# Welcome to your Fyxer Learning Hub Everything you need to get started, get more value, or set up your team. *** {% columns %} {% column %} ### New to Fyxer? Join Fyxer's live masterclass, **"From sign-up to saving time"**. In 30 minutes, see how to go from first setup to getting real time back in your day. [**Register now**](https://zoom.us/webinar/register/WN_s0vfvk3vSrCPBjFORM5YBQ#/registration) {% endcolumn %} {% column %}
{% endcolumn %} {% endcolumns %} *** ### **What's your learning goal?**
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I'm new to Fyxer

Get set up, learn the basics, and start saving time./files/7FliZRtvk2IVsmIanKqR/spaces/zJXfZmKnv60AZ37bghx1/pages/R2FztQGxRALds1ZGNDjH

I want to get more out of Fyxer

Master advanced features and fine-tune how Fyxer works for you./files/0ZErc4SkYBxmBE07wWyA/spaces/4gUOhuNS0g56JK7yaSXk/pages/OTHyU30NkK4jgZpVNyRy

I'm setting up my team

Roll out Fyxer, manage settings, and get your team up to speed./files/mc0h8OwUyoOwojK6P6jP/spaces/gOQE5cnwkQrP1rHbx9eZ/pages/bxzxhMYEBEUnX6nNo8Hl
*** ### Stay in the loop
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Watch a webinar

Join live or on-demand webinars to learn more./files/dnsyAcXE9Yu99ecR7a8c/spaces/xYipBslaQZCZyaUHPW9Q/pages/xUc5CVNl3IX84JCVrylT

Product updates

See what's new as soon as it ships./files/X7pVqKfXzVSqq9pMp0LBhttps://www.fyxer.com/changelog

