blocked: @inbound.ai-hub.officernd.com
Step 2: Forward form submission emails to the agent
Once you've created the agent email, the key requirement is: All website inquiries must be forwarded to the agent's email address.
There are two ways to achieve this:
Option 1: With a CRM
If you are using a CRM:
Use your existing website form (no need to create a new one).
Ensure the form submissions are captured in your CRM.
Create a user in your CRM for the agent (for example, Sarah Agent). This is required to associate the agent's email with the form.
Confirm the CRM account by following the activation email instructions.
Set form submission forwarding in your CRM so that each new inquiry is sent to the agent's email (for example, [email protected]).
You can also use external form tools (for example, Typeform or WordPress forms) as long as submissions are forwarded to the agent's email.
Option 2: Without a CRM
If you don't use a CRM:
Use your existing website form.
Configure the form to send submission emails directly to the agent’s email address.
Step 3: Configure the agent in OfficeRnD
After you have connected the AI agent to your CRM, configure it in OfficeRnD Flex.
Open the Flex Admin Portal and go to AI Hub > Settings.
Enter the agent email in the Agent From Email field.
Verify the email domain in OfficeRnD (if it hasn't been verified yet). You'll receive a verification link or DNS instructions; follow the steps to confirm.
In the Form submission emails field, enter the "noreply" email address of the form (see Step 2 above ↑). New inquiry emails will be forwarded to the agent.
Add domains to ignore (optional) if you don't want the agent to reply to internal addresses or specific partners.
Note: We assume those email addresses belong to your team members; in Shadow Mode (see below ↓), we track them and record them in the conversation for context and visibility.
Step 4: Forward emails to the OfficeRnD receiving address
Now you must set up email forwarding so the sales agent can respond to lead inquiries. Emails must be forwarded to the Receiving Email configured in the AI agent settings in OfficeRnD. Only then can the sales agent reply to leads.
To find the receiving email, go to AI Hub > Settings.
To set up email forwarding from the agent's inbox to the Receiving Email:
In Gmail:
Go to Settings > Forwarding > Add forwarding address and paste the Receiving Email.
After that, you must verify the email. In the Flex Admin Portal, go to AI Hub > Conversations. Open the email conversation and click the link in the email (it will be something like "please click the link below to confirm the request").
In Outlook:
Go to Rules > Forward all incoming messages and add the Receiving Email.
After that, you must verify the email. In the Flex Admin Portal, go to AI Hub > Conversations. Open the email conversation and click the link in the email (it will be something like "please click the link below to confirm the request").
Ensure the receiving email is not in Blocked Senders or Blocked Domains. Add it to the list of exclusions if needed.
Step 5: Test the setup
Now that everything is set up, test the agent to confirm it works as expected.
Send a test inquiry from your website form or personal email.
Confirm that:
The email reaches the agent's inbox.
The agent responds automatically within seconds.
The conversation appears correctly in your CRM.