How to get every reply into ReplyCircuit automatically

First: find your processing address

Every ReplyCircuit account has one private address that looks like w-ab12cd34@inbox.replycircuit.com. You'll find it in Settings, under Reply intake, with a Copy button next to it. Every route below is just a matter of putting that address somewhere in your email setup — ReplyCircuit never logs into a mailbox.

The setup screens in the app walk you through each of the three routes below step by step, with your own address pre-filled. This guide is the same thing in writing.

Option 1: campaign and marketing mail — change the reply-to

Mail sent from a shared address like info@yourcompany.com is usually sent by a tool, not a person. Every one of those tools lets you set a reply-to address different from the from address, so replies come to ReplyCircuit and the shared inbox stays clean.

Instantly: open Accounts, click the sending account, scroll to the sending settings, put your processing address in Reply-to address, and save. Repeat for each sending account.

Smartlead: open Email Accounts, click the account, open its settings, and paste your processing address into Custom Reply-to Address.

HubSpot marketing email: edit the email or template, open the Settings tab, switch the reply-to from the sender's inbox to a specific address, and paste your processing address. Note that HubSpot sequences are different — replies to those go to each rep's own inbox, so use Option 2 or 3 for sequences.

Any other tool: look for a field named Reply-to, Custom reply-to, or Reply address in the sending account or campaign settings. Then send yourself one test reply and check it appears in your review queue.

Option 2: one admin rule for the whole team

Sequence replies land in the rep's own mailbox — like rep1@company.com or rep2@company.com — because that's who the prospect replied to. The cleanest fix is one rule set by whoever administers your email. Reps never touch a thing, and adding next quarter's new hire is a thirty-second edit to the same rule.

Before you save the rule, know what it does. Nothing changes for your reps — their mail still lands in their own inbox exactly as before, and ReplyCircuit simply receives a copy; nothing is moved, removed, or hidden. Your reps won't be told — the rule is set by the admin and runs silently, and Google or Microsoft sends them no notification, so tell your team yourself. Everything sent to those inboxes gets copied to ReplyCircuit, not just sales replies, which can include personal, HR, or medical email if it lands in a work inbox — so only route mailboxes used purely for sales outreach and let your team know those inboxes are monitored. Want tighter control? Give each rep a dedicated address just for sequences (e.g. rep-outreach@yourcompany.com), send sequences from it, and route only those addresses.

Google Workspace, step by step: 1) Sign in to admin.google.com as an administrator. 2) Go to Apps, then Google Workspace, then Gmail, then Routing, and click Configure. 3) Name the rule "Copy replies to ReplyCircuit". 4) Under "Email messages to affect", tick Inbound only. 5) Leave the action dropdown on Modify message and tick Active user accounts. 6) Under "Also deliver to", tick Add more recipients, click ADD, and enter your processing address — leave the spam/bounce defaults alone. 7) Click Show options at the bottom, and under "B. Envelope filter" tick "Only affect specific envelope recipients", keep the dropdown on Group membership, and Select groups to pick your sales-team group — a group is better than individual addresses because new hires are covered the moment they join it. 8) Click SAVE. Changes can take up to an hour to apply.

Microsoft 365, step by step: 1) Sign in to admin.exchange.microsoft.com as an administrator. 2) Go to Mail flow, then Rules, then Add a rule, then Create a new rule. 3) Name it "Copy replies to ReplyCircuit". 4) Under "Apply this rule if", choose The recipient, then is this person, and pick your reps or their group. 5) Under "Do the following", choose Add recipients, then add to the Bcc box, and enter your processing address. 6) Click Next, set the rule mode to Enforce, then Finish and switch the rule on.

This is the option we recommend for any team bigger than one. The Reply intake page in the app has a button that copies these exact steps, with your address filled in, into a message you can email straight to your IT admin.

Option 3: each rep sets their own forwarding

No admin access, or a team of one? Each rep can do it in about a minute.

Gmail, step by step: 1) Click the gear icon, then See all settings. 2) Open the "Forwarding and POP/IMAP" tab and click "Add a forwarding address". 3) Enter your processing address. 4) Click Next, then Proceed. 5) Google now emails that address to prove you own it — that email comes to us, and ReplyCircuit turns it into a green Confirm forwarding button on your Reply intake settings page. Click it once. 6) Back in Gmail, choose "Forward a copy of incoming mail to" your processing address, pick "keep Gmail's copy in the Inbox", and Save changes.

Outlook, step by step: 1) In Outlook on the web, click the gear icon, then Mail, then Forwarding. 2) Tick "Enable forwarding". 3) Enter your processing address. 4) Tick "Keep a copy of forwarded messages". 5) Save, then send a test reply.

And the safety net: forward by hand

Whatever route you choose, manual forwarding always works too. Forward any individual reply to your processing address and it is read within moments — ReplyCircuit unwraps the forward, credits the person who actually wrote the reply (not whoever forwarded it), and treats it exactly like mail that arrived on its own. It's the right tool for one-off stragglers and for testing, just not as your everyday workflow.

You don't need to clean your inbox first

Forward everything. ReplyCircuit only answers mail that answers you: newsletters, adverts and alerts go to Other mail — never deleted, never read by AI, and cleared after 30 days. Senders set aside three times are ignored automatically.

Three layers do the work: a junk screen catches obvious automated and marketing mail, a reply gate only lets through mail that answers something you sent (a reply subject, a mail thread, or a sender already in HubSpot), and the system learns — one click on "Not a reply" files a sender, and anyone set aside three times is ignored automatically.

Bounces, out-of-office replies and anything marked "Re:" always pass. If the filter is ever unsure, the email goes through.