Setup guide · ~5 minutes

How to connect Email to RoadmapAI

Every project gets a private email address. Forward customer emails to it, or point feedback@ at it, and RoadmapAI captures the requests and emails the sender when they ship.

Before you start

✓A RoadmapAI project (the free trial works)
✓Access to the mailbox or mail settings you want to forward from

Step by step

1

Get your project address

In RoadmapAI, open Integrations and click "Get an address" in the Email section. Click "Copy address". It looks like acme-k3j9x2m4pq@mail.theroadmapai.com.

Tip: Keep the address private. Anyone who has it can add to your review queue.
2
Choose how mail reaches it

Pick one of the setups below. You can forward single emails by hand, or forward everything sent to feedback@ automatically.
- •Forward by hand from any mail app: nothing to set up
- •Google Workspace (including an alias like feedback@): an admin routing rule
- •Personal Gmail: a forwarding filter
- •Cloudflare Email Routing: a custom address rule
- •Microsoft 365 or Outlook: a mail flow rule or an inbox rule
3

Confirm forwarding if your provider asks

Gmail and Cloudflare email a confirmation to your project address before they forward to it. RoadmapAI does not treat it as a request. Instead, your Email card in Integrations shows "wants to confirm forwarding to this address", with an "Open verification link" button and the confirmation code.
4

Ignore your own team

Open Configure and add your company domain (for example acme.com) under "Ignored senders". Forwarded emails count as coming from the customer you forwarded, so this does not block your forwards.
5
Choose email replies and save

By default the sender hears back when you approve their request and when it ships. Turn on the other replies if you want them, then click "Save settings".
Example
```
Hi Dana,

Good news: "Dark mode" just shipped. Thanks for asking for it!

Acme
```

Auto-forwarding by provider

Pick the one that hosts your domain's mail.

Google Workspace (feedback@ as an alias, group or user)

An admin routing rule sends a copy of everything addressed to feedback@ to RoadmapAI. It works for aliases and needs no confirmation. The mail still lands in your mailbox too.

01 Sign in to admin.google.com as an admin.
02 Go to Apps → Google Workspace → Gmail → Routing.
03 Next to Routing, click "Configure" (or "Add another rule") and name it "Feedback to RoadmapAI".
04 Under "Email messages to affect", tick "Inbound".
05 Under "Envelope filter", tick "Only affect specific envelope recipients", choose "Single email address" and enter feedback@yourdomain.com.
06 Under "If the above conditions are met", tick "Also deliver to", click "Add", choose "Basic" and paste your RoadmapAI address.
07 Click "Save". Rules can take up to an hour to apply. Then send a test email to feedback@.

Good to know: An alias keeps its own address as the envelope recipient, so the rule only matches mail sent to feedback@, not the rest of the mailbox.

Gmail (personal account or a single Workspace mailbox)

Use a filter so only feedback mail is forwarded. Gmail asks the new address to confirm first, and RoadmapAI shows you that confirmation.

01 In Gmail, open Settings → See all settings → Forwarding and POP/IMAP.
02 Click "Add a forwarding address", paste your RoadmapAI address and click "Next" → "Proceed".
03 In RoadmapAI, open Integrations. The Email card shows "Gmail wants to confirm forwarding" with a code. Click "Open verification link", or type the code back in Gmail and click "Verify".
04 Leave "Disable forwarding" selected at the top, so you do not forward all your mail.
05 Go to Filters and Blocked Addresses → "Create a new filter". In "To", enter feedback@yourdomain.com (or use "Has the words" for a subject tag).
06 Click "Create filter", tick "Forward it to", pick the RoadmapAI address and click "Create filter".

Good to know: Gmail only forwards new mail that arrives after the filter exists. Forward older emails by hand.

Cloudflare Email Routing

If Cloudflare receives your domain's mail (Email Routing is on), you can route feedback@ straight to RoadmapAI.

01 In the Cloudflare dashboard, pick your domain and open Email → Email Routing. If it is not on yet, click "Get started" and let Cloudflare add its MX and SPF records.
02 Open the "Destination addresses" tab, click "Add destination address", paste your RoadmapAI address and save.
03 Cloudflare emails a verification link to that address. In RoadmapAI, open Integrations: the Email card shows "Cloudflare wants to confirm forwarding". Click "Open verification link". The address turns "Verified" in Cloudflare.
04 Open the "Routing rules" tab and click "Create address". Enter feedback as the custom address, choose "Send to an email" and pick your RoadmapAI address.
05 Click "Save" and send a test email to feedback@yourdomain.com.

Good to know: Email Routing replaces your domain's MX records, so it cannot run alongside Google Workspace or Microsoft 365 on the same domain. If your mail is hosted there, use the steps for those instead.

Microsoft 365 and Outlook

Admins can copy feedback@ mail to RoadmapAI with a mail flow rule. For a single mailbox, an Outlook rule works too.

01 Admin: in the Exchange admin center open Mail flow → Rules → "Add a rule" → "Create a new rule".
02 Set "Apply this rule if" to "The recipient is" and choose feedback@yourdomain.com.
03 Set "Do the following" to "Add recipients" → "to the Bcc box" and enter your RoadmapAI address. Save and enable the rule.
04 Single mailbox: in Outlook open Settings → Mail → Rules → "Add new rule", add a condition for mail sent to feedback@, and the action "Forward to" your RoadmapAI address.

Good to know: Microsoft 365 blocks automatic forwarding to outside addresses by default. If Outlook rules do not forward, an admin has to allow it in the outbound spam policy, or use the mail flow rule above.

Use cases

A shared feedback@ address

Put feedback@ on your site and in your app. Every email to it is read, and customers hear back when their idea ships.

What happens From: dana@customer.com, "Could you add a dark mode? My eyes hurt at night."

What RoadmapAI does Captured as "Dark mode", credited to Dana, who gets an email when it ships.

Forwarding an email from a customer

A customer emails your CEO or a salesperson. Forward it to the project address: the customer is credited, not you, and your note above the forward is read too.

What happens Fwd: "We need SSO before we can roll out to 500 seats". Your note: "Third enterprise lead asking."

What RoadmapAI does Captured as "SSO", credited to the customer.

Contact forms that send email

Point your website's contact or feedback form at the project address. Newsletters, receipts and auto-replies are skipped automatically.

What happens Form submission: "Would love a Zapier integration"

What RoadmapAI does Counted as a vote on your existing "Zapier integration" item.

Troubleshooting

I never saw the verification email from Gmail or Cloudflare

Open Integrations in RoadmapAI. Confirmation emails show up on the Email card, not in your review queue. If nothing is there after a few minutes, check that you pasted the address exactly, then send the verification again from your provider.

Forwarded emails are credited to me

Use your mail app's Forward button so the original "From:" line is kept. Forwarding as an attachment hides who wrote it.

Nothing arrives from my routing rule

Google Workspace rules can take up to an hour to apply. Send a fresh test email: rules only affect new mail.

Start free trial → About the Email integration

Other setup guides

Discord Slack GitHub Linear Intercom