The inbox shows all emails received by your workspace mailbox that have not yet been linked to a listing. From here you can read messages, star them for follow-up, or delete them — Locari continues processing each message in the background.
What Locari does automatically: Classify incoming emails (category, priority), send automated replies to standard enquiries, and link messages to the matching listing as soon as a sender is recognised. What you decide: Read, star, delete, or reply to messages manually. Confirm the final assignment to an applicant in the applicant list.
Common Tasks
- Open and read a message
- Mark a message as read or unread
- Star a message
- Delete a message
- Compose a new message
- Set up your mailbox
Messages already linked to a listing are not shown here — you will find them directly on the relevant applicant's profile — in the applicant list, filtered by phase and status.
How to
Open and read a message
- Open the inbox — the list shows up to 20 of the most recent messages, sorted by date received.
- Click a message in the list — the content opens on the right (desktop) or in a full-screen view (mobile).
- Locari marks the message as read automatically as soon as you open it.
- Example: A new enquiry from m.mueller@example.com about your flat on Musterstraße appears at the top in bold.
What Locari checks on open: Whether the sender can already be matched to an applicant — if so, the message is linked to that applicant and will appear in the applicant mailbox on the next load, no longer here. What you do: Read the message, decide whether a manual reply is needed.
Mark a message as read or unread
- Click a message in the list — it is marked as read automatically.
- To toggle manually: open the message and click the envelope icon at the top right.
- The status changes immediately; the unread count in the sidebar updates.
Star a message
- Open the desired message.
- Click the star icon at the top right — the message is flagged as high priority.
- Use the Starred filter to view all starred messages at once.
Delete a message
- Open the message and click the trash icon at the top right.
- The message disappears from the view immediately.
- The deletion is synchronised with the mail server in the background.
Deleted messages cannot be restored. Before deleting, check whether the message has already been linked to an applicant — in that case you will find it on the applicant's profile.
Compose a new message
- Click Compose at the top right.
- Enter the recipient address, subject, and body.
- Optionally add attachments.
- Click Send — the message is sent from your workspace mailbox.
Set up your mailbox
If the banner "No mailbox configured" is displayed, your workspace mailbox has not been set up yet. It is created during your workspace onboarding — you choose the address name there, and the rest is handled automatically. Its credentials (for external email clients such as Outlook) are then available under Settings → Locari Assistant. Once the mailbox is active, new incoming messages appear here in the inbox automatically.
Views and Fields
Message list (left column)
Each row shows:
- Sender name and email address
- Message subject
- Date and time received
- Unread badge (bold text) for new messages
- Star icon for starred messages
- Attachment count (when present)
Filter options above the list:
- All — every message
- Unread — messages not yet opened
- Starred — messages flagged with a star
Search field: subject and sender address are searched.
Message view (right column / full-screen on mobile)
- Full message text (plain text or HTML)
- From, To, Subject, Date
- Attachments: filename, file size, download link
- Action buttons: Read/Unread, Star, Delete
Audit and History
The inbox itself does not maintain its own log. Once a message is linked to an applicant or listing, it appears in the History tab of that applicant with a timestamp and actor name.
Retention: Deleted messages are removed from the mail server. Messages linked to an applicant follow the GDPR retention period of that applicant's case (typically 6 months after closing).
💬 Also via WhatsApp: Just ask Locari "Reply to the Müller family that the flat is still available" — Locari drafts the message and, once you confirm, sends it to the applicant. → Locari via WhatsApp
Good to know
- The inbox is visible to all members of your workspace — you all work on the same mailbox.
- Multiple messages at once cannot be processed here. Handle cross-applicant actions in the applicant list.