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 → 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.
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.
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).
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 → 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.
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.
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.
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 → 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 → Drafts → Signatures.
Learn more: 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 or email support@fyxer.com
Is there a desktop app?
Fyxer is browser-based. You can access it at 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.
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 → Categorization → Advanced to route certain senders or domains to specific labels, or disable categorization entirely.
Learn more: 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 → 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.
How do I control how many drafts Fyxer generates?
Go to Dashboard → 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 → 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 → 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 → 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 → 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.
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:
Go to Dashboard → Admin settings → Organization
Find "Automatically add users for this domain"
Toggle it off
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.
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.
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.
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.
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. If you need a formal security questionnaire, SOC 2 report, or DPA, contact support@fyxer.com
How do I manage admin access?
Fyxer has three roles: Super Admin, Team Admin and Member.
To view and change roles, go to Dashboard → 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 support@fyxer.com
Learn more: Managing users and teams in your organization.
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 → Admin settings → Billing.
Learn more: How Fyxer billing works.
Why aren't my team invitations being received?
Check the status first
Go to Dashboard → 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 support@fyxer.com
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?
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 for step-by-step walkthroughs and troubleshooting guides.
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