Email is a reviewed input, not an automatic update
Forwarded email becomes private staging material in your Inbox. Relai reads the source and proposes structured deals, notes, contacts, contracts, tasks or club requirements. Nothing in the email changes a CRM record until you accept the corresponding suggestion.
Treat the Inbox as a review queue: compare each suggestion with the source, keep the useful work and reject anything that is wrong, duplicated or not worth recording.
Before you forward
Copy the address from your workspace Inbox
Each workspace has its own forwarding address. Use the address shown in the Inbox for the workspace where the resulting records should live.
Send from your workspace-member email address
The From address must match the account email of a current member of that workspace. Matching is case-insensitive, but an alias, assistant address or second mailbox is not accepted merely because the same person owns it.
Forward the email
Preserve the useful source material
Forward the original thread rather than copying isolated facts into a new message. Relai recognises common Gmail, Outlook and Apple Mail forwarding formats and keeps the source available beside its suggestions.
Add a short instruction when context will help
Write a note above the forwarded message if the intended action is not obvious. Relai separates that forwarder note from the original message and uses both during extraction.
Include relevant attachments
Attachments up to 5 MB each are retained, subject to a 10 MB total attachment limit for the email. If an attachment is skipped, the Inbox keeps its filename and the reason.
Follow processing
The email appears in your Inbox before extraction finishes. Use the Inbox filters to separate work that needs review from items still processing, completed captures and failures.
- Received
- The email has been stored and is waiting to be processed.
- Processing
- Relai is reading the source and preparing structured suggestions.
- Processed
- Extraction finished, with suggestions ready or nothing actionable found.
- Failed
- Processing exhausted its automatic retries; the source and error are retained.
Review the suggestions against the source
Open the email to see the source and extraction summary beside its proposal cards. Every card shows the record type, extracted facts, a confidence score and the exact source quote used as evidence.
Deal
A transfer, loan, free move or renewal deal tied to a player.
Player note
Useful context appended to the selected player’s timeline.
Contact
A person and any known role, club, email or telephone details.
Contract
A proposed playing or representation contract, or an update to one.
Task
A follow-up action with any date, player and club the email supplied.
Club requirement
A club requirement captured as shared market intelligence.
Accept or reject each suggestion
Resolve an uncertain player
If Relai cannot match a named player confidently, choose the correct registry player on that card or create a new prospect with a full name. Unresolved cards cannot be included in a bulk approval.
Accept only accurate suggestions
Accept cards individually, or select several ready cards and approve them together. Each suggestion is applied independently, so one failed acceptance does not undo the others.
Reject inaccurate or unwanted suggestions
Add an optional rejection reason to preserve why you declined it. Proposal fields cannot currently be edited inline; reject an inaccurate suggestion and create or update the correct record manually.
Verify the resulting work
Open the accepted deal, contact, contract, task, player timeline or signal and check it in context. Accepted records use the same domain rules and audit events as records created manually.
Attachments are promoted to the linked player's documents when the accepted proposal concerns a player. Complete any assignment, stage, due-date or commercial detail that the source email did not provide.
Troubleshoot a missing or failed capture
If the email never appears
Confirm that you used the forwarding address for the intended workspace and sent from the exact email address on your member account. Unknown workspace addresses and non-member senders are stored as ignored diagnostics and never reach extraction.
If processing fails
Relai retries transient extraction failures automatically. After the final attempt, the item appears as Failed with the source retained and an error explaining what happened.
If no suggestions are created
Processed with no suggestions is a valid outcome: Relai found nothing sufficiently actionable. The source remains in your Inbox for reference.
Visibility and privacy
The raw email, attachments, extraction summary and proposal decisions stay private to the member who submitted them. Other workspace members cannot browse or review your Inbox.
Once accepted, the resulting CRM record and its ordinary audit events are visible to the workspace. This keeps sensitive staging material private while allowing the team to collaborate on verified records.