Can we choose which inboxes get suggestions?

Yes. Suggestions are a setting on each inbox, off until you turn them on, and you can turn an inbox off entirely.

People in your workspace see mail for the projects and clients they can see. Owners, admins, and project managers import messages and apply or dismiss suggestions.

What happens to attachments?

They're stored with the message. Kineo reads PDFs, images, spreadsheets, and text files, so suggestions and automations can use what's in them.

What if an address gets passed around?

Rotate it from the record's Communication tab. The old address stops receiving mail right away.

Assistant

An email address for every project, client, and contact, with one inbox for the firm

Copy or forward mail to a project's, client's, or contact's own address from any email account. When someone on your team imports a message, Kineo reads it and its attachments, matches it to a project, and suggests the tasks, updates, and comments it asks for. Automations watching the inbox can draft the change order or proposal a client is asking for.

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Kineo's inbox: messages from project, client, and contact addresses with who imported each one, tabs for what needs review, import, or attention, and filters by address, project, and outcome

2Filter by the project, client, or contact address a message came to, or by project.

3Mail sent to any of your addresses, newest first, with who imported it.

4Open a message's suggested changes to apply or dismiss them.

1Needs review lists the messages with suggested changes waiting for someone.
2Filter by the project, client, or contact address a message came to, or by project.
3Mail sent to any of your addresses, newest first, with who imported it.
4Open a message's suggested changes to apply or dismiss them.

Three kinds of address

Turn on an address from a record's Communication tab and copy it into your email.

Projects

Mail about one job, like a client's question or an agency's comments, goes to the project's address and stays with the project.

Clients

Mail from a client about any of their projects. Kineo links each message to the project it names, or asks someone to choose.

Contacts

Mail from one person, like a plan reviewer or a consultant, linked to the project the message names.

Every address feeds one inbox

The Inbox lists every message your team has imported, from every project, client, and contact address you can see. Tabs show what has suggestions to review, what's waiting to be imported, and what needs attention. Filter by the address a message came to, the project, or what happened to its suggestions, or search by subject and sender.

Each project, client, and contact also has a Communication page with its own mail. The Today dashboard lists messages with suggested updates, and the Inbox icon in the header shows how many are waiting.

The inbox's address filter in Kineo, listing project, client, and contact inboxes together

Each suggestion shows exactly what would change

Kineo reads the message and its attachments, including PDFs, images, and spreadsheets, and suggests new tasks, changes to existing tasks, comments, and documents to add. Each suggestion shows the project, the values before and after, and the lines of the email it came from.

Someone on your team applies it or dismisses it. When an applied suggestion changes a task, Kineo sends a notice that links the task to the email it came from.

A client email in Kineo asking to move a deadline, with the suggested change to the task's due date and priority, the lines of the email it came from, and Apply and Dismiss buttons

Turn requests into change orders, proposals, and tasks

An automation can watch project, client, or contact inboxes. When a message matches what you describe, it reads the whole thread and its attachments, and it can:

Draft a change order when a client asks for work outside the agreed scope
Draft a proposal when someone asks for a fee for added work
Create a task for the project manager, with a due date
Email someone on your team a summary of the request

Drafts wait for your team to review and send.

How automations work

An automation's flow in Kineo: when an email arrives in a project inbox asking for work outside the agreed scope, draft a change order and create a task for the project manager to review it

What happens to an email

1
Sent to an address
Someone sends, copies, or forwards a message to a project's, client's, or contact's address.
2
Imported
Someone on your team checks the sender and imports it. Until then, it waits under Needs import.
3
Read
Kineo reads the message and its attachments, summarizes it, links it to a project, and runs any automations watching the inbox.
4
Suggested
If the email asks for something, Kineo suggests tasks, task changes, comments, and documents, each with its reasons.
Suggested
5
Applied
Someone on your team applies or dismisses each suggestion.
Applied

Search every message

Imported email is searchable with ⌘K by subject, sender, and what it says, alongside projects, documents, and clients.

Ask the assistant about it

Ask what came into the inbox today, what a client's last email asked for, or for a summary of a project's correspondence.

Talk it over

Each message has its own comments, so your team can discuss it next to the email.

Common questions

No. The addresses work with any email account. Send, copy, or forward messages to them.

Try Kineo on a project you're working on now

Set up a project with its contract and phases, invite your team, and give the assistant some of the routine work. Your first 14 days are free, with every feature included.