Follow us on LinkedIn

Product updates, company news, and behind-the-scenes./files/p0ucXAzg1oTVHS8i8gdBhttps://www.linkedin.com/company/fyxer/posts/?feedView=all
*** ### What you love about Fyxer
Share your experience on [Trustpilot](https://www.trustpilot.com/evaluate/fyxer.com). *** ### **From the Fyxer blog** Follow [the Fyxer blog](https://www.fyxer.com/blog) for news, insights, how tos, and tips.
# I'm new to Fyxer Get set up, learn the basics, and start saving time. ### What you'll learn In this section: * **Connect Fyxer** to get up and running * Find your way around **the Dashboard** * Discover Fyxer's **key features** Estimated time to complete: **45 minutes**. *** ### But first...what is Fyxer? {% columns %} {% column %} Fyxer is an email assistant that **organizes your inbox**, **drafts replies**, **takes meeting notes**, and **manages your schedule**. So you can focus on work that moves things forward. Each feature works on its own. But together, they help you work faster and stay organized. **Fyxer learns your tone and preferences as you use it**, becoming more accurate with every email and meeting. {% endcolumn %} {% column %} {% embed url="" %} {% endcolumn %} {% endcolumns %} *** ### Set up Fyxer
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  1. Setup checklist
Connect Fyxer and get up and running. /pages/7FvWQMF0kTK7HGhlQfmo/files/7FliZRtvk2IVsmIanKqR
2a. Fyxer with GmailHow Fyxer works in Gmail./pages/bqYQ5bcwE5B1yrWenZ1u/files/mbeCINW7lwPOiwmado42
2b. Fyxer with OutlookHow Fyxer works in Outlook./pages/G26LDavRj79bnnEoDxgH/files/nUHxZadTllHpkVMAoNQd
  1. Dashboard tour
Find your way around the Dashboard./pages/QPzbTvC6XsT5gERiU43E/files/g89ZgURvq298HxuNUVRE
  1. Key features
Four features that feed context to each other./pages/GTBaUvgZMT2IhprnNJkc/files/OTPmHt4gg2kToIhEgUbR
  1. Getting started videos
Short videos covering key features./spaces/xYipBslaQZCZyaUHPW9Q/pages/i73g4LZQanoLj7XtSO18/files/QGBbZ4jwHcBbkgPdcYi0
*** ### On-demand webinar {% columns %} {% column %}
{% endcolumn %} {% column %} ### From sign-up to saving time A **30-minute masterclass** to get Fyxer working for you from day one. Everything you need to know to get set up, make drafts sound more like you, and get the most out of every feature. [**For Gmail users**](https://zoom.us/rec/share/bFph0dYKdvTMXwzojF4nKCCsgeQrQGz6jT8SXguPb2Bstx7djzSQE5bArh6KQnOn.ewAzswJ6YtHFIGPv) | [**For Outlook users**](https://zoom.us/rec/share/3v2adR6OYYsMmRMR68N0iW2celltXqqe89cujz7ER8muUQP9WyyCL0o8Rv6JzlKo.44R109SbOR_cVT4W) {% endcolumn %} {% endcolumns %} *** ### Common setup questions
Why are my email categories different? If you're seeing different email categories to those shown in Fyxer support materials, or to other users/colleagues with Fyxer, that's expected. We regularly test and refine how Fyxer works, so experiences can vary. Either way, you've got the right set up, and we'll keep you updated as things evolve.
Why aren't my emails moving to folders even though I see Fyxer labels? Go to [Dashboard](https://app.fyxer.com/) → Categorization and use the toggles to choose which email categories appear in your inbox and which only go to folders. Select **Update preferences** when done. Changes apply to new emails only. Learn more: [**Your new organized inbox, explained.**](https://support.fyxer.com/article/your-new-organized-inbox-explained)
What is conversation view and why does Fyxer need it? Conversation view groups emails by thread. This gives Fyxer the full context it needs for accurate drafts. Learn more: [**Turn on conversation view.**](https://support.fyxer.com/article/turn-on-conversation-view)
Why aren't my draft replies appearing? Drafts only generate for emails labeled **To do** or **to Respond**, depending on your setup. If you're not seeing drafts, check: 1. Your email is connected ([Dashboard](https://app.fyxer.com/) → Settings → Integrations) 2. Conversation view is turned on in Gmail or Outlook 3. Draft replies toggle is on ([Dashboard](https://app.fyxer.com/) → Drafts)
I'm on Outlook and getting an "admin approval required" error. What do I do? Your organization's IT admin needs to approve Fyxer. You should do this first to avoid using up trial time. Send them details of the error message and a link to this Help Center article: [**Admin setup guide: approving Fyxer in Microsoft 365 (Microsoft Entra ID).**](https://support.fyxer.com/article/admin-setup-guide-how-to-approve-fyxer-in-microsoft-365) **Fyxer is a verified Microsoft partner** and can be approved quickly.
My scheduling link isn't working and Notetaker isn't joining my meetings Both of these features require your calendar to be connected – this is separate from your email connection. Go to [Dashboard](https://app.fyxer.com/) → Settings → Integrations and check that your calendar shows as connected. If your calendar is connected and Notetaker still isn't joining, there may be another reason. See: [**When Notetaker joins a meeting: rules and expectations.**](https://support.fyxer.com/article/when-notetaker-joins-a-meeting-rules-and-expectations)
What do Fyxer's email categories mean? When you connect your email, Fyxer organizes your 300 most recent emails and sorts them into categories, automatically labeled and ranked by priority. This happens in seconds. Each category has a specific meaning. See the full list: [**Fyxer email categorization handbook.**](https://support.fyxer.com/article/fyxer-email-categorization-handbook) Fyxer doesn’t scan your entire inbox history, because that would take hours, but you’ll see the initial sorting happen within seconds.
Which email clients work with Fyxer? **Gmail:** * Google Workspace * Personal Gmail accounts **Outlook (Microsoft 365 / Exchange Online)**: * New Outlook for Mac * New Outlook for Windows * Outlook on the web * Outlook Desktop (Mac) **Note:** Fyxer requires cloud-hosted Microsoft accounts. On-premise Exchange and hybrid Outlook deployments are not supported. Learn more: [**Check if Fyxer supports your setup.**](https://support.fyxer.com/article/check-if-fyxer-supports-your-setup)
How do I set up my email signature in Fyxer drafts? **Outlook users:** Fyxer extracts your signature automatically when you connect. Review it and sync any updates via [Dashboard](https://app.fyxer.com/) → Drafts → Signatures → **Sync from Outlook**. **Gmail users:** compose your signature in Gmail first (with images and formatting), then copy and paste it into the signatures box: [Dashboard](https://app.fyxer.com/) → Drafts → Signatures. Learn more: [**Email signatures: setup and troubleshooting.**](https://support.fyxer.com/article/email-signatures-setup-and-troubleshooting)
I can only see "Sign out" (or "Connect inbox") when I log in. How do I access the Dashboard? You're on the onboarding screen. To access the full Dashboard, complete the plan selection step. Not ready to commit? Start a free trial to explore. If you've already connected your email and Fyxer is labeling emails before you're ready, don't worry – you can pause or remove these once you complete setup. Still need help? Contact support via the chat icon in your [Dashboard](https://app.fyxer.com/) or email
Is there a desktop app? Fyxer is browser-based. You can access it at [app.fyxer.com](https://app.fyxer.com) from any modern browser, with no download or installation needed.
Where are my sent emails so I can remember to follow up? Fyxer tracks emails you've sent that haven't received a reply. Emails remain in your **Sent** folder until your configured follow-up wait period has passed. Once the wait period is up, if no reply has been received, emails are flagged as **Awaiting reply** or **To follow up**, depending on your setup. Learn more: [**Track email follow-ups.**](https://support.fyxer.com/article/track-email-follow-ups)
*** ### Ready for more? You've learned the basics. Next up: [**I want to get more out of Fyxer**](/using-fyxer). # Setup checklist Steps to connect Fyxer and get up and running in under ten minutes. {% hint style="success" %} * [Step 1: connect your tools](#step-1-connect-your-tools) * [Step 2: review your Dashboard](#step-2-review-your-dashboard) * [Step 3: customize email categories](#step-3-customize-email-categories) * [Step 4: check your inbox](#step-4-check-your-inbox) * [Step 5: review your first drafts](#step-5-review-your-first-drafts) {% endhint %} {% stepper %} {% step %} ### Step 1: connect your tools Go to [Dashboard](https://app.fyxer.com/) → Settings → Integrations and sign in with your **Gmail** or **Outlook** account. Connect Fyxer securely to your email and calendar so it can: * Organize your inbox * Suggest meeting times and send scheduling links * Join meetings to capture summaries (optional) Once connected, you can start using Fyxer immediately. You stay in control: Fyxer never sends emails or books meetings without your review. Learn more: [**Check if Fyxer works with your setup.**](https://support.fyxer.com/article/check-if-fyxer-supports-your-setup) {% hint style="info" %} **Email and calendar are connected separately** – make sure you do both. {% endhint %} {% endstep %} {% step %} ### Step 2: review your Dashboard Your [Dashboard](https://app.fyxer.com) is your control center. Spend 5 minutes here to: * Confirm your connected accounts from Settings → Integrations * Adjust categorization and draft settings * [Set up your email signature](https://support.fyxer.com/article/email-signatures-setup-and-troubleshooting#use-fyxers-signature-instead-recommended) * Explore Fyxer Chat, custom files, and the meeting Notetaker {% hint style="info" %} Bookmark [app.fyxer.com](https://app.fyxer.com) for quick access. You can also log in using the Dashboard link top right of the Learning Hub. {% endhint %} {% endstep %} {% step %} ### Step 3: customize email categories Your inbox populates with Fyxer's smart categories. Decide which ones **stay visible in your inbox** and which **get filed automatically**. This one-time setup keeps your inbox clear every day. We'll come onto this in more detail in the [Dashboard tour](/get-started/dashboard-tour). Learn more: [**Fyxer email categorization handbook.**](https://support.fyxer.com/article/fyxer-email-categorization-handbook) {% endstep %} {% step %} ### Step 4: check your inbox Fyxer organizes **your 300 most recent emails** so you see results right away. * **Gmail:** new labels appear in your sidebar * **Outlook:** new folders and categories appear Start each morning in your **To do/To respond** folder – it shows what matters first. {% endstep %} {% step %} ### Step 5: review your first drafts Fyxer drafts replies for emails requiring a response in your **To do** or **To respond** category, depending on your setup. Find them under Drafts in your inbox or attached to any To do/To respond email. To make drafts more accurate: * Edit lightly instead of rewriting – Fyxer learns your tone faster this way * Turn on **conversation view** so drafts include context from the full thread Learn more: [**Turn on conversation view.**](https://support.fyxer.com/article/turn-on-conversation-view) {% endstep %} {% endstepper %} *** ### Next up Fyxer works with Gmail and Outlook. Choose yours to get started.
* Next: [**Using Fyxer with Gmail**](/get-started/using-fyxer-with-gmail) or [**Using Fyxer with Outlook**](/get-started/using-fyxer-with-outlook) # Using Fyxer with Gmail How Fyxer sorts emails in Gmail, what to expect, and best practices. {% hint style="success" %} * [How Fyxer organises your inbox](#how-fyxer-organizes-your-inbox) * [What to expect](#what-to-expect) * [Conversation view](#conversation-view) * [Gmail setup best practice](#gmail-setup-best-practice) {% endhint %} {% hint style="warning" %} You might notice **differences between what's shown here and what you see** in your inbox. We regularly test and refine how Fyxer works, so experiences can vary. Either way, you've got the right setup, and we'll keep this updated as things evolve. {% endhint %} ### How Fyxer organizes your inbox Once you connect your email, **Fyxer organizes your 300 most recent emails and sorts them into categories**. It doesn’t scan your entire inbox history, because that would take hours, but you’ll see the initial sorting happen within seconds. **Emails are automatically labeled and ranked by priority**, with category 1 your most important “To do” or "To respond" emails and 2 being FYI. Things like notifications and marketing content, that shouldn't demand your attention day-to-day, are in the bottom categories. Fyxer never deletes, hides, or permanently removes emails. Everything is still searchable and accessible at all times. Fyxer works with Outlook and Gmail, but each platform handles categorization differently. *** ### What to expect In Gmail, new labels appear under your inbox: * Labels are color-coded * Emails appear in both your inbox and under their label
Screenshot showing the Fyxer email categories in the Gmail label pane: 1: to do, 2: FYI, 3: notification, 4: to follow up, 5: marketing. Each category has a different colored label icon next to it.
You can't add, rename or remove categories, but you can decide which appear in your inbox and which get filed away. In your [Dashboard](https://app.fyxer.com/) → Categorization, you'll see two columns: * Move these out of my inbox * Keep these in my inbox Each category has a toggle: * Toggled ON → Emails are moved out of your main inbox (and **only** appear under their label) * Toggled OFF → Emails stay visible in your inbox (and **also** appear under their label) See [the email categorization handbook](https://support.fyxer.com/article/fyxer-email-categorization-handbook) for more information on working with categories. *** ### Conversation view Conversation view helps Fyxer read full email threads. In Gmail, conversation view is usually on by default. If it's off, **turn it on** so Fyxer can see the complete thread and drafts are **more accurate.** Go to your [Dashboard](https://app.fyxer.com/) → Drafts and scroll down for exact steps, or read the [Turn on conversation view help article.](https://support.fyxer.com/article/turn-on-conversation-view) *** ### Gmail setup best practice Fyxer works out-of-the-box with Gmail. Here's how to get the smoothest experience: **✔ Check that labels aren’t hidden**, by going to Settings → Labels, make sure your Fyxer labels are set to **Show in label list** and **Show in message list**. **✔ Keep conversation view on**, so Gmail groups threads by default, improving draft accuracy. **✔ Use Gmail in the browser**, as labels and color coding show up more clearly.
Screenshot of a Gmail inbox, with FYI and To do labels showing on emails in inbox.
*** ### Next up Fyxer is now running in the background. Ready to customize how it works? Take a tour of the Dashboard. * Next: [**Dashboard tour**](/get-started/dashboard-tour) # Using Fyxer with Outlook How Fyxer sorts emails in Outlook, what to expect, and best practices. {% hint style="success" %} * [How Fyxer organises your inbox](#how-fyxer-organizes-your-inbox) * [What to expect](#what-to-expect) * [Conversation view](#conversation-view) * [Outlook setup best practice](#outlook-setup-best-practice) {% endhint %} {% hint style="warning" %} You might notice **differences between what's shown here and what you see** in your inbox. We regularly test and refine how Fyxer works, so experiences can vary. Either way, you've got the right setup, and we'll keep this updated as things evolve. {% endhint %} ### How Fyxer organizes your inbox Once you connect your email, **Fyxer organizes your 300 most recent emails and sorts them into categories**. It doesn’t scan your entire inbox history, because that would take hours, but you’ll see the initial sorting happen within seconds. **Emails are automatically labeled and ranked by priority**, with category 1 your most important “To do” or "To respond" emails and 2 being FYI. Things like notifications and marketing content, that shouldn't demand your attention day-to-day, are in the bottom categories. Fyxer never deletes, hides, or permanently removes emails. Everything is still searchable and accessible at all times. Fyxer works with Outlook and Gmail, but each platform handles categorization differently. *** ### What to expect In Outlook: * Folders appear in your sidebar:
A screenshot of Outlook folders showing the five Fyxer categories: 1: to do, 2: FYI, 3: notification, 4: to follow up, 5: marketing. Each folder has a blue number to the right indicating the number of emails it contains.
* Colored category tags show on each email * **Emails can only exist in one place**, so if they show in your inbox they won't appear in the corresponding folder. And vice versa You can't add, rename or remove categories, but you can decide which appear in your inbox and which get filed away. In your [Dashboard](https://app.fyxer.com/) → Categorization, you'll see two columns: * Move these out of my inbox * Keep these in my inbox Each category has a toggle: * Toggled ON → Emails are moved out of your main inbox (and **only** appear in their folder) * Toggled OFF → Emails stay visible in your inbox (and **won't** appear in their folder) See [the email categorization handbook](https://support.fyxer.com/article/fyxer-email-categorization-handbook) for more information on working with categories. *** ### Conversation view Conversation view helps Fyxer read full email threads, but it may be **off by default.** **Turn it on** so Fyxer can see the complete thread and drafts are **more accurate.** Go to your [Dashboard](https://app.fyxer.com/) → Drafts and scroll down for exact steps, or read the [Turn on conversation view help article](https://support.fyxer.com/article/turn-on-conversation-view). *** ### Outlook setup best practice These settings make the biggest difference to getting the most out of Fyxer: **✔ Enable conversation view**, so drafts reflect the full thread. **✔ Use the Outlook desktop app**, as categories display most clearly here. **✔ Check your Outlook version**. Fyxer works with: * Outlook for Windows (Microsoft 365) * Outlook on the web * Outlook for Mac (new Outlook) Older versions may not support categories. If you experience any issues, see [Check if Fyxer supports your setup](https://support.fyxer.com/article/check-if-fyxer-supports-your-setup) in the Help Center. {% hint style="info" %} Some organizations require IT approval before connecting Outlook to Fyxer. If you see **Need admin approval**, share the message with your IT team, and send them the links below. **Fyxer is a verified Microsoft partner** and can be approved quickly. * [Connecting Outlook to Fyxer](https://support.fyxer.com/article/connecting-outlook-to-fyxer-what-to-do-if-microsoft-asks-for-admin-approval) * [Share with IT: Admin setup guide](https://support.fyxer.com/article/admin-setup-guide-how-to-approve-fyxer-in-microsoft-365) {% endhint %} *** ### Next up Fyxer is now running in the background. Ready to customize how it works? Take a tour of the Dashboard. * Next: [**Dashboard tour**](/get-started/dashboard-tour) # Dashboard tour Learn how to customize how Fyxer works. {% hint style="success" %} * [What is the Dashboard?](#what-is-the-dashboard) * [Categorization](#categorization) * [Drafts](#drafts) * [Notetaker](#notetaker) * [Scheduling](#scheduling) * [Chat](#chat) * [Settings](#settings) * [Profile and account](#profile-and-account) {% endhint %} ### What is the Dashboard? The [**Dashboard**](https://app.fyxer.com/) is where you fine-tune how Fyxer works for you. You won't spend much time in the Dashboard day-to-day. It takes about 5-10 minutes to customize your settings once. After that, **Fyxer runs in the background.** You'll only return here to: * Update your preferences * Review meeting recordings and summaries * Use Fyxer Chat Everything else – inbox organization, draft replies, and scheduling – happens automatically. Let's go through each Dashboard section and look at the main things you might want to customise. Support articles are linked if you need help with this.
*** ### Categorization Fyxer organizes your emails into **categories**, labeled and ranked by priority. You can customize how this works. From the left-hand menu, select **Categorization** and **choose which categories stay visible in your inbox** and which ones skip the inbox and get filed directly. You may also want to: * **Set up** [**custom email rules**](https://support.fyxer.com/article/setting-up-custom-rules-in-fyxer) to tell Fyxer how to handle certain emails. For example, you may want emails from a particular address or domain to always land in "To do" or "To respond" * **Add an** [**alternative email**](https://support.fyxer.com/article/what-is-the-difference-between-connecting-another-email-vs-adding-an-alternative) if you use a second address or sometimes CC yourself. It helps Fyxer recognize it's still you, avoiding duplicate or irrelevant drafts
{% hint style="info" %} Over time, Fyxer learns your preferences and adapts automatically, so you spend less time sorting, more time doing. {% endhint %} *** ### Drafts The next section on the Dashboard is **Drafts**. This is where you manage how Fyxer writes and follows up on your emails. Go through and customize each of the settings below: 1. [**Choose how often drafts are created**](https://support.fyxer.com/article/how-often-drafts-appear-and-how-long-theyre-kept) and when they're automatically deleted 2. [**Adjust your follow-up timing preferences**](https://support.fyxer.com/article/track-email-follow-ups) to stay on top of replies you're waiting for 3. [**Add tone of voice guidance**](https://support.fyxer.com/article/make-your-drafts-sound-more-like-you) in the custom tone box 4. Switch to the **Signatures** tab and [**set up your email signature**](https://support.fyxer.com/article/email-signatures-setup-and-troubleshooting), so it appears automatically in Fyxer drafts. Outlook users: yours is extracted automatically when you connect 5. [**Upload** **custom files**](https://support.fyxer.com/article/upload-documents-to-improve-draft-accuracy) such as brochures, briefs, contracts, or key documents that **help Fyxer understand your work** {% hint style="info" %} The more relevant context you give Fyxer, the better it understands your world and the more natural your drafts become. {% endhint %} *** ### Notetaker The **Notetaker** section is where you manage and review all meetings connected to your calendar. You'll see a **Record meeting** button, where you can record an in-person meeting, or upload an existing recording. Learn more: [**How to record a meeting in Fyxer.**](https://support.fyxer.com/article/how-to-record-a-meeting-in-fyxer) Next to the record button is a gear cog. Here you can [configure how Notetaker behaves](https://support.fyxer.com/article/how-to-set-up-your-meeting-notetaker), including which meetings it should join, summary preferences, and custom words to improve accuracy. You'll also see there are two tabs: **Recorded** and **Upcoming**. Under **Recorded** you can: * Review and [edit past meeting summaries](https://support.fyxer.com/article/customize-your-meeting-summaries) * View meeting transcripts and actions Under **Upcoming** you can: * View and join upcoming meetings * Check that Notetaker is scheduled to attend a meeting, or remove it from specific ones You can also explore past meetings using the **Explore your meetings** pane on the right. {% hint style="info" %} Return here when you want to **manually record a meeting** or **revisit past recordings and summaries.** {% endhint %} *** ### Scheduling The **Scheduling** section is where you manage how people book time with you and how Fyxer handles meeting links. In Scheduling you can: * View booking activity and basic meeting stats * Share your personal scheduling link (or team scheduling links) * Select "Update meeting settings" and: * Enable or disable your Fyxer scheduling link * Choose whether Fyxer includes your scheduling link in draft emails * [Add a third-party scheduling link (like Calendly)](https://support.fyxer.com/article/connect-calendly-to-fyxer) Learn more: [**Set up your personal scheduling link.**](https://support.fyxer.com/article/set-up-your-personal-scheduling-link) {% hint style="info" %} Once your calendar is connected, scheduling links appear automatically in drafts and your availability is always up-to-date. {% endhint %} *** ### Chat The **Chat** section is your direct line to Fyxer. Ask questions, search your inbox, or draft emails from scratch. Chat lets you: * **Search your inbox or meeting notes** for specific information * Find **past email threads** or summaries without manually searching in your inbox * [**Draft emails from scratch**](https://support.fyxer.com/article/using-fyxer-chat-for-search-answers-and-drafting) * Ask for web context to support replies or research Your chat history is saved. You can pick up where you left off, revisit past prompts, or refine responses any time. *** ### Settings Go to **Settings** to control your preferences and integrations. Here you can: * Manage your organization preferences * [Invite teammates](https://support.fyxer.com/article/set-up-fyxer-for-your-team-quick-start-guide) * Manage your subscription and billing * Manage connected accounts under **Integrations** (Inbox, Calendar, Hubspot, Zoom) * You can disconnect integrations at any time *** ### Profile and account In the bottom-left corner of your Dashboard, select your name and email address to bring up your **Profile** menu. From here, you can: * View your **rewards** and account status * Edit your **profile details**, such as name and email * Delete your account * Log out of Fyxer *** ### Next up You've now customized how Fyxer works for you. Ready to explore some key features?
* Next: [**Explore key features**](/get-started/quickstart) # Explore key features Four features, built to work together. {% hint style="success" %} * [Inbox organization](#id-1.-inbox-organization) * [Draft replies and follow-ups](#id-2.-draft-replies) * [Smart scheduling](#id-3.-smart-scheduling) * [Meeting summaries](#id-4.-meeting-summaries) {% endhint %} Fyxer has **four core features** that work independently, but also feed into each other. Each one covers a key part of your day: * **Inbox organization** * **Email drafting** * **Smart scheduling** * **Meeting summaries** The more Fyxer understands about your work, the better it gets at predicting what you need next and cutting down the time you spend on repetitive tasks, like drafting emails or typing up meeting notes. Read on for how each one helps you day-to-day. *** ### 1. Inbox organization Fyxer organizes every new email into **categories**, labeled and ranked by priority. **The goal is simple:** surface what needs your attention now, and quietly organize everything else in the background. Your most important emails, ones that require an action, sit at the top in **To do** or **To respond**, depending on your setup. FYI emails come next. Things like notifications and marketing content, that shouldn't demand your attention day-to-day, are in the bottom categories. Fyxer never deletes, hides, or permanently removes emails. Everything is still searchable and accessible at all times. There's more information on the different categories, and how categorization works, in the [**Fyxer email categorization handbook**](https://support.fyxer.com/article/fyxer-email-categorization-handbook). *** ### 2. Draft replies **Fyxer writes reply drafts in your tone**, ready for you to review, edit, and send. Emails in your To do/To respond category that need a response get a suggested draft, written using the conversation thread and prior context. Over time, Fyxer learns how you write: your phrasing, your level of formality, and how you typically respond to certain types of emails. **The more you use and edit drafts, the better they get.** Fyxer also drafts follow-ups to emails awaiting a response, so nothing gets missed. {% hint style="info" %} Fyxer drafts emails for your review, but **you're always in control of what you send**. {% endhint %} #### Try it: find your first draft Emails needing a response get a suggested draft, written in your tone. You'll find them in either your **To do** or **To respond** category, depending on your setup, or in your **Drafts** folder. Give your draft a light edit and hit send. If you've only just connected your inbox and don't see any drafts yet, Fyxer's still waiting for an email that needs a response. Draft emails will appear as more emails come through. *** ### 3. Smart scheduling Fyxer takes the back-and-forth out of booking meetings. When someone emails asking for your availability, **Fyxer drafts a reply with available times pulled directly from your calendar**. You can include your team too, so there's no need to check when everyone's free. You can also share your scheduling link directly from a reply, so contacts can book a time that works for both of you. Once confirmed, it syncs automatically with your calendar. *** ### 4. Meeting summaries **Fyxer captures and summarizes your meetings** automatically, so you can focus on the conversation, not on taking notes. When enabled, the Fyxer Notetaker joins your **Google Meet**, **Microsoft Teams**, or **Zoom** calls as a participant and takes notes in the background. After each meeting, a clear summary lands in your inbox – complete with key points, decisions, and ready-to-send follow-ups. You can also **record in-person meetings** and upload your own recordings. The **context from your meetings feeds directly into your email drafts.** The more meetings Fyxer summarizes, the better it understands your projects, priorities, and relationships – making every draft more accurate and relevant. {% hint style="info" %} Fyxer only joins meetings you explicitly approve. Your data and recordings stay private. {% endhint %} *** ### Next up Now you know what each feature does and how they connect. If you want to see them in action, check out [**some video tutorials**](/resources/videos-and-events/getting-started). # I want to get more out of Fyxer Master advanced features and fine-tune how Fyxer works for you. ### What you'll learn In this section: * Go deeper with **drafts** * Use **advanced features** and **customization** * Learn from **real use cases** *** ### Let's go
Cover image
  1. Work with drafts
Learn how to customize and get more from drafts./pages/MvHiYSEBTq3eLXllGwdy/files/ppq0JAX99pgxxGmNbJuT
  1. Get to know Notetaker
Recording, transcription, summaries, and search./pages/dJDJgWovPv5FijDMCLGl/files/qAf6RN292CSEL1gtZVZx
  1. Chat with Fyxer
Question your inbox, search meeting notes, or request email drafts./pages/8PYc0ZHN7Fi2fRPnKHOm/files/HzUMUYe0MZT7s4MivFgm
  1. Scheduling
Reduce admin with scheduling features./pages/0p3oLxxCxFAaIMup7gVu/files/zxhFhfNLxCtYbTsMnSm7
  1. Fyxer in practice
Example workflows you can try./spaces/Qw8dD7zhmYjhngY9WCfZ/pages/JZdHVyBMalBOx79La4qd/files/WmC0PHfnkeoa9SSe1cho
  1. Add-ons
Integrations you can add to Fyxer./pages/hRwXwCnbs8UJy9btqdsm/files/L5TAZjGtqBOKpAlhdsKD
*** ### Common everyday questions
Can I create my own email categories or rename the existing ones? Email categories are fixed, but you can set custom email rules. Go to [Dashboard](https://app.fyxer.com/) → Categorization → Advanced to route certain senders or domains to specific labels, or disable categorization entirely. Learn more: [**Fyxer email categorization handbook.**](https://support.fyxer.com/article/fyxer-email-categorization-handbook)
Why is Fyxer putting some emails in the wrong category? If you find a mislabeled email, you can manually relabel it, but this doesn't train Fyxer. Instead you can set custom rules to make sure that certain emails always go to specific labels in [Dashboard](https://app.fyxer.com/) → Categorization → Advanced. If the issue persists, get in touch with the support team using the chat feature on the bottom right. Learn more: [**Setting up custom rules in Fyxer.**](https://support.fyxer.com/article/setting-up-custom-rules-in-fyxer)
How do I control how many drafts Fyxer generates? Go to [Dashboard](https://app.fyxer.com/) → Drafts → General → Response style. This controls how frequently Fyxer creates drafts. In the same section, you can also adjust how long unused drafts should be kept before they're deleted.
How do I change the font or formatting in drafts? Font settings are in [Dashboard](https://app.fyxer.com/) → Drafts → General, below the custom tone box. If you use old versions of Outlook, drafts may not display correctly, so switch to New Outlook or Outlook Web for best results.
How do I control who receives meeting recaps? Go to [Dashboard](https://app.fyxer.com/) → Notetaker → Settings → Advanced "Send meeting recap to" You can set this to "Myself only" if you don't want summaries sent to other attendees. **Note**: if other attendees also use Fyxer, they'll independently generate their own recaps, regardless of your setting.
