Using Email Auto-Replies for Client Service

Overview

An email auto-responder is a simple way to acknowledge client messages while guiding them to the fastest self-service options available through GloveBox.

When configured correctly, it helps clients resolve common requests on their own and reduces unnecessary back-and-forth for your team.

Why This Matters

Auto-responders do not signal that your agency is unresponsive.
Instead, they set clear expectations and direct clients towards faster resolutions via GloveBox.

Over time, this trains clients to go to the app or portal first for viewing documents, making payments, and other frequent service requests.

Walkthrough

To implement, your agency simply needs to configure an automatic reply that includes the appropriate GloveBox links within your email client.

Your auto-responder message should be:

Short and easy to scan
Focused on next steps
Clearly pointing clients to GloveBox

Avoid long explanations or marketing language. The goal is speed, clarity, and confidence.

We also recommend configuring the responder for external replies only in your mail client, and leaving it active at all times—even during normal business hours—as opposed to simply setting it up for periods of extended unavailability.

That way, even if you respond manually, your clients have already been given clear guidance, and you will have exceeded their expectations for a response without training them to rely exclusively on email.

Sample Template

You can copy and paste the example below into your email system and customize it with your agency’s links.

Subject: [Automatic Reply]

Hi there,

Thanks for reaching out.

For the fastest service, you can:

• Download our mobile app here: [Insert GloveBox App Download Links]
• Log in to your client portal here: [Insert ClientHub Portal Link]

There you'll be able to access documents, make payments, and submit service requests instantly—no waiting required.

Thank you,
[Your Signature]

Consult your specific email client's knowledge-base for info on how to add your auto-reply, such as these for Outlook and Google Suite.

Your agency's specific ClientHub Portal Link can be found in GloveBoxHQ under Integrations.

The GloveBox App Download Links can be found here for Apple and Android devices.*

*If your agency is using a custom White-Labeled mobile app from GloveBox, you will need to find the specific links from the Google Play and Apple stores.

Long-Term Benefits

When you set up an auto-responder, clients will more consistently use the app or portal which means:

Fewer repetitive emails
Fewer inbound phone calls
Faster resolution for common requests
Reduced administrative workload

GloveBox (under the Insights menu in HQ) can also track client activity across the app and portal, allowing you to see how many interactions are being handled via self-service instead of email or phone.