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.

Updated on: 08/09/2026