Why is Notetaker suggesting meeting times in the wrong timezone? Check your timezone setting in [Dashboard](https://app.fyxer.com/) → Scheduling → Availability → Time zone. Also make sure your connected calendar's time zone matches.
How do I stop Notetaker from joining all my meetings? Go to [Dashboard](https://app.fyxer.com/) → Notetaker → Settings and set automatically join to "None". You can still add Notetaker to individual meetings manually. If you only want Fyxer for email, this is the setting to turn off. Learn more: [**How to set up your meeting Notetaker.**](https://support.fyxer.com/article/how-to-set-up-your-meeting-notetaker)
*** ### Ready for more? Ready to roll out Fyxer to your team? Go to: [**I'm setting up my team**](https://docs.fyxer.com/teams-and-admins/).
# Work with drafts How to set them up, train them to your voice, and get the most out of them every day. {% hint style="success" %} * [How drafts works](#how-drafts-work) * [Train Fyxer to sound like you](#train-fyxer-to-sound-like-you) * [Upload files for better drafts](#upload-files-for-better-drafts) * [Draft emails from scratch with Fyxer Chat](#draft-emails-from-scratch-with-fyxer-chat) * [Trigger a draft manually](#trigger-a-draft-manually) * [Fix common draft issues](#fix-common-draft-issues) * [Common questions about drafts](#common-questions-about-drafts) {% endhint %} Drafts are the fastest way to save time in Fyxer. When an email lands in your To do or To respond category, a reply is already waiting – written in your tone, and using context from your inbox, meetings, and files. ### How drafts work Every email labeled To do or To respond that needs a response gets a suggested draft reply. Fyxer writes it using the conversation thread and prior context: your past emails, meeting notes, and any files you've uploaded. You review, edit if needed, and send. **The more you use drafts, the better they get.** Every time you approve or lightly edit a draft, Fyxer learns your preferences and adapts. Learn more: [**How Fyxer drafts your emails (and where to find them).**](https://support.fyxer.com/article/how-fyxer-drafts-your-emails-and-where-to-find-them) {% hint style="info" %} Fyxer drafts emails for your review, but **you're always in control of what you send**. {% endhint %} *** ### Train Fyxer to sound like you There are two ways Fyxer learns your voice. **Passive learning** happens automatically. Every draft you approve or edit gives Fyxer a signal. Small tweaks, such as changing the sign-off or adding in a preferred phrase, get picked up over time. So instead of correcting the same thing repeatedly, Fyxer just starts getting it right. The key is to **edit drafts rather than delete or rewrite them** from scratch. Light edits teach Fyxer your preferences. Full rewrites don't give it much to learn from. **Custom tone instructions** give Fyxer direct guidance on how you like to write. Go to [Dashboard](https://app.fyxer.com/) → Drafts → General → Custom tone and tell Fyxer things like: "I'm concise and direct."\ "I prefer shorter emails."\ "I'm a senior recruiter at \[company name]." Adding your role and company gives Fyxer more context, and makes every draft more accurate from the start. If you only do one thing after reading this page, make it this. *** ### Upload files for better drafts Files give Fyxer greater context about your work, making drafts more informed and specific. Go to [Dashboard](https://app.fyxer.com/) → Drafts → Custom files and upload files such as brand guidelines, FAQs, or sales and financial reports. Once uploaded, Fyxer can reference them when writing drafts and in Fyxer Chat. {% hint style="info" %} This feature is available on Pro accounts. {% endhint %} *** ### Draft emails from scratch with Fyxer Chat To draft emails that don't start from a thread, such as a follow-up after an in-person meeting, use Chat. Open your [Dashboard](https://app.fyxer.com/) → Chat and tell Fyxer what you need. You don't need a perfect prompt. Something like "Draft a follow-up confirming next steps from today's meeting" is enough. Fyxer pulls context from your inbox, meetings, and uploaded files, so the draft uses real details rather than generic filler. You can also guide the tone: "Keep it short" or "Make it warm" or "Include bullet point next steps." The draft goes straight to your inbox drafts folder. Review it, edit as needed, and send. *** ### Trigger a draft manually If a draft hasn't appeared for a specific email, you have a few options: 1. **Forward the email to ** and include "draft" in the body. Fyxer will generate a reply 2. **Go to Chat** and ask Fyxer to draft a reply to a specific email 3. For contacts you always want drafts from (like key clients or your manager), you can **add a custom rule** to guarantee drafts every time. Go to [Dashboard](https://app.fyxer.com/) → Categorization → Advanced → Custom rules *** ### Fix common draft issues #### **Drafts aren't appearing** This is usually one of three things: * [Conversation view](https://support.fyxer.com/article/turn-on-conversation-view) isn't enabled. Fyxer needs this turned on to thread emails correctly and generate drafts. It's a quick fix in your Gmail or Outlook settings * The email is labeled FYI. Fyxer won't draft a response to emails it recognizes as not needing a reply – things like newsletters, notifications, or FYI threads. If you think an email has been miscategorized, you can relabel it. To ensure a draft is always created for specific messages, [set up a custom rule](https://support.fyxer.com/article/setting-up-custom-rules-in-fyxer) * Your inbox connection dropped. This can happen after a password change or permissions update. Go to [Dashboard](https://app.fyxer.com/) → Settings → Integrations and reconnect your inbox #### **Duplicate or overwritten drafts** This usually comes down to inbox setup rather than a Fyxer issue. The most common causes are: * **Switching between email apps.** If you're checking email in Apple Mail and also in your browser, both clients talk to the same inbox but don't always sync at the same speed. Fyxer doesn't support third-party mail apps like Apple Mail so it's best to stick to the native Gmail or Outlook apps * **Fast back-and-forth threads.** If a conversation moves quickly, Fyxer may generate a new draft before you've sent the previous one. Those drafts can stack up in the same thread * **Sync delays in Outlook.** Outlook can occasionally lag in syncing, which means drafts may arrive slightly out of order The fix for most of these is to work in one primary inbox view. Pick either the browser or the desktop app, and stick with it as your main workspace. Also make sure [conversation view](https://support.fyxer.com/article/turn-on-conversation-view) is turned on. This keeps email threads clean and properly grouped, which helps Fyxer place drafts in the right spot within a thread instead of creating something that looks like a duplicate. *** ### Ready for a drafts masterclass? {% columns %} {% column %}
{% endcolumn %} {% column %} Drafts are the fastest way to save time with Fyxer. This 15-minute walkthrough covers how they work, the most common issues users run into, and how to customize them to get replies that sound like you, every time. You'll finish with three actions to put into practice straight away. [**Masterclass: Why drafts matter**](https://zoom.us/rec/share/88t8u8JuOFYbL2M-HMPsdH9UDkvHZIl5eyglEfOCyHaX2N6gCDan0dWwSovdhrhv.zN1SakfODjy8lpa1?startTime=1773853212000) {% endcolumn %} {% endcolumns %} *** ### Common questions about drafts
How do I set up my email signature? **Outlook users:** Fyxer extracts your signature automatically when you connect. Review it and sync any updates via [Dashboard](https://app.fyxer.com/) → Drafts → Signatures → **Sync from Outlook**. **Gmail users:** compose your signature in Gmail first (with images and formatting), then copy and paste it into the signatures box: [Dashboard](https://app.fyxer.com/) → Drafts → Signatures. Learn more: [**Email signatures: setup and troubleshooting.**](https://support.fyxer.com/article/email-signatures-setup-and-troubleshooting)
How do I control how many drafts Fyxer generates? Go to [Dashboard](https://app.fyxer.com/) → Drafts → General → Response style. This controls how frequently Fyxer creates drafts. In the same section, you can also adjust how long unused drafts should be kept before they're deleted.
How do I change the font or formatting in drafts? Font settings are in [Dashboard](https://app.fyxer.com/) → Drafts → General, below the custom tone box. If you use old versions of Outlook, drafts may not display correctly, so switch to New Outlook or Outlook Web for best results.
*** ### Next up That's drafts sorted. * Next: [**Get to know Notetaker**](/using-fyxer/get-to-know-notetaker) # Get to know Notetaker Get more from every meeting with Notetaker. {% hint style="success" %} * [How Notetaker works](#how-notetaker-works) * [Set your auto-join preference](#set-your-auto-join-preference) * [Control Notetaker per meeting](#control-notetaker-per-meeting) * [Make sure Notetaker can join](#make-sure-notetaker-can-join) * [Waiting rooms and host admissions](#waiting-rooms-and-host-admission) * [Stop recording mid-meeting](#stop-recording-mid-meeting) * [Find and use your meeting recordings](#find-and-use-your-meeting-recordings) * [Improve transcript accuracy with custom words](#improve-transcript-accuracy-with-custom-words) * [Common Notetaker questions](#common-notetaker-questions) {% endhint %} ### How Notetaker works Notetaker joins your online meetings as a participant. While you focus on the conversation, it transcribes in real time, tracks who said what, identifies decisions and action items, and builds a structured summary. When the meeting ends, that summary lands in your inbox as an FYI. The recording, full transcript, and summary all live in your [Dashboard](https://app.fyxer.com/) under Notetaker → Recorded. No chasing notes. No writing things up afterward. If more than one Fyxer user is in the same meeting, the Notetakers merge into a single participant, so the room doesn't get crowded, but each of you still gets your own copy of the summary and transcript in your own workspace. You show up to the meeting and focus on the conversation. Fyxer handles the record. Learn more: [**How the Meeting Notetaker works.**](https://support.fyxer.com/article/how-the-meeting-notetaker-works) *** ### Set your auto-join preference By default, Notetaker joins any meeting on your calendar with a supported video link: Zoom, Microsoft Teams, or Google Meet. You can change this to fit how you work. Go to [Dashboard](https://app.fyxer.com/) → Notetaker → Settings (the gear icon, top right) → Automatically join. There are four options: * **All meetings**: joins every meeting with a valid video link * **External meetings only**: skips internal standups and one-to-ones, but makes sure client calls are always covered. A popular middle ground for most users * **Meetings I'm hosting**: joins only the calls you're running * **None**: never joins automatically. You invite it manually for specific meetings There's no wrong choice – it depends on how you work. If most of your day is back-to-back external calls, "All meetings" suits you. If most of your calendar is internal, "External meetings only" is probably cleaner. You can change this setting at any time. Just remember to hit "Update preferences" after making a change. *** ### Control Notetaker per meeting Your auto-join setting is the default for all meetings going forward. But you can make exceptions for individual meetings without changing anything else. Go to Notetaker → Upcoming, find the meeting, and toggle it on or off. Turning it off for one meeting doesn't affect your other settings. Likewise, turning it on for a one-off doesn't mean it'll start joining everything. **Watch out for recurring meetings**. They often hold onto the rules they were created with. If you set up a recurring series *before* changing your default settings, it may not pick up the new preference automatically. If that's the case, edit or recreate the series in your calendar and it'll sync correctly going forward. *** ### Make sure Notetaker can join Notetaker needs three things to join a meeting: 1. **A** **supported video link** in the calendar event 2. **A connected calendar** integration 3. **An** **auto-join setting** that covers that type of meeting If all three are in place, it'll show up. If it doesn't, the most common cause is a disconnected calendar integration, usually after a password reset or security update. To resolve this, go to [Dashboard](https://app.fyxer.com/) → Integrations, disconnect and reconnect your calendar, then re-save any upcoming events you want covered. A few other things to know: * If there's no supported video link in the event, Notetaker has nowhere to join * Notetaker records up to 2 hours per meeting. Anything beyond that won't be captured * If it ends up waiting in the lobby and nobody admits it in time, it won't capture the meeting (more on this below) Learn more: [**When Notetaker joins a meeting: rules and expectations.**](https://support.fyxer.com/article/when-notetaker-joins-a-meeting-rules-and-expectations) *** ### Waiting rooms and host admission Notetaker arrives just before your meeting is scheduled to start. If you're the host, it gets admitted automatically. If someone else is running the meeting, they'll see Notetaker in the waiting room and need to let it in. **Not admitting Notetaker from the waiting room is one of the most common reasons a meeting doesn't get recorded**. It's worth giving the host a quick heads-up before important calls, especially external contacts or new clients. A simple note in the calendar invite like "Fyxer will be joining to take notes" is usually enough. You can also confirm Notetaker is scheduled to join before the meeting starts. Go to Notetaker → Upcoming, find the meeting, and check the toggle is set to on. *** ### Stop recording mid-meeting If a sensitive topic comes up or a participant would rather not be recorded, you don't need to leave the call to deal with it. Open the meeting chat in Zoom, Teams, or Google Meet, type @fyxer stop, and send. Notetaker stops recording immediately, ends transcription, and leaves the meeting. Or, if you just want to pause the recording, use @fyxer pause followed by @fyxer resume. Any participant can do this, not just the host. That means anyone in the room can protect the conversation without having to ask permission or interrupt the flow. You can also stop it from the [Dashboard](https://app.fyxer.com/). Go to Notetaker → Upcoming, find the active meeting, and toggle it off. This also prevents Notetaker from rejoining if someone tries to re-invite it. **Note**: the @fyxer stop command may not work on older recurring meetings set up before the feature was released. If that's the case, recreate the series to enable chat commands. Learn more: [**Control the Notetaker during a meeting.**](https://support.fyxer.com/article/control-notetaker-during-a-meeting) *** ### Find and use your meeting recordings Everything lives in [Dashboard](https://app.fyxer.com/) → Notetaker → Recorded: all your summaries, transcripts, and recordings in one place. You can also upload recordings from outside Fyxer and Notetaker will transcribe and summarize those too. Go to Dashboard → Notetaker → Record meeting → Upload recording. Use the chat to get more from each recording. At the bottom of any recording, you can ask Fyxer questions directly from the transcript. Try: * "What were the key decisions?" * "List all the action items." * "Draft a follow-up email to the attendees." This is also a fast way to get up to speed on a meeting you didn't attend – upload the recording and within minutes you have the context you need, without watching the whole thing back. Learn more: * [**Customize your meeting summaries**](https://support.fyxer.com/article/customize-your-meeting-summaries) * [**Chat with your transcript to find answers faster**](https://support.fyxer.com/article/chat-with-your-transcript-to-find-answers-faster) *** ### Improve transcript accuracy with custom words Notetaker transcribes in real time, but with some words it needs a little help: company names, technical terms, product names, or industry acronyms that aren't common language. You can add these directly in your Notetaker settings. Go to [Dashboard](https://app.fyxer.com/) → Notetaker → Settings → Custom words and add any terms you want Notetaker to recognize. *** ### Ready for a Notetaker masterclass? {% columns %} {% column %}
{% endcolumn %} {% column %} A 15-minute walkthrough covering Notetaker essentials. Learn how to record meetings, customize your settings, and leave with clear next steps to put into practice straight away. [**Masterclass: Get more from every meeting with Notetaker**](https://zoom.us/rec/share/OKjHa5tHgCRN8XMb-WcMuwKdteE47p9xKKYtDHw0tEtceLyte8vnIOnYoL2Aj7V_.lfEVC13whpjdQNKl?startTime=1773248404000) {% endcolumn %} {% endcolumns %} *** ### Common Notetaker questions
How do I control who receives meeting recaps? Go to [Dashboard](https://app.fyxer.com/) → Notetaker → Settings → Advanced "Send meeting recap to" You can set this to "Myself only" if you don't want summaries sent to other attendees. **Note**: if other attendees also use Fyxer, they'll independently generate their own recaps, regardless of your setting.
Why is Notetaker suggesting meeting times in the wrong timezone? Check your timezone setting in [Dashboard](https://app.fyxer.com/) → Scheduling → Availability → Time zone. Also make sure your connected calendar's time zone matches.
How do I stop Notetaker from joining all my meetings? Go to [Dashboard](https://app.fyxer.com/) → Notetaker → Settings and set automatically join to "None". You can still add Notetaker to individual meetings manually. If you only want Fyxer for email, this is the setting to turn off. Learn more: [**How to set up your meeting Notetaker.**](https://support.fyxer.com/article/how-to-set-up-your-meeting-notetaker)
*** ### Next up That's Notetaker covered. * Next: [**Chat with Fyxer**](/using-fyxer/chat-with-fyxer) # Chat with Fyxer Question your inbox, search meeting notes, or request email drafts. {% hint style="success" %} * [What Fyxer Chat can do](#what-fyxer-chat-can-do) * [Search your inbox](#search-your-inbox) * [Search meeting notes and transcripts](#search-meeting-notes-and-transcripts) * [Request email drafts](#request-email-drafts) * [Use voice mode](#use-voice-mode) * [Chat inside a meeting recording](#chat-inside-a-meeting-recording) * [Tips for better results](#tips-for-better-results) * [Troubleshooting](#troubleshooting) {% endhint %} Fyxer Chat is where you go when you need an answer fast or want an email drafted from scratch. It pulls from your inbox, meeting recordings, uploaded files, and calendar, so the answers it gives – and the drafts it writes – are grounded in real context. ### What Fyxer Chat can do Chat works across four areas: * **Inbox**: finds emails and communication history * **Meetings**: searches transcripts, summaries, and action items * **Files**: pulls answers from documents you've uploaded * **Drafts**: writes draft emails from scratch, using your context and tone You can type your question or use voice mode to speak to it. Chat returns the answer, or the draft, directly in your Dashboard. You'll find Chat in your Dashboard, on the left-hand menu: [Dashboard](https://app.fyxer.com) → Chat. *** ### Search your inbox If you need to find an email thread, track down an introduction, or check what was last agreed with a contact, Chat can surface it quickly. Try asking things like: * *"Find the email thread about the marketing proposal"* * *"Who introduced me to \[name]?"* * *"What's the latest update on the investor deck?"* Chat searches across your connected email accounts and returns the most relevant results. The more specific you are, the faster it finds what you need. Chat will also cross-reference emails and meeting notes in the same query. So if you ask *"What did we decide about Q1 budget items two weeks ago?"*, it will pull answers from both email threads and meeting summaries together. *** ### Search meeting notes and transcripts Every meeting Notetaker records becomes searchable in Chat. Instead of opening transcripts one by one, you can ask across all of them at once. Try asking things like: * *"What were the key decisions from Monday's call with \[company name]?"* * *"Which action items came out of last week's team standup?"* * *"What did we agree on pricing in the last \[client] meeting?"* Chat scans summaries, transcripts, and action items for the relevant detail. {% hint style="info" %} For Chat to search a meeting, the transcript needs to have been processed. If a recording was only just uploaded, you'll need to wait a few minutes. {% endhint %} *** ### Request email drafts You can ask Chat to draft an email, which is useful if you don't have an email thread to start from. Go to [Dashboard](https://app.fyxer.com) → Chat and tell Fyxer what you need. You don't need a perfect prompt. Something like *"Draft a follow-up confirming next steps from today's meeting with \[company name]"* is enough. Fyxer uses context from your inbox, meeting notes, and uploaded files to write the draft in your tone. It saves it directly to your email drafts folder, ready to review and send. This is especially useful after a day of back-to-back client meetings. If those meetings were recorded with Notetaker, the transcripts and summaries are already stored in your dashboard. Chat can use them to draft follow-ups straight away. For example: *"Draft an email to Thomas about the property viewing we had on Monday."* The more detail you give, the better the output. You can also guide the output: * *"Keep it short"* * *"Make it more formal"* * *"Include bullet point next steps"* #### **What Chat can draft:** * New emails from scratch * Follow-ups based on a recent meeting * Replies when you want more control over the tone or detail * Longer structured emails, like client recaps, proposals, or updates And if you manage multiple inboxes, you can choose which account the draft should be created in. *** ### Use voice mode Need to work hands-free? You can speak directly to Chat instead of typing. Tap the microphone icon, speak your question, and Fyxer returns the answer. Voice mode works for everything Chat does: inbox questions, meeting searches, file queries, and draft requests. *** ### Chat inside a meeting recording You can also use Chat directly from within a recording. Go to [Dashboard](https://app.fyxer.com) → Notetaker → Recorded → and open any meeting. From the Chat panel on the right, you can: * Ask questions about what was said * Pull out key decisions or action items * Request a follow-up email * Draft a client recap Any drafts created here are saved to your email drafts folder, same as always. *** ### Tips for better results **Be specific.** Include names, companies, or topics wherever you can. *"What did Tom say about the budget?"* gets a better result than *"What about budget?"* **Use keywords from the original email or meeting.** Chat searches against real content, so matching language helps. **For long drafts, give clear instructions.** Tell Fyxer the format, length, or tone you want: *"Draft a warm follow-up confirming next steps. Bullet points for the actions."* *** ### Troubleshooting If Chat can't find what you're looking for: * Check your email and calendar integrations are connected under [Dashboard](https://app.fyxer.com/) → Settings → Integrations * Make sure the meeting was processed – the transcript needs to be available before Chat can search it * Confirm any uploaded files are under 10MB and in a readable format (PDF or CSV) * Try rephrasing your question with more specific detail *** ### Next up Learn how Fyxer's scheduling tools remove the back-and-forth from booking meetings. * Next: [**Scheduling**](/using-fyxer/scheduling) # Scheduling Book meetings faster, without the back-and-forth. {% hint style="success" %} * [Two ways to schedule](#two-ways-to-schedule) * [Your scheduling link](#your-scheduling-link) * [Scheduling in email drafts](#scheduling-in-email-drafts) * [Manually trigger a scheduling draft](#manually-trigger-a-scheduling-draft) * [Scheduling with multiple attendees](#scheduling-with-multiple-attendees) * [Using a third-party scheduling tool](#using-a-third-party-scheduling-tool) * [Time zones](#time-zones) {% endhint %} Fyxer handles the back-and-forth that comes with booking meetings. Whether you want to share a link and let someone pick a time, or have Fyxer suggest slots inside an email draft, it all stays connected to your live calendar. ### Two ways to schedule Fyxer supports two approaches and most users end up using both, depending on the situation. * **Scheduling links** let the other person choose a time. You share your link, they pick a slot, and the meeting lands in both calendars automatically. No follow-up needed * **Scheduling drafts** propose times inside an email reply. Fyxer checks your calendar and writes a draft with available windows – useful when you want to stay conversational or keep control of the timing Both respect your availability, working hours, and time zone. Learn more: [**Scheduling with Fyxer: drafts vs scheduling links.**](https://support.fyxer.com/article/scheduling-with-fyxer-drafts-vs-scheduling-links) *** ### Your scheduling link Your scheduling link shows your live availability and updates automatically as your calendar changes. Share it anywhere – an email, your signature, LinkedIn, WhatsApp – and Fyxer handles the rest. **To find and share your link:** Go to [Dashboard](https://app.fyxer.com) → Scheduling → Links. You'll see your personal booking link with options for different meeting lengths (15, 30, 45, or 60 minutes). Click **Copy link** next to the duration you want, then share it. When someone books through your link: * The meeting is added to your calendar * The attendee receives the calendar invite * Notetaker joins automatically, if you have it enabled Your link always reflects your real-time availability – you don't need to update it manually. Learn more: [**Set up your personal scheduling link.**](https://support.fyxer.com/article/set-up-your-personal-scheduling-link) *** ### Scheduling in email drafts When Fyxer detects a meeting request it can include your scheduling link automatically or propose specific time slots in draft replies. To control whether your scheduling link appears in drafts: Go to [Dashboard](https://app.fyxer.com) → Scheduling → Drafts and toggle the setting on or off. You can edit your availability, connect additional calendars, and use the troubleshooting view for an easy overview of when Fyxer thinks you are available. Learn more: [**Control your calendar availability.**](https://support.fyxer.com/article/control-your-calendar-availability) *** ### Manually trigger a scheduling draft Forward any email to with the word **"schedule"** in the body. Fyxer generates a reply with available times. You can also add context: *"Suggest times after 3pm"* or *"Next week works best,"* and Fyxer will factor that in. Learn more: [**Forward an email to schedule instantly.**](https://support.fyxer.com/article/forward-an-email-to-schedule-instantly) *** ### Scheduling with multiple attendees If an email thread involves more than one person, you, or anyone else who receives your scheduling link, can add additional attendees. Once a time is confirmed, everyone receives the calendar invite. {% hint style="info" %} Fyxer does not check the availability of added attendees. The meeting will be booked based on your availability only. {% endhint %} Learn more: [**Add attendees when someone books a meeting with you.**](https://support.fyxer.com/article/add-attendees-when-someone-books-a-meeting-with-you) Admins can also set up a shared team scheduling link that shows availability across the whole team. Learn more: [**Book a meeting with your team in Fyxer.**](https://support.fyxer.com/article/team-scheduling-book-with-specific-or-multiple-team-members) *** ### Using a third-party scheduling tool If you already use a scheduling tool like Calendly, Cal.com, or HubSpot Meetings, you can keep using it alongside Fyxer. Connect your existing link and Fyxer will use it in draft replies instead of the Fyxer booking page. Keep in mind that some of Fyxer's smarter scheduling features, like real-time availability checks, smart slot suggestions in drafts, and auto-follow-ups, won't apply when using a third-party link. Learn more: [**Connect Calendly to Fyxer.**](https://support.fyxer.com/article/connect-calendly-to-fyxer) *** ### Time zones Fyxer handles time zones automatically. When you share a scheduling link, availability displays in the recipient's local time. And when Fyxer proposes slots in a draft, it uses your calendar's time zone as the reference. **To check or update your time zone:** Go to [Dashboard](https://app.fyxer.com) → Scheduling → Availability and confirm the setting matches your calendar. Find out more about how time zones work, and what to do if you're working or traveling in a different one, in this article: [**Avoid time zone mix-ups when scheduling.**](https://support.fyxer.com/article/avoid-time-zone-mix-ups-when-scheduling) *** ### Ready for a scheduling masterclass? {% columns %} {% column %}
{% endcolumn %} {% column %} Want to schedule calls without the back and forth? In this 15-minute walkthrough you'll learn how to use Fyxer's scheduling tool to reduce booking admin. [**Masterclass: Start scheduling smarter**](https://zoom.us/rec/share/kO5yhArUthWujMeT1C63jlrWfbDIC08ES2kWpfvuXdK_3cuKtimRqodcnkZF8HK2.STlCCX21a-iGJViH) {% endcolumn %} {% endcolumns %} *** ### Common scheduling questions
Why is Notetaker suggesting meeting times in the wrong timezone? Check your timezone setting in [Dashboard](https://app.fyxer.com/) → Scheduling → Availability → Time zone. Also make sure your connected calendar's time zone matches.
*** ### Next up Learn which tools integrate with Fyxer. * Next: [**Add-ons**](/using-fyxer/add-ons) # Add-ons Extend Fyxer with tools you already use. {% hint style="success" %} * [Zoom](#zoom) * [ChatGPT](#chatgpt) * [Claude](#claude) * [Fyxer MCP](#fyxer-mcp) * [HubSpot](#hubspot) {% endhint %} Fyxer connects with a range of tools to fit the way you already work. Whether you want to draft emails from inside ChatGPT, push meeting notes straight to your CRM, or connect Fyxer to your AI tool of choice, this page covers what's available and how to get started. ### Zoom Google Meet and Microsoft Teams work with Notetaker straight away. Zoom requires one additional step: linking your Zoom account so Notetaker can auto-join your meetings. Go to [Dashboard](https://app.fyxer.com) → Settings → Integrations → Zoom → Connect. Once linked, Notetaker will join your Zoom meetings automatically, the same way it does for Meet and Teams. *** ### ChatGPT Connect Fyxer to ChatGPT and draft emails directly from the chat. Describe what you want to say, and Fyxer uses your writing style, inbox history, and meeting notes to generate a draft, which you can then copy or open in your chosen email client. Learn more: [**Connect Fyxer to ChatGPT.**](https://support.fyxer.com/article/connect-fyxer-to-chatgpt) *** ### Claude Connect Fyxer to Claude to ask questions across your emails and meeting notes, pull up meeting summaries and transcripts, or describe what you want to say and get a reply drafted in your voice. Learn more: [**Connect Fyxer to Claude.**](https://support.fyxer.com/article/connect-fyxer-to-claude) *** ### Fyxer MCP The Fyxer MCP (Model Context Protocol) connects your inbox and meetings to AI tools like ChatGPT, Claude, Codex, and other MCP-compatible clients. It gives those tools access to the same context Fyxer uses: emails, meeting notes, transcripts, and contacts. So you can search, draft, and look things up from wherever you're working. Learn more: [**Fyxer MCP.**](https://support.fyxer.com/article/fyxer-mcp) *** ### HubSpot Fyxer integrates with HubSpot to automatically log meeting summaries, follow-ups, and key decisions as notes against the relevant contact, deal, or company record. After each recorded meeting, Fyxer pushes a note to HubSpot, matched by email address or company domain, so your CRM stays up-to-date without any manual input. Available on Pro and Enterprise plans, setup requires an admin to connect HubSpot in both Fyxer and HubSpot settings. Learn more: [**Using Fyxer with HubSpot.**](https://support.fyxer.com/article/using-fyxer-with-hubspot) *** #### Next up Now you're getting more out of Fyxer, why not [**set up your team?**](/teams-and-admins) # Fyxer in practice Real examples, ready to make your own. Interested to see how other Fyxer users structure their day? Browse real workflows and hear from real users, then take what works for you. *** ### Workflows by use case
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Achieve inbox zero

