How can I automate replies?

When replies start arriving, sorting the interested leads from the rejections and auto-responders takes real time. LeadSwift can read each reply with AI and label it for you automatically.

Every reply is tagged as Interested, Not interested, Out of office, Wrong person or Unsubscribe, so you can go straight to the conversations worth having.

To use:

1. Add an OpenAI key to your email settings if you haven't already, as explained here

2. Go to Outreach › Email Automation

3. Turn on "Tag replies with AI"

4. Choose what should happen automatically, then press "Save changes"

Automatic actions

Two optional actions can run based on the label:

  • Unsubscribe the lead when they ask to be removed — when a reply is a removal request, the lead is added to your unsubscribe list and taken out of the sequence. We recommend leaving this on.
  • Stop follow-ups when tagged "Not interested" — stops chasing someone who has already declined. Off by default, since some users prefer to review these manually.
Important: Replies are still detected and recorded normally even if the AI is unavailable or your key runs out of credit. In that case the reply simply isn't labelled — nothing is lost or delayed.

Notes

  • Tagging uses your own OpenAI key, so a small amount of credit is consumed per reply. Classifying a reply is a very short request and costs a fraction of a cent.
  • Out-of-office messages are detected automatically without using AI at all.
  • Labels appear alongside your replies so you can filter and prioritise your follow-up.

Stopping emails to a whole company when one person replies

If you contact several people at the same company, a reply from one of them usually means the others shouldn't keep receiving your sequence.

To use:

1. Go to Outreach › Email Automation

2. On the "Sending controls" card, turn on "When someone replies, stop emailing their colleagues"

3. Press "Save"

When a lead replies, LeadSwift stops the remaining emails to other leads at the same company within the same campaign. That means the same business, or the same company email domain. Free email providers such as Gmail are never treated as one company, and out-of-office replies never trigger it.

Getting notified about interested replies

When "Tag replies with AI" is on and a reply is tagged Interested, LeadSwift adds a notification to the bell at the top of your dashboard, showing who replied and the subject.

If you have a LeadSwift tab open, a short sound also plays when a new notification arrives. The dashboard checks for new notifications every couple of minutes.

To turn the sound off or back on, open the bell menu and click the speaker icon next to "Notifications".

Important: Browsers only allow a page to play sound after you have clicked or typed on it. If you open the dashboard and leave it untouched, notifications still appear but the sound stays silent.