Managing client emails can easily be one of the most time-consuming parts of an advisor’s day. Sorting through hundreds of messages, searching for client details in planning software or CRM notes, and then writing a response can easily consume multiple hours each day.
The Zocks Email Inbox automates this process by generating data-based draft replies directly from your inbox, based on your client records and meeting notes. Unlike general-purpose AI tools that rely only on message text, Zocks understands the full client relationship by drawing from your Client Profiles, Financial Planning data, CRM records, and Meeting History to automatically create personalized, compliant, and ready-to-send draft replies using your own client data.
Data-backed — sourced from the information you already trust
Compliant and traceable — with visible citations for every data point used
Time-saving — turning what used to take minutes per email into seconds
You can review, edit, and send your AI-generated drafts directly from Outlook or Gmail, ensuring a human-approved final touch while letting Zocks handle the heavy lifting behind the scenes.
What are the main features of Zocks’s Email management?
Full Inbox integration
Connect your Outlook or Gmail inbox. Zocks reads your client emails (without permanently storing them) and helps you reply directly from your native email app.
Data-based reply generation
Zocks uses information from your Client Profiles, CRM, Meeting Notes, and Financial Planning data to generate Draft Replies, complete with citations showing exactly where each piece of data came from.
Consent-aware processing
Zocks only processes emails for clients who’ve provided the required consent, keeping your workflows compliant and secure.
Smart categorization (Email Types)
Every email is automatically categorized (e.g. Booking Request, Info Request, Money Movement) so the system can apply the right template approved by your firm and automation rules.
Template-based automation
Define how each Email Type should be handled:
Generate Reply → Creates a proposed reply that is only visible in Zocks
Push to Draft → Places a ready-to-review Draft to your connected Outlook or Gmail
Do Not Reply → Ignores or flags for manual handling
Email templates with firm-level customization
Customize tone, disclaimers, and assistant instructions just like you do for meetings.
Export Tasks and Client Profile updates
Learn from emails and keep track of follow-up tasks
Client interaction analytics
Track communication frequency, email response times, and interaction history all alongside meeting data in one timeline.
Getting Started with Email Hub
Step 1 — Connect Your Inbox
Go to Settings → Integrations → Email Hub
Choose Microsoft Outlook or Gmail
Follow the on-screen steps to grant Zocks secure access
Security note: Zocks doesn’t permanently import or store your emails or attachments, it only reads the content to generate replies. Once you disconnect your inbox, all access is revoked immediately.
Tips:
The default email templates are optimized for client-facing communication. If team members or firm owners primarily manage internal or partner correspondence, we recommend customizing the templates and also adjusting their Role filters to better fit those workflows.
Only one inbox can be connected per user at this time.
Make sure your calendar and inbox belong to the same email account if you want booking-related automations to work properly.
Step 2 — Check Your Contact Setup
Zocks only processes emails from people saved as Contacts in your system and templates respect the specific Role configured for your Contacts (i.e.: Client, Tax Advisor, Legal..etc.)
Before you start:
Review your Contacts list and ensure internal colleagues or advisors are not labeled as Clients.
If an email doesn’t show up in Zocks or you can’t find a reply draft in Gmail or Outlook, start by checking the sender’s address. Zocks only processes emails from people saved as Contacts, so confirm that the sender’s email is listed under an existing Contact.
Step 3 — Verify Your Integrations
Zocks uses your connected CRM and Financial Planning tools to personalize and validate replies.
Make sure:
Both integrations are enabled and configured correctly
Contact Sync is enabled
Any custom field mapping is finalized
Step 4 — Review Consent Settings
Zocks checks your client’s consent status before processing any email.
By default, Zocks will not process emails for contacts with Refused or Revoked consent.
You can review or change this behavior under Setup - Settings - Compliance - Process email content with AI based on Consent
Step 5 — Set Up Email Type Automations
Every email gets categorized into an Email Type — such as Info Request, Money Movement, or Life Update…etc.
Then you can decide how Zocks handles each type:
Email Type | Example | Default Action |
Booking Request | “Can we schedule a call?” | Push to Draft |
Info Request | “Can you send me my portfolio report?” | Generate Reply |
Money Movement | “Please transfer $5,000 to my savings.” | Do Not Reply (manual follow-up) |
You can customize these rules anytime under Settings → Email Hub → Email Types.
Step 6 — Customize Email Templates
For each Email Type, you can:
Edit tone and phrasing
Add firm-specific disclaimers
Include AI Assistant instructions (e.g., “Always confirm verbally before processing money movement.”)
Adjust booking hours and contact preferences
This ensures every reply aligns with your compliance standards and brand voice.
Step 7 — Explore Analytics
Once you’re up and running, navigate to the Contacts menu and open a Client’s Profile to see email-related insights under the Analytics tab:
A unified timeline of meetings and emails
Communication frequency metrics
Contextual insights about engagement and follow-ups
Data Security and Privacy
Zocks follows the same trusted data security model used for meeting processing:
SOC II certified infrastructure
No permanent email storage or attachment import
Multi-level consent and contact filters before any processing
Human-in-the-loop review — Zocks never sends emails automatically
Automatic disconnection cleanup — once your inbox is disconnected, Zocks no longer has access