/files/FFexGPmBzFIiwnxyrSTr/pages/0g30Q8JyAYW8YpnXylj4

Protect your focus

/files/ppq0JAX99pgxxGmNbJuT/pages/FLslOdPn6taxDtnx6pax

Write emails faster

/files/v6ZEyNqJ0MWFdb0xcYp4/pages/1c10hxYskio3Q5QX4CIl

Capture meetings on the go

/files/wo8JgzZuTcHMl35UJsMp/pages/qtVcszo7eh0QIddgcZcs

Get smarter drafts

/files/C4jfhlDnGV7vHws8cBZA/pages/NaaxNmyihrUp2w1jcfRG
*** ### Workflows by role
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Relationship managers

/files/0W8Ixe9i9O4giOnUFKGm/pages/kfqfG1p4ZjQW5ha9BXZH

Recruiters

/files/hiL6ZjxoywTUip4LlM8j/pages/VzXf7DQG3lXTJngkb7TZ
*** ### Fyxer stories
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Fiona's story

Head of Operations at Ballpoint, she uses Fyxer to save a day a week while competing with far larger agencies./files/LFwlXokwiW8imGeOgkir/pages/KZuM2TP7ipM62LziFWON

Marisa's story

Co-founder of the world's largest matcha brand, PerfectTed, Fyxer gives her back several hours a day to run her business./files/tQGMJe5styaWJ14DBw1k/pages/OrQT80X0UI12jUggOe9M
*** ### Quick workflows to try now {% tabs %} {% tab title="Standardize your company tone" %} **Scenario:** teams struggle to keep communications consistent across departments. **Solution:** upload tone of voice guides, templates, and key messaging. Fyxer uses them to align every reply and meeting summary. **Settings:** 1. [**Dashboard**](https://app.fyxer.com/) **→ Drafts → Custom files** and share documents, brand guidelines, or pre-approved email templates with your entire organization 2. [**Dashboard**](https://app.fyxer.com/) **→ Drafts → General → Custom tone** and describe your company tone, for example, “warm, concise, and confident” **Outcome:** unified messaging and a consistent brand voice across your team communications. {% endtab %} {% tab title="Instant client briefing" %} **Scenario:** you’re about to join a client call and need a quick refresh. **Solution:** Go to [**Dashboard**](https://app.fyxer.com/) **→ Fyxer Chat** and ask it for a quick recap of recent interactions. **Settings:** 1. [**Dashboard**](https://app.fyxer.com/) **→ Notetaker → Notetaker settings** and make sure Notetaker is set to automatically join meetings 2. [**Dashboard**](https://app.fyxer.com/) **→ Drafts → Custom files** and upload key client briefs, contracts, or reports so Fyxer can include them in your responses **Outcome:** you're fully prepared in moments, not hours. {% endtab %} {% tab title="Automate follow-ups" %} **Scenario:** important reminders and client nudges are slipping through the cracks. **Solution:** auto-drafted reminders ready for your review without any manual tracking. **Settings:** 1. [**Dashboard**](https://app.fyxer.com/) **→ Drafts** * Enable follow-up drafts and choose the number of days before Fyxer creates a reminder draft * Add custom tone instructions for follow-ups. For example, “make my follow-ups sound friendly and proactive” 2. [**Dashboard**](https://app.fyxer.com/) **→ Categorization** * Move **To follow up** out of your inbox, so all follow-up emails are grouped together and not clogging up your inbox **Outcome:** outstanding actions and responses stay on track with minimal effort. {% endtab %} {% endtabs %} # Workflows by use case Practical workflows to inspire how you use Fyxer. Each workflow is a step-by-step guide you can put into practice straight away. Browse by topic and start with whatever's most relevant to how you work. *** ### Inbox and focus workflows
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Achieve inbox zero

Inbox zero in 10 minutes./files/FFexGPmBzFIiwnxyrSTr/pages/0g30Q8JyAYW8YpnXylj4

Protect your focus

Use the marketing category to protect your focus./files/ppq0JAX99pgxxGmNbJuT/pages/FLslOdPn6taxDtnx6pax
*** ### Writing and drafting workflows
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Write emails faster

Write new emails faster with Fyxer Chat./files/v6ZEyNqJ0MWFdb0xcYp4/pages/1c10hxYskio3Q5QX4CIl

Get smarter drafts

Make Fyxer sound exactly like you./files/C4jfhlDnGV7vHws8cBZA/pages/NaaxNmyihrUp2w1jcfRG
*** ### Meeting and notes workflows
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Capture meetings on the go

Record in-person meetings on your phone./files/wo8JgzZuTcHMl35UJsMp/pages/qtVcszo7eh0QIddgcZcs
# Inbox zero in 10 minutes Over half your inbox is noise. Here's how power users filter it out and get to zero, every single day. ### Your inbox is a to-do list. Treat it like one If your inbox feels endless, the problem isn't volume. It's visibility. Most professionals spend hours wading through noise to find the emails that actually need a reply. The fix isn't reading faster. It's only ever seeing what actually needs your response. Power users don't scan everything. They treat the **To do/To respond** category as their daily action list, and nothing else gets in the way. This is the workflow that gets their inbox done in under 10 minutes. *** ### What you'll achieve By using this workflow, you will: * Spend less than 10 minutes per day in email * Stop manually sorting newsletters, updates, and noise * Respond faster without missing important messages * Turn your inbox into a clean, focused to-do list *** ### When to use this workflow This is ideal if: * You wake up to dozens (or hundreds) of emails * You feel **distracted** by marketing, notifications, and FYIs * You want to **reply quickly** but hate **inbox clutter** * You want email to stop being your full-time job *** ### Customer insight Matthew (director of an accounting firm) explained it best: > "The only things that come into my inbox are things to respond to. Everything else is filtered away. My email is done in 10 minutes." That's the goal. *** ### Step-by-step workflow {% stepper %} {% step %} #### Step 1: start your day in To do/To respond Open your inbox and go directly to: **To do/To respond**, depending on your setup. This is your only daily action folder. Everything here needs a human reply. {% endstep %} {% step %} #### Step 2: trust the sorting (don't scan everything) Fyxer automatically files the rest into categories. You don't need to read these constantly. They're stored, not lost. {% endstep %} {% step %} #### Step 3: review the draft, not the blank page For each email with a draft in To do/To respond: 1. Open the message 2. Read the draft Fyxer prepared 3. Make small edits if needed 4. Hit send Most power users only adjust: * Names * Dates * One factual detail {% endstep %} {% step %} #### Step 4: create "always keep in To do/To respond" rules Some emails should never be filed away. Examples from customers: * Scanner documents * Trello/task notifications * Key supplier confirmations * VIP client senders [Use custom rules](https://support.fyxer.com/article/setting-up-custom-rules-in-fyxer) or sender preferences so these always land in To do/To respond. This keeps your workflow reliable. {% endstep %} {% step %} #### Step 5: check marketing intentionally, not constantly Marketing is a quarantine zone, not a trash bin. Heidi (travel agency owner) said: > "The reduction of distraction has been huge. I don't fall into rabbit holes anymore." **Best practice:** * Skim emails categorized as Marketing once a week * Don't let it interrupt your workday {% endstep %} {% step %} #### Step 6: you're done. Move on Once To do/To respond is empty, your inbox work is complete. Email is no longer an open loop. {% endstep %} {% endstepper %} *** ### Power user tips **Edit drafts instead of rewriting them**\ Small edits help Fyxer learn your tone faster. **Use To do/To respond as your only inbox tab**\ If it doesn't need action today, it doesn't deserve attention today. **Your inbox is not a feed**\ It's a task list. *** ### Common mistakes to avoid **Checking every folder every morning**\ That defeats the purpose of sorting. **Treating Marketing like your main inbox**\ Marketing is optional, not urgent. **Rewriting drafts from scratch**\ If the draft is close, tweak it, don't delete it. *** ### Result: inbox clarity and mental space This workflow works because it **removes hundreds of micro-decisions**: * Should I delete this? * Should I reply? * Is this important? * Should I come back later? Fyxer makes those decisions upfront so you can focus on the work that matters. # Use Marketing to protect your focus Most inbox stress doesn't come from important emails. It comes from everything else. ### Keep noise out of your action space Most inbox stress doesn't come from important emails. It comes from everything around them: * Newsletters * Promotions * Supplier updates * Product announcements * "Nice to read later" messages These emails aren't urgent, but they're distracting. Fyxer's **Marketing** category is designed to do one thing: **protect your focus** by filtering non-actionable email away from To do. *** ### What you'll achieve By using Marketing as a distraction filter, you will: * Stop inbox rabbit holes before they start * Reduce constant micro-decisions * Stay focused on real client and work conversations * Keep newsletters and promos searchable, without clutter *** ### When to use this workflow This is ideal if: * Your inbox is flooded with marketing or supplier emails * You often get pulled off-task by "interesting" updates * You want fewer interruptions during the day * You don't want to unsubscribe from everything manually *** ### Customer insight Heidi, who runs a travel agency booking $1.6M+ per year with a tiny team, described it perfectly: > "Before, I'd see something like a beautiful hotel opening…then I'd click…then I'd get distracted…and the email I was writing never got sent." She said the biggest win wasn't just sorting – it was the **reduction of distraction.** *** ### Step-by-step workflow {% stepper %} {% step %} #### Step 1: let Marketing collect automatically Fyxer will file promotional and non-urgent emails into: **Marketing**. You don't need to manually sort these. They are still there – just not in your action queue. {% endstep %} {% step %} #### Step 2: treat Marketing as optional, not urgent Marketing emails rarely require a same-day response. Your daily priority is: **To** **do/To respond → Action → Done**. Marketing is for later. {% endstep %} {% step %} #### Step 3: skim intentionally Instead of checking Marketing constantly: * Pick one weekly moment (e.g., Friday afternoon) * Skim for anything valuable (industry updates, key supplier info) * Ignore the rest This keeps you informed without being distracted. {% endstep %} {% step %} #### Step 4: rescue important senders when needed Sometimes useful emails land in Marketing, such as: * Flight confirmations * Supplier tickets * Event invites * Important updates from partners If you notice repeat senders that shouldn't be there, [add a custom rule](https://support.fyxer.com/article/setting-up-custom-rules-in-fyxer) so they stay visible in To do/To respond. {% endstep %} {% step %} #### Step 5: trust the filter, and don't go back to inbox chaos Power users accept one truth: Marketing doesn't need perfection. It needs separation. Heidi said: > "Every now and then something is worth opening… but not enough to go back to the old way." That's exactly the point. {% endstep %} {% endstepper %} *** ### Power user tips **Marketing is not the trash**\ It's a holding zone. You can always search it later. **The goal is fewer micro-decisions**\ Not "perfect categorization." **Use exceptions for critical suppliers**\ Airlines, booking tools, payment systems – keep them out of Marketing if needed. *** ### Common mistakes to avoid **Checking Marketing every hour**\ That defeats the purpose of filtering. **Treating promos as urgent work**\ Marketing is informational, not actionable. **Unsubscribing from everything manually**\ Let Fyxer handle the noise first. *** ### Result: less distraction, more completion Marketing overload creates invisible stress: * Constant scanning * Half-written replies * Lost focus * Delayed client responses This workflow **keeps your inbox clean by protecting your attention.** # Write new emails faster with Fyxer Chat Use Fyxer Chat to draft proactive emails from scratch in seconds. ### Create proactive emails, not just replies Most email assistants stop at replying. But real work often requires **writing emails that start from nothing**, for example, a follow-up after a meeting or reaching out to a new contact. That's where **Fyxer Chat** becomes your executive assistant. Instead of staring at a blank screen, you can simply ask: "Draft this email for me." *** ### What you'll achieve With this workflow, you can: * Draft high-quality emails from scratch in seconds * Use meeting context automatically * Reduce mental effort after busy calls * Send faster, clearer, proactive communication *** ### When to use this workflow Use **Fyxer Chat** when: * There is no email thread to reply to, for example, you're contacting a new client * You need to send a follow-up after a call * You want to reach out after an event * You need a structured recap or introduction email * You want to send an internal update * You want Fyxer to act like an assistant, not a reply tool *** ### Customer insight Mark, a senior recruiter running 8-10 calls per day, uses Fyxer Chat constantly: > "I go in and ask it to be an executive assistant and find out what I've missed." He uses it to: * Prepare for meetings * Draft outreach messages * Create follow-up emails instantly * Stay competitive with speed *** ### Step-by-step workflow {% stepper %} {% step %} #### Step 1: open your Fyxer Dashboard Go to: [Dashboard](https://app.fyxer.com) → Chat. This is your workspace for drafting outside of reply threads. {% endstep %} {% step %} #### Step 2: give Chat a clear instruction Start with what you want to send. **Examples:** * "Draft a follow-up email confirming next steps from today's meeting" * "Write an introduction email to a new client" * "Draft a recap email to the candidate after our screening call" You don't need perfect prompting – just clarity. {% endstep %} {% step %} #### Step 3: add context, if needed Fyxer works best when it has something to reference, such as: * Meeting summaries * Call transcripts * Notes you paste in * Key details (dates, names, outcomes) **Example:** "We discussed timelines, budget, and next steps in yesterday's meeting. Please summarize and confirm actions." {% endstep %} {% step %} #### Step 4: ask for the format you want You can guide structure with simple instructions: * "Keep it short and professional" * "Make it warm and friendly" * "Include bullet-point next steps" * "Confirm the interview time and expectations" {% endstep %} {% step %} #### Step 5: generate the email draft Fyxer will draft the full email body for you and **push it directly to your Gmail or Outlook drafts folder.** You review and send from there. {% endstep %} {% step %} #### Step 6: review quickly, then send As with all Fyxer drafts, edit the draft lightly and send, which helps Fyxer to learn your email style. {% endstep %} {% endstepper %} *** ### Power user tips **Use Chat after meetings**\ This is the fastest way to send proactive follow-ups. **Reuse your own templates**\ Copy structured templates from other tools into Fyxer Chat to get consistent outputs. **Think "assistant," not "AI"**\ Treat Chat like someone on your team: "Draft this. Summarize that. Remind me what I missed." *** ### Common mistakes to avoid **Overwriting instead of guiding**\ If the draft is close, tweak it, don't start from scratch. Fyxer learns best this way. **Forgetting to include context**\ A one-line prompt works, but context makes it excellent. **Using Chat only for replies**\ Chat is most powerful when you need to create something new. *** ### Result: proactive emails without the blank page Chat is most useful when you make it a habit: after meetings, before outreach, whenever you need to start from nothing. This is how to stay fast, even when inbox volume is high. Mark summed it up: > "I wouldn't be able to manage the workload without it." # Make Fyxer sound exactly like you Fyxer learns from your voice. Here's how to teach it faster. ### Drafts improve the more Fyxer knows about how you write Out of the box, Fyxer drafts replies based on your inbox history and the content of incoming emails. That's a strong starting point. But the users who get the most out of drafts are the ones who've spent a few minutes telling Fyxer exactly how they communicate. There are a few settings that make a real difference, and this workflow walks you through each one. *** ### What you'll achieve With this workflow, you will: * Set explicit tone instructions so Fyxer matches your communication style * Upload reference documents to give Fyxer context about your work * Adjust draft length and formality to fit how you actually write * Use the editing loop to improve drafts automatically over time *** ### When to use this workflow Use this workflow when: * Fyxer's drafts feel a little generic or too formal * You're making the same correction across multiple drafts * You've just set up Fyxer and want to give instant context * You write to a specific audience and need a consistent voice *** ### Customer insight Liz, a company director, started using Fyxer primarily for the drafts: > "It takes away that barrier to responding...the activation energy to do it. The fact it's already part written is helpful." The blank page is the hardest part. Once that's gone, everything moves faster. And it keeps getting better: > "The more time's gone on, as it started to learn how I respond, the better its drafts are." That learning loop is real, but it works faster when you tell Fyxer what to aim for. *** ### Step-by-step workflow {% stepper %} {% step %} #### Step 1: set your custom tone instructions This is a high impact setting. Custom tone tells Fyxer how you communicate. To set yours, go to [Dashboard](https://app.fyxer.com/) → Drafts → General → Custom tone and select **Enable custom instructions**. Write your instructions as if you're briefing an assistant. You have up to 1,000 characters. Be specific. Good examples: * *"Keep replies short: three sentences max unless the topic requires more. Never use bullet points in client emails. Sign off with Best"* * *"I work in recruitment. Candidates expect a warm, encouraging tone. Clients expect confidence and brevity. Avoid filler phrases like 'I hope this finds you well'"* * *"My emails are usually to senior stakeholders. Professional but not stiff. Get to the point in the first line"* The more specific your instructions, the less editing you'll do. {% endstep %} {% step %} #### Step 2: upload reference documents Custom files give Fyxer context beyond tone: your actual work, clients, and priorities. Go to [Dashboard](https://app.fyxer.com/) → Drafts → Custom files → Upload files. You can upload any PDF or CSV. Useful documents to start with: * Writing samples or a tone of voice guide * A client list or brief * A company overview or key messaging doc * Standard email templates you already use Fyxer uses these to make drafts more informed and specific. {% hint style="info" %} You'll need a Professional account to upload custom files. {% endhint %} {% endstep %} {% step %} #### Step 3: adjust your response style Response style controls how often Fyxer will draft an email reply. To adjust your frequency, go to [Dashboard](https://app.fyxer.com/) → Drafts → General → Response style and select how often you like to reply from the drop-down. If you feel that Fyxer is generating too many or too few drafts for you, this is the setting to look at. {% endstep %} {% step %} #### Step 4: use the editing loop Every time you edit a Fyxer draft before sending, you're training it. The more you edit consistently, the more Fyxer adapts. This works best when your edits are deliberate. If you find yourself making the same correction repeatedly – removing a sign-off, shortening the opening, changing a phrase – add it to your **Custom tone** instructions instead. That fixes it at the source rather than draft by draft. The combination of clear tone instructions and consistent editing is what takes drafts from good to barely needing a second look. {% endstep %} {% endstepper %} Don't forget to select **Update preferences** after you make each change. *** ### Power user tips **Front-load your setup**\ That ten minutes spent on **Custom tone** and **Custom files** saves hours of editing later. Do it before you send your first batch of drafts. **Write your tone instructions from memory**\ Don't overthink it. Explain your communication style as you'd describe it to a new assistant. That's exactly the right level of detail. **Use a real email as a reference**\ Take a reply you're proud of, paste it into **Custom tone** as an example, and tell Fyxer: "Write like this." **Check back after a week**\ Once you've sent 20-30 Fyxer drafts, revisit your tone instructions. You'll often spot one or two things to tighten based on the edits you've been making. *** ### **Common mistakes to avoid** **Leaving Custom tone blank**\ Fyxer learns as you use it, but **Custom tone** instructions give it a head start. Your preferred sign-off, phrases you never use, or how you write to a specific type of contact aren't always obvious from past emails. Custom tone fills those gaps. **Uploading files and forgetting them**\ Custom files work best when they're current. If your company messaging changes or you take on a new client, update the files. Outdated context can pull drafts in the wrong direction. **Editing without updating your instructions**\ If you correct the same thing across a few drafts, add it to **Custom tone**. One instruction change beats dozens of manual edits. **Expecting perfection immediately**\ Fyxer improves with use. Give it a week of real inbox activity before judging draft quality – the learning loop needs volume to work. *** ### Result: drafts that sound like you When your tone instructions, files, and editing habits are aligned, Fyxer's drafts start feeling like a head start. The more you send, the fewer you'll need to edit. # Record in-person meetings on your phone Every conversation captured, summarized, and ready to follow-up. ### Capture face-to-face meetings without a laptop Not all meetings happen online. Workshops, client sessions, and on-site visits don't come with a meeting link, but they still need a record. Fyxer's **Start recording now** workflow gives you meeting summaries anywhere, from any device. *** ### What you'll achieve With this workflow, you can: * Record face-to-face meetings from your phone * Generate summaries automatically * Store meeting context in your Dashboard * Draft follow-ups automatically *** ### When to use this workflow Use this workflow when: * You're meeting a client in person * You're running a workshop or training * There's no meeting link or calendar invite *** ### Customer insight Teri, an AI consultant, immediately identified this as her missing tool: > "I don't have a good in-person option…I would use this for sure." For busy consultants, in-person meetings are often the hardest to document. *** ### Step-by-step workflow {% stepper %} {% step %} #### Step 1: open Fyxer on your phone Bookmark the [Dashboard](https://app.fyxer.com/) link on your mobile so it's always ready. Open it up and go to Notetaker. {% endstep %} {% step %} #### Step 2: start recording From the **Record meeting** button select **Start recording now**. This option is designed specifically for in-person conversations. {% endstep %} {% step %} #### Step 3: introduce the speakers Best practice at the start: "Hi, I'm Alexa. I'm here with \[Name] from \[Company]. We're discussing \[topic]." This helps Fyxer label speakers correctly. {% endstep %} {% step %} #### Step 4: place your phone (unlocked) on the table and talk naturally No laptop. No online meeting invite. Just record the conversation as it happens. {% endstep %} {% step %} #### Step 5: stop recording and let Fyxer summarize When the meeting ends, stop the recording. Fyxer will generate: * Transcript * Executive summary * Action items * Follow-up-ready context The meeting is automatically saved in the **Recorded** tab within Notetaker. {% endstep %} {% step %} #### Step 6: use the summary for follow-ups From any recorded meeting, use the meeting insights window on the right to: * Draft an email * Confirm next steps {% endstep %} {% endstepper %} *** ### Power user tips **Use this for workshops and client sessions**\ In-person meetings are high-value. Don't let them go undocumented. **Keep recordings short and focused**\ If you have a longer session, record in separate segments. Fyxer records up to 2 hours per meeting – start a new recording if you go over. **Follow up immediately**\ The summary is ready before you leave the room. Use it to send follow-ups while the conversation is still fresh. *** ### Common mistakes to avoid **Forgetting to introduce speakers**\ A quick intro improves transcript accuracy. **Waiting until later to document outcomes**\ Record in the moment. It's more reliable and takes less time than reconstructing it later. **Keeping separate notes for in-person and online meetings**\ All your meeting notes should live in one place. Fyxer keeps in-person and online meetings together, so nothing falls through the gaps. *** ### Result: face-to-face meetings are captured, searchable, and actionable With in-person recording, you're no longer reliant on your memory or scribbled notes. **Every meeting is structured and searchable.** # Workflows by role Practical workflows built around how you work. Each step-by-step workflow is designed for a specific role, and built to tackle the inbox pressures and time drains that come with it. Find yours and follow along. ***
Cover image

