Configuring Max
Configure Max settings for connected email behavior, labeling, drafting, follow-up timing, scheduling, knowledge, permissions, tasks, and Chat with Max — and understand what each control changes operationally.
Use this state to review what Max surfaced, what work moved forward, and which source context should be checked before acting.
Read the full product state before configuring behavior.
These captures are intentionally larger and quieter: no artificial labels, just the real screen, the controls that matter, and the operational outcome each state changes.
Use this state to review what Max surfaced, what work moved forward, and which source context should be checked before acting.
Use this state to review what Max surfaced, what work moved forward, and which source context should be checked before acting.
Summary
Configure Max settings for connected email behavior, labeling, drafting, follow-up timing, scheduling, knowledge, permissions, tasks, and Chat with Max — and understand what each control changes operationally.
Concepts covered
Step breakdown
- Open Max SettingsStart in the Max Settings section of Max to understand the operational context.
- Review the product stateUse the visible UI, screenshots, and concepts to understand why this section exists.
- Apply it to daily workConnect the section to tasks, summaries, activity history, teammate context, or connected tools.
What this screen is
Max Settings is the control panel for how Max behaves across every connected surface. Each tab controls a distinct operating behavior — not a preference, a real operational outcome.
Changes here affect what Max reads, what it generates, when it acts, and what it is allowed to use. Settings are not set-and-forget: they are the operational design of your AI teammate.
Email settings
Email settings control the Gmail account Max is allowed to use and the inbox behaviors attached to that account: Email Labeling, Email Drafting, and Email Follow-up.
Email Labeling classifies incoming messages with categories such as Needs Reply, Important, FYI, Follow-up, or custom labels. The operational outcome is visible triage: operators can open Activity and see how Max interpreted real inbox signal before trusting stronger automation.
Email Drafting controls whether Max prepares reply drafts from the thread, CRM context, Knowledge, and Playbooks. Start in review-first mode so drafts can be inspected before they affect customer communication.
Email Follow-up controls the silence window. If a thread has not received a reply after the configured number of days, Max surfaces a follow-up suggestion or task instead of letting the conversation disappear.
Scheduling
Scheduling controls how Calendar context influences Max. When enabled, Max reads upcoming meetings and uses attendee, timing, and related account context to prepare work before the event.
The practical configuration question is when Max should prepare the brief and where it should deliver it. A sales operator may want a pre-meeting brief the morning of every customer call; an executive assistant may prefer a daily digest before the first calendar block.
Scheduling also changes task priority. A customer meeting tomorrow should raise related follow-up higher than a thread with no upcoming event.
Knowledge
Knowledge controls which sources Max is allowed to reference when generating summaries, drafts, or responses. Sources may include uploaded documents, product playbooks, approved templates, or linked knowledge bases.
When Knowledge is configured, Max grounds its outputs in approved context rather than relying only on the email thread or CRM record. This is what makes the difference between a generic draft and a draft that reflects your actual product, tone, and process.
Start with a small knowledge set — a playbook or a product one-pager — and expand as you validate that Max is citing the right sources in Activity.
Advanced
Advanced is where teams tune the parts of Max behavior that should not be changed casually: stricter instruction style, edge-case handling, and any workspace-specific behavior that affects generated work.
Use Advanced only after reviewing evidence in Activity. If Max repeatedly labels the same kind of email incorrectly, creates drafts with the wrong level of detail, or misses a recurring exception, Advanced is where an admin can tighten the operating rule.
Treat Advanced settings like production controls. Document the reason for the change, validate the next few generated outputs, and roll back if Activity shows lower-quality behavior.
Permissions
Permissions control what data sources and actions Max is authorized to use. This includes which email accounts Max can read, whether Max can create Calendar events, and which CRM records Max is allowed to reference.
Permissions are a safety boundary. A user may want Max to read their inbox but not their team's shared account. A team may want Max to access CRM People but not Deals. Each permission is an explicit grant, not a default.
Review Permissions whenever Max is integrated into a new workflow or connected to a new data source. The principle is: give Max access to what it needs for the workflow you are building, not everything available.
Tasks
Tasks configures recurring work Max can prepare or create for operators. The real Max Tasks screen shows Pre-Meeting Brief as an enabled automation with schedule, delivery channel, and source context.
Configure what the task should produce, how often it should run, and where it should be delivered. A Pre-Meeting Brief may run Monday through Friday at 08:00 AM and deliver through Email or WhatsApp depending on the team's operating rhythm.
