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# 🪄 How to Use Magic Inbox and Magic Labels

# How to Use Magic Inbox and Magic Labels

Magic Inbox brings replies from podcast, journalist, and newsletter outreach into one workspace. Replies from PodPitch-managed mailboxes also land here automatically.

## Open Magic Inbox

Select **Magic Inbox** from the PodPitch navigation. The Inbox sidebar can also show the status of the account's managed sender pool, including mailbox warm-up and connection progress.

## Understand the default Magic Labels

PodPitch analyzes new replies and applies one of seven default labels:

- **Meeting requested** — the recipient wants to schedule or confirm a conversation.
- **Positive reply** — the recipient is interested or receptive.
- **Needs info** — the recipient is asking for a guest form, questionnaire, bio, topic ideas, images, or other information.
- **Negative reply** — the recipient is declining.
- **Out of office** — the reply is an automated absence message.
- **Is paid** — the opportunity requires payment, sponsorship, or a contribution.
- **Other** — the message does not fit the other labels.

**Needs info** is especially important: the recipient is waiting for something from you, so these replies should be reviewed promptly.

## Filter and review replies

1. Open Magic Inbox.
2. Select a label to filter the conversation list.
3. Open the complete thread.
4. Confirm the profile, campaign, media type, and sending mailbox.
5. Review any AI-prepared reply draft.
6. Edit the draft as needed and send only after confirming the facts and requested next step.

Do not treat an out-of-office reply as a rejection or booking.

## Relabel older replies

New replies use the current labels automatically. Older conversations keep their existing labels until you relabel them.

To update older conversations:

1. Open **Inbox Settings**.
2. Select **Relabel**.
3. Confirm the relabel action.
4. Return to the Inbox and review the updated filters.

Relabeling reorganizes the replies; it does not send a message.

## Reply from the right context

Before replying:

- read the full conversation;
- confirm which profile and campaign were pitched;
- answer every question or requested item;
- verify scheduling and payment requirements; and
- avoid promising availability, assets, or results that have not been confirmed.

## If an AI reply draft is delayed

A reply draft can take time to prepare. Leave the conversation open briefly or reopen it once. If it remains stuck, reply manually when the message is time-sensitive and report the delay to Support.

## Keep the connected mailbox active

Magic Inbox does not replace the external mailbox. If replies appear in the external inbox but not PodPitch, check the sending address under **Email Addresses** and confirm that it remains connected.

## Troubleshooting missing replies

Check:

- the correct campaign and sending inbox;
- Spam, Junk, Promotions, or filtered folders;
- the connected mailbox status;
- the original pitch history; and
- whether the contact replied from a different email address.

If the reply is still missing, contact Support with the campaign name, recipient, and approximate send date. Never share mailbox passwords, authentication codes, or session tokens.