Relationship managers

Set Fyxer up for a relationship-driven inbox./files/0W8Ixe9i9O4giOnUFKGm/pages/kfqfG1p4ZjQW5ha9BXZH

Recruiters

Handle a high-volume recruitment inbox without losing candidates./files/hiL6ZjxoywTUip4LlM8j/pages/VzXf7DQG3lXTJngkb7TZ

Real estate

Stay on top of inquiries and follow-ups, even when you're out on viewings./files/hu5Hg4HwxJg9c6F6QR81/pages/4Tyq4zow7iijk361lb0e
# Fyxer for relationship managers For account managers, sales, partnerships, and customer success professionals. ### Built for relationship-driven work Relationship managers don't just send a lot of email. They send email that matters. Clients notice when they don't hear back. Stakeholders judge responsiveness. Prospects go cold. This workflow shows how to set Fyxer up for a high-volume, relationship-driven inbox, keeping you free for high-impact work. *** ### What you'll achieve With this workflow, you can: * Start every day knowing exactly which emails need a response and which don't * Draft replies that reflect the right tone for each relationship * Build a weekly rhythm that keeps your inbox from running your day * Spend less time in email and more time on the work that moves accounts forward *** ### When to use this workflow Use this workflow when: * You're managing a portfolio of active clients or partners * Your inbox mixes urgent client requests with noise that can wait * You need to stay responsive across multiple time zones or regions * You find yourself replying to low-value emails at the expense of high-value ones *** ### Customer insight Cheryl, a regional partnerships manager, manages an active client portfolio across multiple regions, with anywhere from 200 to 600 emails landing on any given day. She estimates **Fyxer gives her back around two days a week**, not by doing less, but by doing the right things: > "Something that used to be a time vampire is now something I can readily manage...My day is full, but it's more full of high-value, high-impact work rather than low-value, busy work." *** ### Step-by-step workflow {% stepper %} {% step %} #### Step 1: set your custom tone as a client communication brief How you come across matters. The custom tone box is where you tell Fyxer exactly how you communicate. To set yours, go to [Dashboard](https://app.fyxer.com/) → Drafts → General → Custom tone and select **Enable custom instructions**. Rather than generic instructions, think of this as your personal communication brief. Cheryl describes it as her "voice branding": > "I thought about this as my brand, my voice branding...my role, what I prefer in terms of structure, prioritizing any actions, and for specific people, how sharp I need to be." Practical instructions to include: * Your preferred email structure (e.g. bottom line up front, context to follow) * Specific rules for key contacts or domains (e.g. "When replying to \[name], be especially concise") * What to avoid (e.g. "Never commit to pricing, timelines, or deliverables") {% endstep %} {% step %} #### Step 2: let Fyxer sort the noise, then check each category intentionally High-volume inboxes need structure, not just speed. Rather than checking everything constantly, build a deliberate cadence for each category. Cheryl's approach: check the categories that need daily attention first thing, and review others at set points in the week, not reactively, but by design. This turns inbox management from a continuous drain into a contained, predictable task. The principle: not every category deserves the same frequency. Emails that need a reply get daily attention. Updates, notifications, and marketing get a weekly time slot. Take this a step further by only having the categories that require daily attention show up in your inbox. Go to [Dashboard](https://app.fyxer.com/) → Categorization and move categories in and out of your inbox to suit your workflow. Learn more: [**Fyxer email categorization handbook**.](https://support.fyxer.com/article/fyxer-email-categorization-handbook) {% endstep %} {% step %} #### Step 3: use follow-up drafts to stay on top of your portfolio In relationship management, a missed follow-up is a missed signal. Fyxer can automatically generate a follow-up draft when a reply hasn't arrived within a timeframe you set. Go to [Dashboard](https://app.fyxer.com/) → Drafts → General → select **Enable follow-up drafts** and set your preferred timeframe. Cheryl runs a three-day follow-up cycle: long enough not to feel pushy, short enough to keep things moving. {% endstep %} {% step %} #### Step 4: build a weekly draft review into your schedule Once a week, go through your unreviewed drafts. Look for anything that didn't get sent, anything that needs a second read, or anything where the context has changed since Fyxer generated it. Cheryl does this in a weekly slot every Friday. She sets draft expiry to seven days so anything she hasn't actioned by the end of the week clears itself out automatically. Go to [Dashboard](https://app.fyxer.com/) → Drafts → General → Drafts settings and choose when unused drafts should be deleted. The weekly review also catches anything that slipped during a busy period: a reply you started but didn't send, a follow-up that was generated but not reviewed. Book in a recurring meeting so you can be confident nothing gets missed. {% endstep %} {% step %} #### Step 5: use Fyxer Chat to prepare for client conversations Before a call with a client you haven't spoken to in a while, go to Fyxer Chat and ask it for a summary of recent interactions. It has access to your email history and meeting notes, so it can surface what was last discussed, what was agreed, and what's still outstanding. Go to [Dashboard](https://app.fyxer.com/) → Chat → and use the prompt window to ask about the client or account by name. You can also set up meeting pre-reads, so a summary of the last call shows up in your inbox 15 minutes before the call. Learn more: [**Meeting pre-reads**.](https://support.fyxer.com/article/meeting-pre-reads) {% endstep %} {% endstepper %} *** ### Power user tips **Treat custom tone as a living document**\ Your communication style evolves. Revisit your tone instructions every few months and refine based on what you've noticed the drafts getting right, and wrong. **Connect Notetaker to client meetings**\ Every client call captured in Fyxer feeds into your draft context. The more meeting history Fyxer has, the more informed your replies. Cheryl uses Fyxer for internal meetings specifically to keep her draft context current. **Be intentional about what you action**\ The goal isn't inbox zero. It's knowing with confidence that nothing important has been missed. Once you've reviewed something and it doesn't need action, mark it done and move on. *** ### Common mistakes to avoid **Treating all emails as equally urgent**\ Not everything in your inbox needs a same-day response. Setting a deliberate cadence for different categories means fewer distractions and more focus on what matters most. **Writing custom tone instructions that are too generic**\ The more specific your instructions, the less you'll need to edit. **Leaving Notetaker out of client calls**\ Meeting context directly improves draft quality. If Fyxer knows what was discussed, agreed, and promised, it writes better follow-ups. Use Notetaker consistently and your drafts get better automatically. *** ### Result: a full day that feels different Relationship management is high-stakes communication at volume. Fyxer doesn't reduce the volume, but it resets the focus. As Cheryl puts it: the day is still full. It's just full of the right things. # Fyxer for recruiters For headhunters, agency recruiters, executive search consultants, and talent acquisition professionals. ### Built for the pace of recruitment Recruitment doesn't slow down. Roles open, candidates apply, clients chase, interviews stack up, and every unanswered email is a candidate lost or a client relationship cooling. Mark, a headhunter specialising in games and tech, runs up to 100 meetings in a fortnight. Fyxer is how he keeps up: > "As a headhunter, I need to be better than any internal recruiter: quick, and able to output a lot." This workflow shows how to set Fyxer up for the pace and volume of a recruitment inbox. *** ### What you'll achieve With this workflow, you can: * Keep your candidate pipeline visible and moving * Draft outreach and follow-up emails without starting from scratch * Make sure no candidate or client email gets missed * Build a **custom tone** that matches how you communicate with candidates and clients *** ### When to use this workflow This workflow is ideal if: * You're managing multiple roles simultaneously with a high volume of candidates * Your inbox is a mix of candidate applications, client updates, and interview logistics * You need to follow up quickly to stay ahead of competing recruiters * You find promising candidates slipping through the gaps during busy periods *** ### Customer insight Mark runs a boutique recruitment desk in games and tech. At peak, he's managing leadership hires with dozens of candidates per role. > "If I had to make notes and do all the admin, I could never do as many meetings as I do...I've got all these amazing leadership roles where you just want to speak to everyone who's applied." He pays for Fyxer out of his own pocket because the return is that clear. *** ### Step-by-step workflow {% stepper %} {% step %} #### Step 1: set up category overrides for candidate emails In a busy recruitment inbox, miscategorization is a real risk. A candidate reply landing in the wrong category means a missed follow-up, and potentially a lost placement. Go to [Dashboard](https://app.fyxer.com/) → Categorization → Advanced → Custom rules. Add rules for: * Key client domains, so their emails always land in **To do/To respond** * Candidate email addresses you're actively working with * Job board notification addresses, so they route to the right category Mark's approach: anything from an active candidate or client gets a custom rule set so it lands in **To do/To respond**. All the other inbox noise – marketing emails, alerts – goes where Fyxer puts it. {% endstep %} {% step %} #### Step 2: set your custom tone for recruitment communication Recruiters send a high volume of detail-heavy emails: role requirements, candidate profiles, interview logistics, next steps. Custom tone instructions help Fyxer understand what matters most in your world, so every draft surfaces the right information in the right order. Fyxer already has your email history to draw on, but the more specific your instructions, the better it uses that context. Go to [Dashboard](https://app.fyxer.com/) → Drafts → General → Custom tone and select **Enable custom instructions**. Here's an example that you can customize: "I work in \[industry] recruitment, typically placing \[junior/mid/senior/executive] roles. My clients are \[describe client type] and my candidates are \[describe candidate type]. The pace of my market is \[fast-moving/relationship-led/highly competitive]. Always highlight the single most important next step at the start of the reply. Include key details relevant to the recruitment process: role fit, availability, location, and timelines. Reference previous communications where relevant. Keep replies concise and easy to scan, and use bullet points when listing multiple items. Focus only on what's essential for moving the process forward. Use direct, professional language that builds confidence and keeps the process moving. Never use filler phrases or unnecessary preamble." {% endstep %} {% step %} #### Step 3: use Fyxer Chat to audit your pipeline This is the workflow Mark developed to make sure no candidate falls through the gaps, especially during high-volume periods. Instead of manually scrolling back through weeks of emails, ask Fyxer Chat to do the audit for you. Go to [Dashboard](https://app.fyxer.com/) → Chat. In the prompt box, paste the following: "Review my inbox for the past \[X] days and identify any candidate or client emails I haven't replied to yet. Prioritise by urgency and output as a list." Start simple, then layer in more specific conditions as you get comfortable with how Chat responds. Make sure you rename the chat thread so you can find it again – click the three dots next to the title and select Rename. {% endstep %} {% step %} #### Step 4: use follow-up drafts to keep candidates warm Go to [Dashboard](https://app.fyxer.com/) → Drafts → General → select **Enable follow-up drafts** and set your preferred timeframe. For recruitment, a two to three day follow-up cycle is usually right, but you can adjust this based on the dynamics of your industry. Add a note to your **custom tone** instructions for how follow-ups should read, for example: "Follow-ups to candidates should feel warm and proactive." {% endstep %} {% step %} #### Step 5: draft outreach and post-interview emails with Fyxer Chat After a screening call or interview, go to Chat and ask it to draft the follow-up while the conversation is still fresh. Go to [Dashboard](https://app.fyxer.com/) → Chat and use these example prompts: * "Draft a follow-up to \[candidate name] confirming next steps after today's screening call" * "Write an outreach email to a senior candidate for a \[role] position. Tone: warm, direct, brief" * "Draft a client update summarising the shortlist from this week's calls" Fyxer pushes the draft straight to your Gmail or Outlook drafts folder. Review, edit lightly, and then send. {% endstep %} {% endstepper %} *** ### Power user tips **Use Chat as a recruitment assistant, not just a drafting tool**\ The pipeline audit in step 3 is just one example. You can ask Chat to summarise all calls for a specific role, pull context on a candidate before a call, or identify which clients haven't heard from you this week. **Rename your Chat threads**\ If you build a prompt that works well, like the pipeline audit example, rename the thread so you can find and reuse it. Click the three dots next to the title and select **Rename**. **Keep your rules current**\ As you take on new roles and clients, add custom rules for their domains. Five minutes of setup prevents miscategorization when volume spikes. *** ### Common mistakes to avoid **Relying on memory to track candidate follow-ups**\ At high volume, memory fails. The pipeline audit in step 3 is designed specifically for this – schedule in a reminder to use it at least once a week during busy periods. **Not connecting Notetaker to candidate and client calls**\ Meeting context directly improves draft quality. If Fyxer has notes from a screening call or client briefing, follow-up drafts will be significantly more specific and accurate. Recruiters who use Notetaker consistently get noticeably better drafts, and spend less time adding context manually. **Setting your draft expiry window too short**\ Recruitment timelines can stretch and stall – a role goes quiet, a candidate goes on holiday, a client pushes the process back. If your draft deletion window is set too short, follow-up drafts can disappear before you've had a chance to action them. Set it to match the longest realistic gap in your process so nothing drops off at the wrong moment. Learn more: [**Set a retention period for unused drafts**.](https://support.fyxer.com/article/how-often-drafts-appear-and-how-long-theyre-kept#set-a-retention-period-for-unused-drafts) *** ### Result: more placements, less admin Recruitment is a volume game where relationships win. Fyxer handles the throughput so you can focus on the conversations that move roles forward. Without it, keeping pace simply wouldn't be possible. # Fyxer for real estate For estate agents, property consultants, buyer's agents, and commercial property professionals. ### Built for the demands of real estate Real estate runs on speed. And when you're out on viewings all day, your inbox doesn't wait. Inquiry emails stack up. Post-viewing follow-ups slip. A potential buyer who emailed three hours ago moves on. As Seth Siegler, Chief Innovation Officer at eXp, puts it: > "Fyxer makes my email a usable channel. It was almost a lost channel before Fyxer." This workflow shows how to set Fyxer up so you never miss the next inquiry, even when you're away from your desk. New to Fyxer? [**See how agents at Knight Frank and eXp are using it.**](https://www.fyxer.com/teams/real-estate) *** ### What you'll achieve With this workflow, you can: * Make sure buyer and seller inquiries surface immediately, every time * Stay on top of post-viewing follow-ups * Let clients book viewings and calls directly, without the back-and-forth * Surface the right information from complex, multi-party threads mid-deal *** ### When to use this workflow This workflow is ideal if: * You spend most of your day out of the office and need to act quickly between viewings * Important follow-ups are falling through the gaps during busy periods * You need to reply fast to stay ahead of other agents *** ### Customer insight Agents who use Fyxer stay on top of their inbox, without it consuming their day. Erik Peterson, Founder and Team Leader at Proven Realty, felt it instantly: > "Email has always been something that bogged me down. And immediately it just felt like the weight of the world was lifted off my shoulders." *** ### Step-by-step workflow {% stepper %} {% step %} #### Step 1: set up category overrides for inquiry emails A missed inquiry is a missed opportunity. Set up rules to make sure the most important ones always get a response. Go to [Dashboard](https://app.fyxer.com/) → Categorization → Advanced → Custom rules. Add rules for: * Key client emails addresses for buyers, sellers, and active prospects, so their emails always land in **To do/To respond** * Legal representative and mortgage broker email addresses for deals in progress * Property portal notifications, so new inquiry alerts surface in the right place and don't get buried The goal: when you open your inbox between viewings, the emails that need your attention are easy to track. {% endstep %} {% step %} #### Step 2: use follow-up drafts to stay on top of viewings and check-ins Post-viewing follow-ups are where deals are won or lost, and they're easy to miss when you're back at your desk with a full inbox. Go to [Dashboard](https://app.fyxer.com/) → Drafts → General → Enable follow-up drafts and set your preferred timeframe. For real estate, a one to two day follow-up cycle is usually right. Fyxer will draft the follow-up before you've even had to think about it. Review, edit if needed, and send. {% endstep %} {% step %} #### Step 3: add your scheduling link so clients can book directly Booking meetings takes up valuable time. The fix is simple. Add your Fyxer scheduling link to your email signature so clients and prospects can book a time without the email exchange. To customize your scheduling link, go to [Dashboard](https://app.fyxer.com/) → Scheduling and configure your availability windows, buffer time between appointments, and add any minimum notice period. Then copy the link. Add it to your Gmail or Outlook signature as a clean, direct line: "Book a call or viewing: \[your link]." When someone clicks it, they see your real availability, pick a time, and it lands straight in both calendars. Learn more: [**Set up your personal scheduling link.**](https://support.fyxer.com/article/set-up-your-personal-scheduling-link) **Bonus tip**: go to [Dashboard](https://app.fyxer.com/) → Scheduling → Drafts and make sure you've got the first two settings toggled on. Your scheduling link will also be included in Fyxer drafts when meeting requests are detected. {% endstep %} {% step %} #### Step 4: use Fyxer Chat to search across threads mid-deal Property deals involve a lot of people across a lot of threads and key details become scattered across weeks of email. When you need to find something fast, don't scroll. Ask Fyxer Chat. Go to [Dashboard](https://app.fyxer.com/) → Chat and use prompts like: "What's the latest status on \[property address] from the buyer's legal representative?" "Summarize all emails about \[client name] in the last two weeks" "Have I had any replies from \[mortgage broker/legal representative name] that I haven't responded to?" Fyxer Chat looks across your full inbox history and recorded meeting notes and surfaces the answer directly. This is how you stay across everything without losing time to manual searching. Rename useful Chat threads so you can find them again – click the three dots next to the title and select **Rename**. {% endstep %} {% endstepper %} *** ### Power user tips **Use Notetaker for every call and meeting**\ If Fyxer has notes from a valuation call or buyer consultation, follow-up drafts will be noticeably more specific. You can even use it to record meetings when you're out and about. Learn more: [**Record in-person meetings on your phone.**](/workflows/fyxer-in-practice/workflows-by-use-case/record-in-person-meetings-on-your-phone) **Keep your custom rules current**\ As new deals come in, add rules for new contact emails and domains. A few minutes of setup each week prevents a new inquiry getting misfiled when you're out of the office. **Use Chat for a weekly pipeline audit**\ At the end of each week, prompt Fyxer Chat to: "Review my inbox for the past 7 days and flag any buyer or seller threads I haven't replied to." It takes 30 seconds and catches anything that's slipped. *** ### Common mistakes to avoid **Not setting follow-up drafts for post-viewing threads**\ This is the most common gap. The viewing goes well, the follow-up doesn't happen fast enough, and the buyer goes cold. Enable follow-up drafts with a short window to make sure nothing gets missed. **Setting draft expiry too short**\ Property timelines stretch, so set your draft retention window to match the longest realistic gap in your pipeline. Go to [Dashboard](https://app.fyxer.com/) → Drafts → General → Draft settings and amend the timeframe to avoid Fyxer drafts being deleted prematurely. **Not using Notetaker**\ Agents who connect Notetaker to calls consistently get better drafts and spend less time adding context. If Fyxer was in the meeting, it knows what was said. Learn more: [**Get to know Notetaker.**](https://docs.fyxer.com/using-fyxer/get-to-know-notetaker) *** ### Result: more deals, less inbox Real estate moves fast, and email shouldn't be what slows you down. With Fyxer, your inbox is organized before you open it, drafts are ready when you need them, and nothing slips between viewings. Max Beard, Associate Partner, Innovation at Knight Frank, describes the impact: > "Fyxer saved me an hour and a half last week. It integrates really nicely with my workflow." # Fiona's story How Fiona runs a small agency like a big one. Fiona is Head of Operations at Ballpoint Creative Agency in London. When they started scaling up content creator work, managing emails became a problem. Replies were falling behind, and opportunities were getting missed. She started using Fyxer. It learned how she'd been running communications at the agency for three years, and quietly took on the load. **Now her team produces the same volume of work as agencies with 60+ staff**, and she has the headspace to focus on the bigger picture work she was brought in to do. *** {% embed url="" %} *** ### How Fiona did it, and how you can too Fiona mentions training Fyxer on everything she'd already built for the agency over three years. Here are a few specific settings that you can replicate. *** #### 1. Tell Fyxer who you are and how you communicate Fiona works at a creative agency so her tone, her client relationships, and the way she phrases things matter. Rather than letting Fyxer guess, you can **add custom tone instructions** that tell it exactly how you work: your role, the kind of people you email, your level of formality, and anything you always, or never, say. For example: "I'm the Head of Operations at a creative agency. I email content creators, brand partners, and clients. My tone is warm but direct. I never use jargon. I always sign off with my first name." * Go to [Dashboard](https://app.fyxer.com/) → Drafts → General → Custom tone * Learn more: [**Make your drafts sound more like you**](https://support.fyxer.com/article/make-your-drafts-sound-more-like-you) *** #### 2. Upload your agency's key documents Fiona had three years' worth of systems, processes, and context built up. By uploading documents like rate cards, briefs, FAQs, or proposal templates, Fyxer has references when drafting replies, so the answers it writes are actually accurate to your business. * Go to [Dashboard](https://app.fyxer.com/) → Drafts → Custom files * Learn more: [**Upload documents to improve draft accuracy**](https://support.fyxer.com/article/upload-documents-to-improve-draft-accuracy) {% hint style="info" %} This feature is available on Pro accounts. {% endhint %} *** #### 3. Set rules for how your inbox is organized If you already have specific senders or emails you want handled a certain way, custom rules let you assign email addresses, domains or subject lines to specific categories. * Go to [Dashboard](https://app.fyxer.com/) → Categorization → Advanced → Custom rules * Learn more: [**Setting up custom rules**](https://support.fyxer.com/article/setting-up-custom-rules-in-fyxer) *** #### 4. Send drafts, don't skip them Fyxer learns from your sent mail. The fastest way to speed this up is to review, edit where needed, and send – rather than rewriting from scratch. Every sent draft helps Fyxer get to know your voice a little better. Fiona mentions that Fyxer even improved some of her communications along the way. *** ### The result for Fiona? A day back every week. More time on strategy. As Fiona puts it: > "We're able to do the same volume of work, if not more, than some of the really big agencies out there with 60+ members of staff." # Marisa's story How Fyxer runs her inbox so Marisa can run her company. Marisa is co-founder of PerfectTed, the world's largest matcha brand. Running a fast-growing startup means constant context switching: supply chain one minute, sales the next. Email was the thing she couldn't get on top of. Until she found Fyxer. Now **Fyxer saves her several hours a day** to focus on the things she loves and is uniquely positioned to do. *** {% embed url="" %} *** ### How to get time back like Marisa Marisa's use case is classic founder chaos: high volume, high context-switching, emails that need real responses buried under ones that don't. These three settings can make a difference. *** #### 1. Make sure the right emails always get a draft Custom rules let you tell Fyxer which senders or email types should always get a response, so nothing important is missed and every email that matters has a draft waiting for you. * Go to [Dashboard](https://app.fyxer.com/) → Categorization → Advanced → Custom rules * Learn more: [**Setting up custom rules in Fyxer**](https://support.fyxer.com/article/setting-up-custom-rules-in-fyxer) *** #### 2. Remove the noise from your inbox Make sure your inbox only surfaces the emails that matter by keeping the most important categories in and moving ones like marketing and notifications out. * Go to [Dashboard](https://app.fyxer.com/) → Categorization → Move these out of my inbox * Learn more: [**Fyxer email categorization handbook**](https://support.fyxer.com/article/fyxer-email-categorization-handbook) *** #### 3. Let Fyxer take your meeting notes As Marisa says, anyone can take meeting notes, so don't let it be you. Connect your calendar and Notetaker will join your calls automatically, capture what was said, and send you a summary afterwards. * Go to [Dashboard](https://app.fyxer.com/) → Notetaker * Learn more: [**Get to know Notetaker**](https://docs.fyxer.com/using-fyxer/get-to-know-notetaker) *** ### The result for Marisa? Several hours back every day. Time to focus on what only she can do. As Marisa says: > "Anyone can write an email or anyone can take meeting notes, but only you are uniquely positioned with your skill set to sell that product or service." # I’m setting up my team Roll out Fyxer, manage settings, and get your team up to speed. ### What you'll learn In this section: * **Onboard** your team and **manage** accounts * **Set permissions** and **security** settings * Use **scheduling** features for teams *** ### Let's go
Cover image