The operational outcome is prepared work, not a reminder. Operators receive a useful artifact with meeting context, related CRM records, recent activity, and next-step suggestions before they need to act.
Playbooks
Playbooks define reusable operating instructions Max can follow when generating drafts, briefs, summaries, or suggested work. They turn team process into behavior Max can apply consistently.
Use Playbooks for patterns that should repeat: how to qualify a lead, how to summarize an investor update, how to escalate a support issue, or how to write a follow-up after a demo.
A good Playbook is specific enough to constrain Max but short enough to maintain. After adding or changing a Playbook, review Activity and generated drafts to confirm the behavior actually changed.
Chat with Max
Chat with Max connects conversational access points so users can interact with Max directly through WhatsApp, Slack, or Microsoft Teams. These connections turn Max into a messageable teammate — ask a question, request a summary, or trigger a workflow from wherever the team already works.
Each channel connection is independent. Connecting WhatsApp enables direct message access for mobile-first operators. Slack enables team-channel queries. Teams enables enterprise workspace integration.
Chat with Max extends Max beyond the browser. It is most useful when operators need quick context retrieval, status updates, or task creation from the field without opening the full application.
Recommended configuration sequence
1. Enable Email Labeling and review Activity for 24–48 hours to verify classification accuracy.
2. Configure Knowledge with your core playbook or product context.
3. Enable Drafting in Review mode. Review five to ten drafts before considering automated send.
4. Set Follow-up Timing to match your sales or support cycle.
5. Connect Calendar and configure Scheduling once email context is working well.
6. Review Advanced only when Activity shows a repeated behavior that needs a tighter rule.
7. Set Permissions to the minimum access the workflow requires.
8. Enable Task automation such as Pre-Meeting Brief when scheduling context is verified.
9. Add Playbooks for repeatable team procedures.
10. Connect Chat with Max on the channels your team already uses.
Product context
Max Settings shapes the assistant's operating behavior: which connected sources Max can read, what it may generate, when it creates work, and which channels operators can use to talk to it.
Settings matter because each tab changes a production behavior. Email settings change inbox labeling and drafts, Scheduling changes calendar preparation, Knowledge changes grounding, Permissions change data access, Tasks and Playbooks change repeatable work, and Chat with Max changes where the assistant can be used.
Operational example
A sales operator enables email labeling, keeps drafting off until review quality is proven, and configures follow-up after three days so Max suggests the next action at the right moment.
A support lead can use the same controls differently, prioritizing concise summaries and escalation-sensitive follow-up.
Operational playbook
Use Configuring Max as part of the Frontline Max Max Settings operating loop: inspect the current product state, confirm the source context, and decide what should happen next.
The goal is not to memorize screens. The goal is to understand how the product surface supports repeatable work, AI assistance, and accountable handoff.
Best practices
Start with the operational job before changing configuration. Name the owner, define the trigger or source context, and decide how the result should be reviewed.
Prefer narrow, inspectable setups over broad automation. Teammates should be able to explain why the system took an action from the visible product state.
Troubleshooting
If the result does not match expectation, check the source context first, then permissions, connected integrations, required fields, workflow logs, and any AI-generated output used by downstream steps.
When in doubt, compare the latest product state with the related record, activity, or workflow execution so debugging starts from evidence rather than guesswork.
Review loop
Use Max in a simple loop: orient on Home, review Activity, confirm To-do's, check connected context, then continue work or hand off with a clear next step.
AI-generated work should remain visible in Activity so teammates can audit what happened and avoid repeating context gathering.
FAQs
What is Max Settings in Max?
Configure Max settings for connected email behavior, labeling, drafting, follow-up timing, scheduling, knowledge, permissions, tasks, and Chat with Max — and understand what each control changes operationally.
How should teams use this section?
Use it as part of the daily Max operating loop: orient, review context, confirm AI-generated work, and continue execution.
How should Max fit into daily work?
Use Max to orient, review activity, confirm suggested actions, and continue execution. It should reduce context hunting and make AI-generated work visible.
When should a suggested action become a task?
Convert a suggestion when the owner, priority, source context, and next step are clear. Edit or dismiss suggestions that lack enough operational context.
How do Max and Studio workflows work together?
Studio workflows move operational processes. Max helps teammates review what happened, understand activity, and decide which follow-up or task deserves attention.