Help Center

Everything you need to get started and make the most of RetainerBot.

Getting Started

Initial Setup

Create your account and connect Gmail in under 5 minutes.

Adding Clients

Import your client list and start tracking health scores.

Understanding Analysis

Learn how to read health scores and AI recommendations.

Team Collaboration

Invite team members and assign client responsibilities.

Initial Setup

1. Create Your Account

Click "Start Free Trial" and fill in your details:

  • Name and email (this will be your login)
  • Company name (your agency)
  • Choose a secure password

7-day free trial included.

2. Connect Gmail

After creating your account:

  • Navigate to Settings → Connected Accounts
  • Click "Connect Gmail Account"
  • Authorize RetainerBot (read-only access)

We use Google's secure OAuth—we never see your password.

3. Verify Integration

Once connected, you'll see a green checkmark confirming:

  • Gmail account is linked
  • Sync is active
  • Ready to add clients

Adding & Managing Clients

Adding a New Client

Two ways to add clients:

Manual Entry:

  • Go to Clients → Add New Client
  • Enter client name and email domain
  • Assign to a team member (optional)

Auto-Detection:

  • Click "Scan Email for Clients"
  • Review suggested contacts
  • Select clients to import

Initial Sync

After adding a client, RetainerBot will:

  • Analyze last 90 days of emails
  • Calculate baseline health score
  • Generate initial insights (takes 2-5 minutes)

Client Settings

Customize tracking for each client:

  • Set custom health thresholds
  • Configure alert preferences
  • Add notes and context

Understanding Analysis

Health Scores Explained

Scores range from 0-100 based on multiple factors:

80-100

Healthy

Strong engagement, timely responses, positive sentiment. Keep up the good work.

60-79

Monitor

Some concerning signals. Check in proactively, address minor issues.

40-59

At Risk

Multiple warning signs. Schedule immediate check-in, take corrective action.

0-39

Critical

High churn risk. Executive-level intervention needed today.

What Influences Scores

  • Response times: How quickly you reply to client emails
  • Email frequency: Changes in communication patterns
  • Sentiment: Tone and language in client messages
  • Engagement level: Meeting attendance, feedback responsiveness
  • Historical trends: Declining vs. improving patterns

AI Recommendations

For at-risk clients, you'll receive:

  • Top 3-5 concerns ranked by urgency
  • Specific action items with deadlines
  • Plain-English summaries (no jargon)
  • Context from recent email threads

Team Collaboration

Inviting Team Members

  • Go to Settings → Team
  • Click "Invite Team Member"
  • Enter email and select role
  • They'll receive an invitation email

Team Roles

Admin

Full access. Can manage billing, add/remove team members, see all clients.

User

Can view and manage assigned clients, see team dashboard, cannot change settings.

Sub-User

Read-only access to assigned clients. Cannot make changes or take actions.

Assigning Clients

Control who sees which clients:

  • Open any client page
  • Click "Assign to Team Member"
  • Select team member(s)
  • They'll receive alerts for that client

Common Questions

How often do health scores update?

Health scores update in real-time as new emails arrive. Historical analysis runs hourly to catch trends.

Can I adjust sensitivity of alerts?

Yes! In Settings → Alerts, you can set custom thresholds for when you want to be notified.

What if I don't want to track a client anymore?

You can archive or delete any client from their settings page. Historical data will be preserved.

Does RetainerBot read all my emails?

No. We only analyze emails to/from clients you've explicitly added to your RetainerBot account.

Still have questions?

Contact our support team and we'll respond within 24 hours.