  1. Onboard your team
Get your team up and running in minutes./files/pUQGhSKo86SyX4hxKRz5/pages/SSs1wfxHJkorF31ya5M7
  1. Manage roles and permissions
Understand who can do what, and what stays private./files/webij2WMcogtsYuPvINz/pages/lnDo2k39mgyooQmy3mGR
  1. Set admin controls
Manage org-wide settings, Notetaker defaults, and Enterprise features./files/6x2vNNSQKPIB6JCAEH7G/pages/McnvKuTXliKJO6W0955x
  1. Team scheduling and resources
Coordinate team meetings, manage scheduling modes, and share resources across your team./files/zxhFhfNLxCtYbTsMnSm7/pages/vyTFfY3LbRSYsh18J8Cw
  1. Security and data
How Fyxer handles your team's data and what you can control./files/3LjIUSszQyIyUkeU2UyC/pages/22LTBp1u0uJ4QWz9mhrL
  1. Roll out Fyxer
Communicate the rollout, set expectations, and drive adoption across your team./files/waaBM7PpenVTbi86dGpu/pages/M4D5QaiGrTIcZa5MyPHW
*** ### Common team onboarding questions
Why were team members added and billed without my approval? Fyxer automatically adds anyone who signs up with your company's email domain to your organization. When a new user joins this way, the organization admin receives a notification email. To turn this setting off: 1. Go to [**Dashboard**](https://app.fyxer.com/) **→ Admin settings → Organization** 2. Find **"Automatically add users for this domain"** 3. Toggle it **off** 4. Select **Update preferences** Do this early in your setup. If you've already been charged for unexpected seats, contact support, who can review your billing. Learn more: [**Auto-add users with domain: what it is, why it adds seats, and how to turn it off.**](https://support.fyxer.com/article/auto-add-users-with-domain-what-it-is-why-it-adds-seats-and-how-to-turn-it-off)
How do I prepare my IT team before rolling out Fyxer to Outlook users? If your team uses Microsoft 365/Outlook, your IT admin needs to approve Fyxer before anyone can connect their email. Without this, every user hits an "Admin approval required" error, which wastes trial time. Ask your IT admin to follow the steps in the [**Outlook admin setup guide.**](https://support.fyxer.com/article/admin-setup-guide-how-to-approve-fyxer-in-microsoft-365) Fyxer is a verified Microsoft partner and can typically be approved in minutes. There's more information on Fyxer's security policies in the [Fyxer Trust Center](https://trust.fyxer.ai/).
Which Outlook version should my team use? **Best performance:** * Outlook Web (browser-based) – highly recommended * New Outlook for Mac or Windows – stable and reliable * Outlook Desktop (Mac) – fully supported **Functional, but less reliable:** * Classic Outlook (legacy desktop version for Windows) – works for some features, but can be less stable **Not supported:** * Apple Mail (macOS/iOS Mail app) * Third-party clients (e.g. Thunderbird, Notion Mail, Spark, Superhuman) * On-premise or hybrid Exchange servers (limited API support) Learn more: [**Using Fyxer with Outlook: supported versions and best settings.**](https://support.fyxer.com/article/using-fyxer-with-outlook-supported-versions-and-best-settings)
What security certifications does Fyxer hold? * **SOC 2 Type II**: audited controls for security, availability, and confidentiality * **ISO/IEC 27001**: international information security management standard * **GDPR compliant**: for EU data protection requirements * **HIPAA eligible**: for healthcare organizations on Enterprise plans * **CASA Tier 2**: Cloud Application Security Assessment Customer data is never used to train external AI models and is never sold or shared with third parties. Direct your security team to the [Fyxer Trust Center](https://trust.fyxer.ai/). If you need a formal security questionnaire, SOC 2 report, or DPA, contact
How do I manage admin access? Fyxer has three roles: Super Admin, Team Admin and Member. To view and change roles, go to [**Dashboard**](https://app.fyxer.com/) **→ Admin settings → People → Members**. Super Admins can promote or demote users from the role dropdown. Changes take effect immediately. If the person who set up your organization is leaving, transfer Super Admin access before they go. A Super Admin can only demote themselves if at least one other Super Admin exists. If your only admin has already left, contact Learn more: [**Managing users and teams in your organization.**](https://support.fyxer.com/article/managing-users-and-teams-in-your-organization-super-admins)
How does billing work when I add or remove team members? Fyxer uses per-seat billing. Every user, including the admin, counts as one seat. **Adding members mid-cycle** You're charged a prorated amount for the remaining days in that billing cycle. Add someone halfway through the month, and you pay half the monthly seat price for that first period. **Removing members** No refunds are issued. Instead, a prorated credit is applied to your account and used toward future invoices. Access is revoked immediately. View your seat count and billing details at [**Dashboard**](https://app.fyxer.com/) **→ Admin settings → Billing**. Learn more: [**How Fyxer billing works.**](https://support.fyxer.com/article/how-team-billing-works-per-seat-pricing-explained)
Why aren't my team invitations being received? **Check the status first** Go to [**Dashboard**](https://app.fyxer.com/) **→ Admin settings > People > Invites**. You can see pending invitations, resend them, or copy the invite link to share directly. **Common reasons invitations fail** * **The invitation went to spam**: ask the team member to check their spam or junk folder for an email from Fyxer * **The user already has an account**: if they previously signed up with a different method (e.g. Google instead of Microsoft), they need to sign in with their original method. Duplicate accounts aren't permitted. * **Auto-add conflict**: if auto-add is enabled, the user may already be in your organization. Check the Members tab to confirm * **Invite link expired**: generate a fresh link from the **Invites** tab and share it directly If the issue continues, contact
Does Fyxer work with shared mailboxes? Fyxer is designed for individual inboxes and calendars, even when used in a team. Learn more: [**Does Fyxer work with shared inboxes or shared mailboxes?**](https://support.fyxer.com/article/does-fyxer-work-with-shared-inboxes-or-shared-mailboxes)
*** ### All set? Your team is ready to go. Check the [knowledge base](https://support.fyxer.com/) if you need more help or get in touch with # Onboard your team Get your team set up and saving time in a few simple steps. {% hint style="success" %} * [Before you start](#before-you-start) * [Invite your team](#invite-your-team) * [What your team can expect in week one](#what-your-team-can-expect-in-week-one) * [Roles at a glance](#roles-at-a-glance) {% endhint %} ### Before you start A few things worth knowing before you invite anyone: **Each person uses their own inbox and calendar** Fyxer is not a shared inbox – teammates can only see their own emails, drafts, and meeting notes. **Inviting team members affects your billing** Each new user adds a seat to your subscription. Learn more: [**How Fyxer billing works (plans, seats and charges).**](https://support.fyxer.com/article/how-fyxer-billing-works-plans-seats-charges) **Check your auto-add domain setting first** By default, Fyxer can automatically add anyone who signs up with your email domain, which can create unexpected charges. Go to [Dashboard](https://app.fyxer.com/) → Admin settings → Organization and review the **Automatically add users with domain** toggle before you begin. As the organization admin, you will receive a notification email when a new person joins via auto-add. Learn more: [**Auto-add users with same domain.**](https://support.fyxer.com/article/auto-add-users-with-domain-what-it-is-why-it-adds-seats-and-how-to-turn-it-off) *** ### Invite your team {% stepper %} {% step %} #### Step 1: open team settings Go to your [Dashboard](https://app.fyxer.com) → Admin settings → People. You'll see three tabs: **Members** (current users), **Teams** (optional groupings), and **Invites** (where you send and track invitations). {% endstep %} {% step %} #### Step 2: send your invitations 1. Click the **Invite teammates** button, top right of the Dashboard 2. Enter their email address 3. Choose their role: * **Super admin**: can invite or remove users, manage billing, and control organization settings * **Member**: can use Fyxer with their own inbox and calendar; can't change billing or team settings 4. Click **Invite** Each invited person receives an email with a link to join. Once they accept, they move automatically from the **Invites** tab to the **Members** one. **Note**: buying seats doesn't automatically add users. You still need to send invitations. {% hint style="info" %} What about the **Team admin** role? Team admin is assigned separately, as it only exists within a team, not at the organization level. Once you've [created a team](#create-a-team), you can nominate a **Team admin** from within it. {% endhint %} {% endstep %} {% step %} #### Step 3: share this with your team Once your invitations are out, send your team the individual setup guide so they can hit the ground running. Each team member needs to: * Connect their email account * Connect their calendar * Spend 5-10 minutes in the Dashboard customising their preferences Share this quick [**Setup checklist**](/get-started/checklist) with them. {% endstep %} {% endstepper %} *** ### What your team can expect in week one Fyxer works quietly in the background from day one. Here's what people typically notice first: * Their inbox is organized into categories, with the most important emails surfaced in **To do** or **To respond**, depending on their setup * Draft replies start appearing for emails that need a response * Meeting summaries and follow-up drafts arrive after calls The more each person uses Fyxer, the better it adapts to their individual style and priorities. Encourage your team to edit drafts lightly rather than rewriting them – that's how Fyxer learns fastest. *** ### Create a team Teams help you to organize your users by department, project, or function. They also allow you to unlock shared scheduling and collaboration features. Go to your [Dashboard](https://app.fyxer.com) → Admin settings → People → Teams → Create team. You can then add members and assign roles. Learn more: [**Creating and managing teams.**](https://support.fyxer.com/article/managing-users-and-teams-in-your-organization-super-admins#creating-and-managing-teams) *** ### Roles at a glance | Action | Super admin | Team admin | Member | | ------------------------------------- | ----------- | ---------- | ------ | | Use Fyxer with own inbox and calendar | ✓ | ✓ | ✓ | | Invite users | ✓ | ✓ | ✓ | | Remove users | ✓ | ✓ | — | | Manage team feature settings | ✓ | ✓ | — | | Manage billing and plan | ✓ | — | — | | Org-wide settings and defaults | ✓ | — | — | Learn more: [**Teams role permissions matrix.**](https://support.fyxer.com/article/teams-role-permissions-matrix) *** ### Next up You've sent out the invitations. Now get up to speed on permissions. * Next: [**Permissions and roles**](/teams-and-admins/permissions-and-roles) # Permissions and roles Understand who can do what, and what stays private. {% hint style="success" %} * [How roles work](#how-roles-work) * [How to change someone's role](#how-to-change-someones-role) * [What your team can and can't see](#what-your-team-can-and-cant-see) * [Common scenarios](#common-scenarios) * [A note on shared inboxes](#what-your-team-can-and-cant-see) {% endhint %} ### How roles work Fyxer uses three roles. Every person in your organization is assigned one. You can check your own role at any time: go to your [Dashboard](https://app.fyxer.com) → Settings → People and look next to your name. #### Super Admin Full control over the organization: manages users, billing, org-wide settings, and feature defaults. Typically the person who set up the account. #### Team Admin Manages specific teams or departments. Can invite and remove members, configure team-level settings, but cannot change billing or org-wide defaults. #### Member Standard access. Can use all of Fyxer's personal features and invite new members, but cannot manage other users or change any settings beyond their own. Learn more: [**Teams role permissions matrix.**](https://support.fyxer.com/article/teams-role-permissions-matrix) *** ### How to change someone's role To change someone's role from **Member** to **Super Admin**, or vice versa, go to [Dashboard](https://app.fyxer.com) → Admin settings → People → Members, find the user, and select their new role from the dropdown. The **Team Admin** role is assigned separately from within a team. Go to [Dashboard](https://app.fyxer.com) → Admin settings → People → Team, open the relevant team, and nominate a Team Admin from there. A few things to bear in mind: * You can assign roles up to, but not exceeding, your own level. For example, Team Admins cannot promote anyone to Super Admin * You can have multiple Super Admins. It's worth assigning at least two, so you're not locked out of billing and org settings if one person leaves the company * Before removing the last Super Admin from an account, promote someone else first, or you'll lose access to billing and org settings *** ### What your team can and can't see **Fyxer is private by default.** Being in the same organization does not give teams visibility into each other's work. Each person can only see their own: * Emails and inbox categories * Drafts * Meeting recordings, transcripts, and summaries * Scheduling activity **This applies to admins too.** Super Admins control settings and billing, but they cannot read member inboxes, view drafts, or access meeting notes that aren't their own. The only information visible across the organization is basic account details: the organization name, a list of members (names and email addresses), and each person's role. Learn more: [**What team members can and can’t see.**](https://support.fyxer.com/article/what-team-members-can-and-cant-see) *** ### Common scenarios * **Someone leaves the company**: remove them from [Dashboard](https://app.fyxer.com) → Admin settings → People → Members. Their seat is freed immediately. Invite their replacement when ready * **Someone changes department**: update their team assignment in [Dashboard](https://app.fyxer.com) → Admin settings → People → Teams, and adjust their role if needed * **Someone created a duplicate account**: contact so the team can merge accounts and preserve data * **Someone can't access their account**: check they're using the correct email address, verify their invitation was accepted, and confirm they haven't been accidentally removed *** ### A note on shared inboxes Fyxer connects to individual inboxes only, with one Gmail or Outlook account per user. Shared or group mailboxes (info@, sales@, support@) are not supported. Learn more: [**Does Fyxer work with shared inboxes or shared mailboxes?**](https://support.fyxer.com/article/does-fyxer-work-with-shared-inboxes-or-shared-mailboxes) *** ### Next up You're up to speed on permissions. Now learn about admin controls. * Next: [**Admin controls and settings**](/teams-and-admins/admin-controls-and-settings) # Admin controls and settings A guide to the org-wide settings only Super Admins can access and control. {% hint style="success" %} * [Where admin controls live](#where-admin-controls-live) * [Org-wide product settings](#org-wide-product-settings) * [Notetaker admin settings](#notetaker-admin-settings) * [Enterprise features](#enterprise-features) {% endhint %} ### Where admin controls live Super Admins have access to a dedicated section in the Dashboard that regular members don't see: **Admin settings**. From here you can manage: * **Organization:** org-wide defaults and advanced settings * **People**: users, roles, teams, and invitations * **Product**: enable or disable features at an organization level * **Billing**: subscription, seats, and plan changes *** ### Org-wide product settings Go to [Dashboard](https://app.fyxer.com/) → Admin settings → Product to control which Fyxer features are active across your organization. You can enable or disable: * **Notetaker**: whether meetings are recorded and summarized * **Categorization**: whether emails are sorted into categories * **Drafts**: whether Fyxer generates draft replies These toggles apply across the whole organization. Individual users can adjust their own preferences within whatever you've enabled, but they can't turn on a feature you've switched off. If your organization already uses a third-party email signature tool like Exclaimer, Letsignit, or Signature 365, you can also disable email signatures from appearing in Fyxer drafts. Learn more: [**Email signatures: setup and troubleshooting.**](https://support.fyxer.com/article/email-signatures-setup-and-troubleshooting) *** ### Notetaker admin settings Once enabled, there are a small number of org-wide defaults you can set in Notetaker. Go to [Dashboard](https://app.fyxer.com/) → Notetaker, then select the settings gear icon in the top right. Most Notetaker settings are user-level and can't be set globally, but there are two worth configuring at the admin level: #### Notetaker appearance Set a custom image so that when Notetaker joins a meeting it looks consistent and on-brand, rather than appearing as a generic bot. In Notetaker settings, scroll down to Notetaker appearance and toggle off the **Hide Notetaker image** option. This will allow you to upload a custom image. #### Recording retention This is one of the most important admin settings to get right, and one of the easiest to get wrong. Retention controls how long recordings are stored before they're automatically deleted. The critical thing to understand is that **retention settings apply retroactively**. If you change from "Never" to "7 days", Fyxer doesn't just apply that rule going forward – it immediately deletes everything older than 7 days, including recordings your team may already be relying on. Deletions are automatic and cannot be undone. If your organization has a compliance requirement around how long recordings should be kept, or how quickly they should be deleted, this is the setting to configure. You'll find this feature within Notetaker settings, just under Notetaker appearance. Communicate any change to your team *before* you make it, and make sure anyone who needs older recordings has reviewed or exported them. {% hint style="warning" %} **Retention changes apply retroactively and deletions cannot be undone**. Review with your team before changing this setting. {% endhint %} *** ### Enterprise features On eligible Enterprise plans, Super Admins have access to additional controls. If you would like access to any of these features, please [book a chat with our Sales team](https://www.fyxer.com/sales). #### Managed settings Set feature defaults and control what members can change across your organization. Manage which features are enabled, how they behave, and which integrations members can access. Go to Dashboard → Admin settings → Managed settings. Learn more: [Managed settings: control features and defaults for your organization.](https://support.fyxer.com/article/managed-settings-admin-controls) #### Member connection status See at a glance which members have their inbox and calendar connected. Quickly spot anyone who's disconnected or revoked before it affects their experience. Go to Dashboard → Admin settings → People → Members. Learn more: [Check which team members have their email and calendar connected.](https://support.fyxer.com/article/check-member-connection-status) #### Auto-connect onboarding Automatic connection of inboxes and calendars for new members invited to your organization as part of the signup flow – no manual setup required. Learn more: [Auto-connect onboarding for Enterprise organizations.](https://support.fyxer.com/article/auto-connect-onboarding-enterprise) #### SCIM and SSO Enterprise plans include identity provider integration for automated user provisioning and single sign-on. Learn more: * [Setting up single sign-on (SSO) for your organization](https://support.fyxer.com/article/setting-up-sso-for-your-organization) * [Enforcing SSO and managing sign-in for your domain](https://support.fyxer.com/article/enforcing-sso-and-managing-domain-sign-in) * [SCIM provisioning: automatically sync users and groups](https://support.fyxer.com/article/scim-provisioning-sync-users-and-groups)
#### AI processing exclusion list To stop Fyxer processing any emails or meetings from a specific email domain or contact, add them to the AI processing exclusion list. Emails from these domains will be excluded from AI processing and Notetaker won't join meetings that have attendees from these domains. Subdomains are also excluded. You set the rule once and it applies automatically for everyone. Go to: [Dashboard](https://app.fyxer.com/) → Admin settings → Organization → Advanced → AI processing exclusions. *** ### Next up Learn about team scheduling and other shared resources. * Next: [**Team scheduling and resources**](/teams-and-admins/team-scheduling-and-resources) # Team scheduling and resources Use Fyxer to coordinate team meetings, distribute inbound bookings, and share resources – without the back-and-forth. {% hint style="success" %} * [Two ways to use team scheduling](#two-ways-to-use-team-scheduling) * [Who can set up team scheduling](#who-can-set-up-team-scheduling) * [Shared custom files](#shared-custom-files) {% endhint %} ### Two ways to use team scheduling Fyxer has two distinct team scheduling features. They solve different problems, so it's worth knowing which to use when. **Round robin (default)**: one external guest books with one team member. Fyxer assigns the meeting automatically based on availability, distributing meetings fairly across the team. The guest doesn't choose who they meet – Fyxer handles it.
Distribute meetings automatically with round robin Round robin is designed for customer-facing teams where you want meetings distributed fairly without manual coordination. When someone books via your team scheduling link: 1. Fyxer checks availability across the team 2. One available team member is automatically assigned 3. Calendar invites are sent automatically 4. Notetaker joins the meeting (if enabled for your org) To share the link: go to [Dashboard](https://app.fyxer.com/) → Scheduling → Teams, select your team, pick a meeting duration, and copy the link. Share it in emails, on your website, or in your CRM. Learn more: [**Team scheduling: round robin (assign automatically).**](https://support.fyxer.com/article/team-scheduling-round-robin-assign-automatically)
