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Inbox

The Inbox is where Vitae surfaces everything your AI agents have flagged and are waiting on you to action. You will find it in every section of the app. This guide covers how to navigate to the Inbox, what the different types of items look like, and how to approve, decline, convert, or dismiss each one.

Where do I find the Inbox?

Every section of Vitae has its own Inbox entry in the left sidebar. Look for the Inbox menu item — if there are items waiting for your attention a small number badge appears next to it (for example, 7 or 2).

The route depends on which part of the app you are in:

  • Inside CRM, click Inbox in the CRM sidebar.
  • Inside ATS, click Inbox in the ATS sidebar.
  • Inside Sourcing, click Inbox in the Sourcing sidebar.
  • Inside Workspace or Agent, click Inbox in the sidebar — both take you to the same Workspace Inbox.

All Inboxes share the same layout. The page header reads “Review and action items flagged by agents.”

Tip: If you are unsure which Inbox to check, start with the one in the section most relevant to your current task — for client work use the CRM Inbox, for candidates use the ATS or Sourcing Inbox.

What does an Inbox item look like?

Each row in the Inbox table has five columns:

  • Item — a bold title and a short summary underneath it.
  • Source — an uppercase badge showing where the item came from, for example CRM, SOURCING, AGENT, or ATS.
  • Confidence — the agent’s confidence percentage, for example 88% or 92%.
  • Details — varies by item type (see below).
  • Actions — icon buttons on the right side of the row.

If there is nothing to review, the table shows “No pending review items.”

To refresh the list at any time, click the Reload inbox button (the tooltip reads “Reload inbox”).

How do I approve or decline an agent suggestion?

Agent suggestions appear as rows where the Source badge reads AGENT (or a related surface). The Details column shows the action the agent is requesting — for example, “create workflow draft” — and a thread title if one is associated.

Three icon buttons appear in the Actions column:

  1. Approve (checkmark icon) — accept the agent’s suggestion.
  2. Decline (X icon) — reject it.
  3. Open thread (message icon) — view the agent conversation that produced this suggestion.

To approve:

  1. Open the Inbox from the sidebar.
  2. Find the row you want to act on.
  3. Click the Approve button (checkmark icon). No confirmation dialog appears — the action fires immediately.
  4. A success message confirms “Approval accepted.”

To decline:

  1. Find the row in the Inbox.
  2. Click the Decline button (X icon). No confirmation dialog appears.
  3. A success message confirms “Approval declined.”

To read the background before deciding:

  1. Click the Open thread button (message icon) on the row.
  2. This opens the agent thread so you can read the full context, then return to the Inbox to approve or decline.

Tip: For a deeper look at how the AI agent works, see AI Agent.

How do I convert a prospect to a client?

When an agent identifies a potential client from your sourcing activity, it adds a prospect row to the CRM Inbox. The Details column for these rows may show a website link, a location, and a contact count.

  1. Open the Inbox from the CRM sidebar.
  2. Find the row for the prospect you want to convert.
  3. Click the Create client button (checkmark icon — tooltip reads “Create client”).
  4. No confirmation dialog appears — the action fires immediately.
  5. A success message confirms “[Company name] was added to Clients” and the app takes you straight to the new client’s detail page in CRM.

If the suggestion needs more work before it is ready to become a client, click the Refine button (circular-arrow icon — tooltip reads “Refine”). The agent will re-evaluate it and you will see a message confirming “Refinement request queued for the agent.”

To remove a prospect you do not want to pursue, click the Dismiss button (trash icon — tooltip reads “Dismiss”). A message confirms “Prospect dismissed.”

Tip: For more on managing clients after they are created, see CRM.

How do I handle a duplicate-candidate suggestion?

When Vitae detects that two candidate records may be the same person, it adds a merge suggestion to the Inbox. The Details column shows why they were flagged (for example, “Similar email” or “Similar name”), the match percentage, both candidate names, and which record will be kept.

Merging the candidates

  1. Open the Inbox from the ATS or relevant sidebar.
  2. Find the candidate merge row.
  3. Click the Merge button (checkmark icon). Unlike other actions, this opens a confirmation dialog before anything happens.
  4. The dialog reads “Merge these candidates?” and explains that the second candidate’s applications, matches, and history will move to the kept record and the duplicate will be removed. This cannot be undone.
  5. Click Merge candidates to confirm. A success message confirms “Candidates merged.”

Marking them as not duplicates

  1. Find the candidate merge row in the Inbox.
  2. Click the Not duplicates button (X icon). No confirmation dialog appears — the action fires immediately.
  3. A success message confirms “Marked as not duplicates.”

How do I scan for duplicates in the CRM?

When you are in the CRM Inbox, a Scan for duplicates button appears in the top-right area of the page. Click it to trigger a scan — the button label changes to “Scanning…” while it runs. When the scan finishes, a message tells you how many possible duplicates were found, or confirms “No new duplicates found” if the data looks clean.

  • CRM — managing clients and contacts after prospects are converted.
  • ATS & Pipeline — candidates, jobs, and pipeline stages.
  • Sourcing Hub — AI-powered candidate searches and sourcing results.
  • AI Agent — how agents work and how to interact with them through threads.
  • Workflows — setting up automated workflows that agents can draft and request approval for.
  • Notifications — controlling how and when Vitae alerts you to new inbox items.
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