**Choose specific team members**: when round robin is turned off, specific or multiple team members can be picked. Fyxer then shows times when all selected people are free.
Book time with specific or multiple team members Use this when a meeting needs specific or multiple team members. Fyxer finds times when all those selected are free and only shows those slots, so whether it's an external guest booking in or a team member coordinating internally, no one has to chase availability across multiple people manually. Good use cases: * An external guest booking a workshop, a stakeholder call, or a multi-person sales meeting * A team member who needs to find a time that works across the whole team internally {% hint style="info" %} Be selective – the more people required, the harder it is to find overlap. {% endhint %} Learn more: [**Team scheduling: book with specific or multiple team members.**](https://support.fyxer.com/article/team-scheduling-book-with-specific-or-multiple-team-members)
Both modes use the same team scheduling link, accessed from [Dashboard](https://app.fyxer.com/) → Scheduling → Teams. **To switch modes** go to [Dashboard](https://app.fyxer.com/) → Scheduling → Teams, select your team, and click the settings gear. Toggle **"Book with any available team member"** on or off. *** ### Who can set up team scheduling Only admins can create and configure teams. Members can participate once added, but cannot edit scheduling behavior. To create a team, go to [Dashboard](https://app.fyxer.com/) → Admin settings → People → Teams → Create team. Add members, assign a **Team admin** if needed, and the scheduling link is ready to share. **Make sure all team members have their calendars connected** before going live, as Fyxer can only show availability for connected calendars. *** ### Shared custom files If your team regularly answers the same questions over email – pricing, proposals, product details – shared custom files help Fyxer draft more accurate replies automatically. Any team member can upload a reference document and toggle **Share with organization** to make it available across the team. Fyxer then pulls from those files when generating drafts for relevant incoming emails. Go to [Dashboard](https://app.fyxer.com/) → Drafts → Custom files to upload and manage files. Good candidates for shared files are: pricing sheets, RFP templates, product briefs, contracts, FAQs. Learn more: [**Upload documents to improve draft accuracy.**](https://support.fyxer.com/article/upload-documents-to-improve-draft-accuracy) *** ### Next up Ready to learn how Fyxer handles your team's data and what you can control?
* Next: [**Security and data**](/teams-and-admins/security-and-data) # Security and data What you need to know about how Fyxer handles your team's data – and what you can control. {% hint style="success" %} * [The short version](#the-short-version) * [What Fyxer accesses and why](#what-fyxer-accesses-and-why) * [AI training and your data](#ai-training-and-your-data) * [Privacy within your team](#privacy-within-your-team) * [Certifications and compliance](#certifications-and-compliance) * [Where data is stored](#where-data-is-stored) * [What happens when someone leaves](#what-happens-when-someone-leaves) * [For your IT or security team](#for-your-it-or-security-team) {% endhint %} ### The short version Fyxer only accesses what's needed to deliver the features you enable. Your data is never sold, shared with third parties, or used to train AI models. Every team member's content stays private to them, including from admins. For the full picture, visit the [**Fyxer Trust Center**](https://trust.fyxer.ai) and [**Fyxer Security page**](https://www.fyxer.com/security)**.** *** ### What Fyxer accesses and why Fyxer connects to email and calendar to do its job. Here's what it accesses and what it's used for: **Email**: read to categorize and prioritize incoming messages, generate draft replies, and support follow-ups. Email content is processed within your account only and never shared externally. **Calendar**: used to check availability for scheduling and to draft scheduling emails. When someone books via your scheduling link, the meeting is confirmed automatically based on your availability. Outside of this, Fyxer never creates or sends calendar invites unprompted. **Meetings**: recorded and transcribed only when Notetaker is explicitly enabled. If Notetaker is off, no meeting content is recorded or processed. Recordings, transcripts, and summaries are only visible to the individual who owns the calendar event – other team members only receive the summary if the owner explicitly shares it. Learn more: * [**What Fyxer needs access to and why**](https://support.fyxer.com/article/what-fyxer-needs-access-to-and-why) * [**APIs and permissions Fyxer uses during setup**](https://support.fyxer.com/article/apis-and-permissions-fyxer-uses-during-setup) *** ### AI training and your data Fyxer does not use your emails, meetings, or documents to train public or shared AI models – now or in the future. Your data is never sold, licensed, or used to improve outputs for other customers. Fyxer does learn within each user's own account so it can improve draft tone, follow-up suggestions, and prioritization. On Starter and Professional plans, that learning is strictly individual and isolated from all other users. On Enterprise plans, Fyxer can learn patterns across a group to improve suggestions and automation, without exposing individual emails or content. Learn more: [**AI training and your data: our commitment.**](https://support.fyxer.com/article/ai-training-and-your-data-our-commitment) *** ### Privacy within your team Being in the same organization does not give team members visibility into each other's data. Every person's emails, drafts, and meeting notes are private to them. This applies to admins too: Super admins control settings and billing, but cannot read any team member's inbox, view their drafts, or access their meeting notes. Learn more: [**What team members can and can't see.**](https://support.fyxer.com/article/what-team-members-can-and-cant-see) *** ### Certifications and compliance Fyxer holds the following certifications: * **SOC 2 Type II**: audited controls for security, availability, and confidentiality * **ISO/IEC 27001**: international information security management standard * **GDPR**: compliant for all users * **HIPAA**: eligible for healthcare organizations on Enterprise plans * **CASA Tier 2**: Cloud Application Security Assessment Fyxer works with organizations in regulated industries including healthcare, legal, and financial services. If your organization requires a formal security questionnaire, SOC 2 report, or Data Processing Agreement, contact Learn more: [**Compliance and certifications.**](https://support.fyxer.com/article/compliance-and-certifications) *** ### Where data is stored Fyxer stores data in secure cloud infrastructure. For details on server locations and data jurisdiction, see: [**Where Fyxer data is stored.**](https://support.fyxer.com/article/where-fyxer-data-is-stored-server-locations-jurisdiction) It's particularly relevant if your organization has data residency requirements. *** ### What happens when someone leaves When you remove someone from your organization, their access is revoked immediately. Fyxer can no longer read, process, or generate drafts from their data. They may still see folders or labels in their inbox that Fyxer previously created. These are native to their email provider and can be removed manually. Their presence does not indicate ongoing access. Learn more: [**What happens to data after cancelling Fyxer.**](https://support.fyxer.com/article/what-happens-to-your-data-after-cancelling-fyxer) *** ### For your IT or security team Direct your security team to the [**Fyxer Trust Center**](https://trust.fyxer.ai) and [**Fyxer Security page**](https://www.fyxer.com/security) for certifications, compliance documentation, and detailed security information. For questions about data handling, security reviews, or Enterprise security requirements, contact *** ### Next up Ready to spread the word? * Next: [**Roll out Fyxer – a manager's guide**](/teams-and-admins/roll-out-fyxer-a-managers-guide) # Roll out Fyxer – a manager's guide How to communicate the rollout, set expectations, and drive adoption across your team. {% hint style="success" %} * [Before you send the invites](#before-you-send-the-invites) * [What to tell your team](#what-to-tell-your-team) * [What to expect in week one](#what-to-expect-in-week-one) * [How to check adoption](#how-to-check-adoption) * [If people aren't engaging](#if-people-arent-engaging) * [Share these resources with your team](#share-these-resources-with-your-team) {% endhint %} You've set Fyxer up. Now comes the rollout. Here's everything you need to communicate Fyxer to your team and get them up and running. *** ### Before you send the invites There are two things worth doing before anyone else joins: 1. **Check the auto-add domain setting.** By default, Fyxer automatically adds anyone who signs up with your company email domain, which can create unexpected charges. Turn it off if you want to control who joins. Go to [Dashboard](https://app.fyxer.com/) → Admin settings → Organization and toggle off "Automatically add users for this domain" 2. **If your team uses Outlook, get IT approval first.** Without it, every Outlook user hits an "Admin approval required" error when trying to connect. This wastes trial time and creates a bad first impression. Send your IT admin the [Outlook admin setup guide](https://support.fyxer.com/article/admin-setup-guide-how-to-approve-fyxer-in-microsoft-365) before you roll out. It takes minutes to approve {% hint style="info" %} The organization admin will receive a notification email when a new person joins, unless they manually invited them. {% endhint %} *** ### What to tell your team People adopt tools faster when they can clearly see the benefits and have confidence in the product. Here's what's worth communicating upfront. **What Fyxer does:** * Organizes their inbox automatically into categories, with the most important emails in **To do/To respond** * Drafts replies for emails that need a response * Records and summarizes meetings, and drafts follow-up emails * Handles scheduling links so they stop going back-and-forth on availability **What Fyxer doesn't do:** * Send emails automatically – every draft needs their review before it goes * Reveal their account data. It's not a shared inbox, so no one else can see their emails, drafts, or meeting notes * Change how they work. Fyxer runs in the background **Template message** > Hi team, > > We've just rolled out Fyxer – an AI tool that saves time on email and meetings. You should have received an invite to join. Here's what to expect: > > Fyxer will start organizing your inbox and drafting replies automatically. You'll find drafts in your inbox, attached to emails that need a response. Review them, edit if needed, and send. Your inbox stays yours: no one else can see what's there. > > Fyxer can also join your calendar meetings to record and summarize them, and draft follow-up emails afterwards. > > To get the most out of Fyxer, spend 5–10 minutes in the [Dashboard](https://app.fyxer.com) customizing your settings. You'll find this [Dashboard tour](https://docs.fyxer.com/get-started/get-started/dashboard-tour) helpful. > > Any questions, let me know. Feel free to adapt the tone to fit how your team communicates. *** ### What to expect in week one Fyxer works from day one, but it gets better over time as it learns each person's style. Here's what's normal in the first week: * **Inbox organization**: categories appear straight away. Some emails may be miscategorized initially; Fyxer learns from how people interact with them over time * **Drafts**: draft replies appear for emails in To do/To respond. They may not sound exactly right at first. Encourage your team to edit drafts lightly rather than rewrite them from scratch – that's how Fyxer learns their tone fastest * **Notetaker**: if enabled, Notetaker will join calendar meetings automatically. Team members can remove it from specific meetings they don't want recorded * **Scheduling**: scheduling links start appearing in draft emails. Team members can adjust their availability in the [Dashboard](https://app.fyxer.com/). {% hint style="info" %} A common first week issue is **drafts not appearing**. This is almost always caused by conversation view being turned off. Point anyone who has this problem to: [**Why didn't Fyxer draft an email?**](https://support.fyxer.com/article/why-didnt-fyxer-draft-an-email) {% endhint %} *** ### How to check adoption Go to [Dashboard](https://app.fyxer.com/) → Admin settings → People → Invites to see which invites are still pending. Once an invite is accepted, the user will move to the Members tab. If someone hasn't connected their tools yet, the most common reasons are: the invite went to spam, they used the wrong email address, or, for Outlook users, IT approval is still pending. *** ### If people aren't engaging Adoption issues usually fall into one of three categories: **"I don't understand what it does"** Point them to the [Explore key features](/get-started/quickstart) page and the [Dashboard tour](/get-started/dashboard-tour). **"The drafts don't sound like me"** This improves over time. Encourage them to edit drafts rather than delete them, and to add tone guidance in their Dashboard under Drafts → Custom tone. **"I don't trust it"** The privacy point is often what's holding people back. Remind them that no one, including admins, can see their emails, drafts, or meeting notes. You can also refer them to: [What team members can and can't see.](https://support.fyxer.com/article/what-team-members-can-and-cant-see) *** ### Share these resources with your team * [I'm new to Fyxer](https://docs.fyxer.com/get-started) * [Getting started videos](https://docs.fyxer.com/resources/resources/videos-and-events/getting-started) * [Help Center](https://support.fyxer.com) # Videos and events Watch on demand or join us live. Product demos, how-to guides, masterclasses, and live sessions – everything you need to get more from Fyxer. *** ### Masterclasses for new users {% columns fullWidth="true" %} {% column %}
{% endcolumn %} {% column %} #### From sign-up to saving time A weekly, live **30-minute masterclass** to get Fyxer working for you from day one. Everything you need to know to get set up, make drafts sound more like you, and get the most out of every feature. Every Tuesday 4pm BST | 8am PDT [**Register here**](https://zoom.us/webinar/register/WN_s0vfvk3vSrCPBjFORM5YBQ#/registration) {% endcolumn %} {% endcolumns %} *** {% columns %} {% column %} ### On-demand masterclasses
#### Missed the live webinar? Catch up on what you've missed, from basic setup to product and feature deep dives. Learn how to tailor drafts, optimize categorization, automate follow-ups, and more. [**Browse on-demand masterclasses**](/resources/videos-and-events/on-demand-masterclasses) {% endcolumn %} {% column %} ### Video tutorials
#### Looking to get started with Fyxer? These quick videos will take you through all the basics. Learn how to organize your inbox, write better drafts, and manage meetings with Fyxer. [**Getting started videos**](/resources/videos-and-events/getting-started) {% endcolumn %} {% endcolumns %} *** # Getting started videos Tutorials to help you get set up fast. This playlist walks you through everything you need to get started, from connecting your account to mastering key features. Each video is 1-2 minutes long and covers a specific feature, from setup to real-world use. Start from the top and follow the playlist in order, or jump to the topic you need help with. {% hint style="warning" %} You might notice **differences between what's shown here and what you see** in your inbox. We regularly test and refine how Fyxer works, so experiences can vary. Either way, you've got the right setup, and we'll keep this updated as things evolve. {% endhint %} *** {% stepper %} {% step %} ### Connect your email and calendar In this quick tutorial, you'll learn how to connect your tools to Fyxer – the first step to smart email categorization, meeting summaries, and automated scheduling. {% embed url="" %} {% endstep %} {% step %} ### Email categorization explained In this video, you'll see how Fyxer automatically sorts your inbox into smart categories, helping you focus on the emails that matter. You'll learn how to customize these categories, set rules for specific senders, and keep your inbox clutter-free from day one. {% embed url="" %} {% endstep %} {% step %} ### Your email drafts Learn how Fyxer automatically drafts replies for the emails that matter most in your tone, ready for review and send. We'll walk through how to fine-tune your drafts using the prompt box, turn on conversation view for better accuracy, and ask Fyxer to create new drafts on command. {% embed url="" %} {% endstep %} {% step %} ### Meeting Notetaker In this video, you'll see how Fyxer automatically joins your meetings to record, summarize, and extract key takeaways, so you never have to take notes again. You'll learn how to manage Notetaker settings, use custom terminology for accuracy, generate pre-reads before calls, and access recordings or summaries any time from your Dashboard. {% embed url="" %} {% endstep %} {% step %} ### Scheduling with Fyxer See how Fyxer suggests meeting times, adds your smart scheduling link automatically, and prevents double-booking. You’ll also learn how to set your time zone, default meeting duration, and replace your scheduling link, if needed. {% embed url="" %} {% endstep %} {% step %} ### Follow-ups Learn how Fyxer keeps track of replies you’re waiting on and surfaces reminders automatically, so no important message slips through. {% embed url="" %} {% endstep %} {% step %} ### General settings In this video, you'll get a full tour of the settings tab inside your Fyxer Dashboard, where you manage everything from integrations and billing to team access and organization preferences. {% embed url="" %} {% endstep %} {% step %} ### Custom files Learn how to upload and share files in Fyxer to power smarter drafts and instant answers using your own PDFs, spreadsheets, and reference docs. Available on Pro plans. {% embed url="" %} {% endstep %} {% step %} ### Fyxer Chat This tutorial shows how Fyxer Chat helps you find answers fast: search your entire email and meeting history, ask natural questions, and draft emails instantly. {% embed url="" %} {% endstep %} {% endstepper %} *** ### Watch the full playlist You can watch the full [**onboarding playlist here on YouTube**](https://youtube.com/playlist?list=PLtzpYM7b2Knr3PIns6eVGfB13_MzExZEB\&si=q7aS_3QV2oFEiSns). Visit the [**Fyxer YouTube channel**](https://www.youtube.com/@fyxerofficial) to explore all videos in one place, including setup, feature guides, and new releases as they’re added. # On-demand masterclasses Missed the live session? Catch up here. Every masterclass, on your schedule. New user setups, feature deep dives, and more. *** ### Your intro to Fyxer In this 12-minute video you'll learn what Fyxer is, how it works, and how to customize your Dashboard to get the most out of it. {% embed url="" %} *** {% columns %} {% column %}
{% endcolumn %} {% column %} ### From sign-up to saving time A **30-minute masterclass** to get Fyxer working for you from day one. Everything you need to know to get set up, make drafts sound more like you, and get the most out of every feature. [**For Gmail users**](https://zoom.us/rec/share/bFph0dYKdvTMXwzojF4nKCCsgeQrQGz6jT8SXguPb2Bstx7djzSQE5bArh6KQnOn.ewAzswJ6YtHFIGPv) | [**For Outlook users**](https://zoom.us/rec/share/3v2adR6OYYsMmRMR68N0iW2celltXqqe89cujz7ER8muUQP9WyyCL0o8Rv6JzlKo.44R109SbOR_cVT4W) {% endcolumn %} {% endcolumns %} *** {% columns %} {% column %}
{% endcolumn %} {% column %} ### Start scheduling smarter Want to schedule calls without the back and forth? In this 15-minute walkthrough you'll learn how to use Fyxer's scheduling tool to reduce booking admin. [**Masterclass: Start scheduling smarter**](https://zoom.us/rec/share/kO5yhArUthWujMeT1C63jlrWfbDIC08ES2kWpfvuXdK_3cuKtimRqodcnkZF8HK2.STlCCX21a-iGJViH) {% endcolumn %} {% endcolumns %} *** {% columns %} {% column %}
{% endcolumn %} {% column %} ### Why drafts matter Drafts are the fastest way to save time with Fyxer. This 15-minute walkthrough covers how they work, the most common issues users run into, and how to customize them to get replies that sound like you, every time. You'll finish with three actions to put into practice straight away. [**Masterclass: Why drafts matter**](https://zoom.us/rec/share/88t8u8JuOFYbL2M-HMPsdH9UDkvHZIl5eyglEfOCyHaX2N6gCDan0dWwSovdhrhv.zN1SakfODjy8lpa1?startTime=1773853212000) {% endcolumn %} {% endcolumns %} *** {% columns %} {% column %}
{% endcolumn %} {% column %} ### New to Notetaker? Learn the essentials A 15-minute walkthrough covering Notetaker essentials. Learn how to record meetings, customize your settings, and leave with clear next steps to put into practice straight away. [**Masterclass: Get more from every meeting with Notetaker**](https://zoom.us/rec/share/OKjHa5tHgCRN8XMb-WcMuwKdteE47p9xKKYtDHw0tEtceLyte8vnIOnYoL2Aj7V_.lfEVC13whpjdQNKl?startTime=1773248404000) {% endcolumn %} {% endcolumns %} *** {% columns %} {% column %}
{% endcolumn %} {% column %} ### Set up Notetaker for your team A 15-minute walkthrough of the key things you need to know to set up your team with Notetaker. Learn about retention and exclusion policies, and other ways to customize team settings. [**Masterclass: Set up Notetaker for your team (admins)**](https://zoom.us/rec/share/CxvE55oB1uoTPTdY2MM24ka7-lBLKbLTZ0C6LbRNXd9Q50bxyHBY1IlGriaGK7C4.ksppny-lmglXCj2H?startTime=1773334806000) {% endcolumn %} {% endcolumns %} *** ### What's coming up? Register for upcoming sessions on the [**Videos and events page**](/resources). # From sign-up to saving time Your Fyxer setup masterclass. Join this live **30-minute masterclass** to get Fyxer working for you from day one.
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For Gmail Every Tuesday
4pm BST | 8am PDT
Register here		https://zoom.us/webinar/register/WN_QMpnTZKdRNOwvM7DzqiWjA/files/mbeCINW7lwPOiwmado42
For OutlookEvery Wednesday
4pm BST | 8am PDT
Register here		https://zoom.us/webinar/register/WN_WKKqZW7RQnywYgnm3J1sfA/files/nUHxZadTllHpkVMAoNQd
In this session, you'll: {% columns %} {% column %} * Get a clear overview of your Dashboard and how to set Fyxer up your way * See how Fyxer works inside your inbox * Make drafts sound more like you * Understand how emails are categorized so nothing gets missed * Get answers to common setup questions {% endcolumn %} {% column %}
{% endcolumn %} {% endcolumns %} By the end, you'll have Fyxer set up and time back in your day. Can't attend live? Sign up to get the recording or watch the on-demand version:
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For Gmail From sign-up to saving time: Gmail on-demand setup masterclass./files/mbeCINW7lwPOiwmado42https://zoom.us/rec/share/bFph0dYKdvTMXwzojF4nKCCsgeQrQGz6jT8SXguPb2Bstx7djzSQE5bArh6KQnOn.ewAzswJ6YtHFIGPv
For Outlook From sign-up to saving time: Outlook on-demand setup masterclass./files/nUHxZadTllHpkVMAoNQdhttps://zoom.us/rec/share/3v2adR6OYYsMmRMR68N0iW2celltXqqe89cujz7ER8muUQP9WyyCL0o8Rv6JzlKo.44R109SbOR_cVT4W
{% columns %} {% column %} {% endcolumn %} {% column %} {% endcolumn %} {% endcolumns %} # Get help Need a bit of extra support making Fyxer work for you? Here are some resources to check out:
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Time to explore

The Learning Hub has product walkthroughs, step-by-step tutorials, and real customer examples to help you get more from Fyxer./files/p0ucXAzg1oTVHS8i8gdB

Quick answers

The Help Center is where you'll find how-tos, troubleshooting tips and more. Type in your question or search by topic./files/OTPmHt4gg2kToIhEgUbR

Videos and events

We have a whole video series, from short setup demos to in-depth product masterclasses and onboarding webinars, live and on-demand./files/jJN6esyAjbpXeJlMaxEq

Book a call

Rather talk? Book in a quick setup call with the Fyxer team. In 15 minutes, we'll answer your questions and help set you up for success./files/WmC0PHfnkeoa9SSe1cho
You can also reach Fyxer Support using the chat feature in the bottom right of the Dashboard. # Need help? Find answers fast, or reach the team directly. If you need help, you have options: *** ### 1. Ask the Learning Hub Use the search bar above to get an instant AI-generated answer or to search across all Learning Hub content. *** ### 2. Check the Help Center Step-by-step guides, troubleshooting articles, and quick fixes for the most common questions can be found in [the Help Center.](https://support.fyxer.com/) *** ### 3. Chat with us Click the chat icon in the bottom right of your [Dashboard](https://app.fyxer.com/org) to message us directly – the fastest way to get a quick answer or work through an issue in real time. *** ### 4. Email us Contact We typically reply within one business day. *** ### Stay in touch
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Leave a review

If Fyxer's saving you time, we'd love to hear about it.

Share your experience on Trustpilot.		/files/aMEQLPySnJeShptlT6eh

Product updates

Stay up to date with everything we've shipped and what's coming next.

View the changelog.

/files/dsyQHvGYifllqpxkaXdW
*** # FAQs Some of the most common questions answered. ### Common setup questions
Why are my email categories different? If you're seeing different email categories to those shown in Fyxer support materials, or to other users/colleagues with Fyxer, that's expected. We regularly test and refine how Fyxer works, so experiences can vary. Either way, you've got the right set up, and we'll keep you updated as things evolve.
Why aren't my emails moving to folders even though I see Fyxer labels? Go to [Dashboard](https://app.fyxer.com/) → Categorization and use the toggles to choose which email categories appear in your inbox and which only go to folders. Select **Update preferences** when done. Changes apply to new emails only. Learn more: [**Your new organized inbox, explained.**](https://support.fyxer.com/article/your-new-organized-inbox-explained)
What is conversation view and why does Fyxer need it? Conversation view groups emails by thread. This gives Fyxer the full context it needs for accurate drafts. Learn more: [**Turn on conversation view.**](https://support.fyxer.com/article/turn-on-conversation-view)
Why aren't my draft replies appearing? Drafts only generate for emails labeled **To do** or **to Respond**, depending on your setup. If you're not seeing drafts, check: 1. Your email is connected ([Dashboard](https://app.fyxer.com/) → Settings → Integrations) 2. Conversation view is turned on in Gmail or Outlook 3. Draft replies toggle is on ([Dashboard](https://app.fyxer.com/) → Drafts)
I'm on Outlook and getting an "admin approval required" error. What do I do? Your organization's IT admin needs to approve Fyxer. You should do this first to avoid using up trial time. Send them details of the error message and a link to this Help Center article: [**Admin setup guide: approving Fyxer in Microsoft 365 (Microsoft Entra ID).**](https://support.fyxer.com/article/admin-setup-guide-how-to-approve-fyxer-in-microsoft-365) **Fyxer is a verified Microsoft partner** and can be approved quickly.
My scheduling link isn't working and Notetaker isn't joining my meetings Both of these features require your calendar to be connected – this is separate from your email connection. Go to [Dashboard](https://app.fyxer.com/) → Settings → Integrations and check that your calendar shows as connected. If your calendar is connected and Notetaker still isn't joining, there may be another reason. See: [**When Notetaker joins a meeting: rules and expectations.**](https://support.fyxer.com/article/when-notetaker-joins-a-meeting-rules-and-expectations)
What do Fyxer's email categories mean? When you connect your email, Fyxer organizes your 300 most recent emails and sorts them into categories, automatically labeled and ranked by priority. This happens in seconds. Each category has a specific meaning. See the full list: [**Fyxer email categorization handbook.**](https://support.fyxer.com/article/fyxer-email-categorization-handbook) Fyxer doesn’t scan your entire inbox history, because that would take hours, but you’ll see the initial sorting happen within seconds.
Which email clients work with Fyxer? **Gmail:** * Google Workspace * Personal Gmail accounts **Outlook (Microsoft 365 / Exchange Online)**: * New Outlook for Mac * New Outlook for Windows * Outlook on the web * Outlook Desktop (Mac) **Note:** Fyxer requires cloud-hosted Microsoft accounts. On-premise Exchange and hybrid Outlook deployments are not supported. Learn more: [**Check if Fyxer supports your setup.**](https://support.fyxer.com/article/check-if-fyxer-supports-your-setup)
How do I set up my email signature in Fyxer drafts? **Outlook users:** Fyxer extracts your signature automatically when you connect. Review it and sync any updates via [Dashboard](https://app.fyxer.com/) → Drafts → Signatures → **Sync from Outlook**. **Gmail users:** compose your signature in Gmail first (with images and formatting), then copy and paste it into the signatures box: [Dashboard](https://app.fyxer.com/) → Drafts → Signatures. Learn more: [**Email signatures: setup and troubleshooting.**](https://support.fyxer.com/article/email-signatures-setup-and-troubleshooting)
I can only see "Sign out" (or "Connect inbox") when I log in. How do I access the Dashboard? You're on the onboarding screen. To access the full Dashboard, complete the plan selection step. Not ready to commit? Start a free trial to explore. If you've already connected your email and Fyxer is labeling emails before you're ready, don't worry – you can pause or remove these once you complete setup. Still need help? Contact support via the chat icon in your [Dashboard](https://app.fyxer.com/) or email
Is there a desktop app? Fyxer is browser-based. You can access it at [app.fyxer.com](https://app.fyxer.com) from any modern browser, with no download or installation needed.
Where are my sent emails so I can remember to follow up? Fyxer tracks emails you've sent that haven't received a reply. Emails remain in your **Sent** folder until your configured follow-up wait period has passed. Once the wait period is up, if no reply has been received, emails are flagged as **Awaiting reply** or **To follow up**, depending on your setup. Learn more: [**Track email follow-ups.**](https://support.fyxer.com/article/track-email-follow-ups)
### Common everyday questions
Can I create my own email categories or rename the existing ones? Email categories are fixed, but you can set custom email rules. Go to [Dashboard](https://app.fyxer.com/) → Categorization → Advanced to route certain senders or domains to specific labels, or disable categorization entirely. Learn more: [**Fyxer email categorization handbook.**](https://support.fyxer.com/article/fyxer-email-categorization-handbook)
Why is Fyxer putting some emails in the wrong category? If you find a mislabeled email, you can manually relabel it, but this doesn't train Fyxer. Instead you can set custom rules to make sure that certain emails always go to specific labels in [Dashboard](https://app.fyxer.com/) → Categorization → Advanced. If the issue persists, get in touch with the support team using the chat feature on the bottom right. Learn more: [**Setting up custom rules in Fyxer.**](https://support.fyxer.com/article/setting-up-custom-rules-in-fyxer)
How do I control how many drafts Fyxer generates? Go to [Dashboard](https://app.fyxer.com/) → Drafts → General → Response style. This controls how frequently Fyxer creates drafts. In the same section, you can also adjust how long unused drafts should be kept before they're deleted.
How do I change the font or formatting in drafts? Font settings are in [Dashboard](https://app.fyxer.com/) → Drafts → General, below the custom tone box. If you use old versions of Outlook, drafts may not display correctly, so switch to New Outlook or Outlook Web for best results.
How do I control who receives meeting recaps? Go to [Dashboard](https://app.fyxer.com/) → Notetaker → Settings → Advanced "Send meeting recap to" You can set this to "Myself only" if you don't want summaries sent to other attendees. **Note**: if other attendees also use Fyxer, they'll independently generate their own recaps, regardless of your setting.
Why is Notetaker suggesting meeting times in the wrong timezone? Check your timezone setting in [Dashboard](https://app.fyxer.com/) → Scheduling → Availability → Time zone. Also make sure your connected calendar's time zone matches.
How do I stop Notetaker from joining all my meetings? Go to [Dashboard](https://app.fyxer.com/) → Notetaker → Settings and set automatically join to "None". You can still add Notetaker to individual meetings manually. If you only want Fyxer for email, this is the setting to turn off. Learn more: [**How to set up your meeting Notetaker.**](https://support.fyxer.com/article/how-to-set-up-your-meeting-notetaker)
### Common team onboarding questions
Why were team members added and billed without my approval? Fyxer automatically adds anyone who signs up with your company's email domain to your organization. When a new user joins this way, the organization admin receives a notification email. To turn this setting off: 1. Go to [**Dashboard**](https://app.fyxer.com/) **→ Admin settings → Organization** 2. Find **"Automatically add users for this domain"** 3. Toggle it **off** 4. Select **Update preferences** Do this early in your setup. If you've already been charged for unexpected seats, contact support, who can review your billing. Learn more: [**Auto-add users with domain: what it is, why it adds seats, and how to turn it off.**](https://support.fyxer.com/article/auto-add-users-with-domain-what-it-is-why-it-adds-seats-and-how-to-turn-it-off)
How do I prepare my IT team before rolling out Fyxer to Outlook users? If your team uses Microsoft 365/Outlook, your IT admin needs to approve Fyxer before anyone can connect their email. Without this, every user hits an "Admin approval required" error, which wastes trial time. Ask your IT admin to follow the steps in the [**Outlook admin setup guide.**](https://support.fyxer.com/article/admin-setup-guide-how-to-approve-fyxer-in-microsoft-365) Fyxer is a verified Microsoft partner and can typically be approved in minutes. There's more information on Fyxer's security policies in the [Fyxer Trust Center](https://trust.fyxer.ai/).
Which Outlook version should my team use? **Best performance:** * Outlook Web (browser-based) – highly recommended * New Outlook for Mac or Windows – stable and reliable * Outlook Desktop (Mac) – fully supported **Functional, but less reliable:** * Classic Outlook (legacy desktop version for Windows) – works for some features, but can be less stable **Not supported:** * Apple Mail (macOS/iOS Mail app) * Third-party clients (e.g. Thunderbird, Notion Mail, Spark, Superhuman) * On-premise or hybrid Exchange servers (limited API support) Learn more: [**Using Fyxer with Outlook: supported versions and best settings.**](https://support.fyxer.com/article/using-fyxer-with-outlook-supported-versions-and-best-settings)
What security certifications does Fyxer hold? * **SOC 2 Type II**: audited controls for security, availability, and confidentiality * **ISO/IEC 27001**: international information security management standard * **GDPR compliant**: for EU data protection requirements * **HIPAA eligible**: for healthcare organizations on Enterprise plans * **CASA Tier 2**: Cloud Application Security Assessment Customer data is never used to train external AI models and is never sold or shared with third parties. Direct your security team to the [Fyxer Trust Center](https://trust.fyxer.ai/). If you need a formal security questionnaire, SOC 2 report, or DPA, contact
How do I manage admin access? Fyxer has three roles: Super Admin, Team Admin and Member. To view and change roles, go to [**Dashboard**](https://app.fyxer.com/) **→ Admin settings → People → Members**. Super Admins can promote or demote users from the role dropdown. Changes take effect immediately. If the person who set up your organization is leaving, transfer Super Admin access before they go. A Super Admin can only demote themselves if at least one other Super Admin exists. If your only admin has already left, contact Learn more: [**Managing users and teams in your organization.**](https://support.fyxer.com/article/managing-users-and-teams-in-your-organization-super-admins)
How does billing work when I add or remove team members? Fyxer uses per-seat billing. Every user, including the admin, counts as one seat. **Adding members mid-cycle** You're charged a prorated amount for the remaining days in that billing cycle. Add someone halfway through the month, and you pay half the monthly seat price for that first period. **Removing members** No refunds are issued. Instead, a prorated credit is applied to your account and used toward future invoices. Access is revoked immediately. View your seat count and billing details at [**Dashboard**](https://app.fyxer.com/) **→ Admin settings → Billing**. Learn more: [**How Fyxer billing works.**](https://support.fyxer.com/article/how-team-billing-works-per-seat-pricing-explained)
Why aren't my team invitations being received? **Check the status first** Go to [**Dashboard**](https://app.fyxer.com/) **→ Admin settings > People > Invites**. You can see pending invitations, resend them, or copy the invite link to share directly. **Common reasons invitations fail** * **The invitation went to spam**: ask the team member to check their spam or junk folder for an email from Fyxer * **The user already has an account**: if they previously signed up with a different method (e.g. Google instead of Microsoft), they need to sign in with their original method. Duplicate accounts aren't permitted. * **Auto-add conflict**: if auto-add is enabled, the user may already be in your organization. Check the Members tab to confirm * **Invite link expired**: generate a fresh link from the **Invites** tab and share it directly If the issue continues, contact
Does Fyxer work with shared mailboxes? Fyxer is designed for individual inboxes and calendars, even when used in a team. Learn more: [**Does Fyxer work with shared inboxes or shared mailboxes?**](https://support.fyxer.com/article/does-fyxer-work-with-shared-inboxes-or-shared-mailboxes)
You can use the search bar at the top of the page to get an instant AI-generated answer or to search across all Learning Hub content. Or visit our [**Help Center**](https://support.fyxer.com) for step-by-step walkthroughs and troubleshooting guides. ***