Give each AI helper its own sending address, such as ops@ or billing@, so its drafts are easy to tell apart and nothing goes out without you.
Who it is for
Small teams running more than one AI helper on Gmail or Google Workspace. You need to own the domain or the Gmail addresses. An alias is not a separate inbox, so it does not isolate access to your mail.
Tools
Google Workspace admin access, or a Gmail account that can add Send mail as addresses
One alias name per helper, such as ops@ or billing@
Claude or ChatGPT with a Gmail connection, if the helper should draft from Gmail
Steps
List your helpers and the one job each does. Give each a plain name, such as billing@ or scheduling@.
In Google Workspace, an admin adds each name as an alternate email address for the user. Google says up to 30 per user, and one user can use an alias.
In Gmail, open Settings, then See all settings, then Accounts, and under Send mail as choose Add another email address. Enter the name and address and send the verification.
Open the confirmation message Google sends to the address and click the link. Check Spam for a message from send-as-noreply@google.com if it does not arrive.
Tell each helper to draft only. In a new message, choose the helper's address in the From line and check it before sending.
If you use Claude's Gmail connector, Claude's help center says it asks for approval before it sends, replies or forwards by default. Keep that on.
If several people need to use one address, Google recommends Gmail delegation instead of an alias.
The prompt
You are the [HELPER NAME] helper for [BUSINESS NAME]. Your address is [ALIAS ADDRESS].
Your only job: [ONE JOB, for example: draft replies to billing questions].
Rules:
- Draft only. Never send, forward or delete email.
- Write every draft so it can be sent from [ALIAS ADDRESS].
- If a message is not about your job, say so and stop. Do not answer it.
- Put each draft in front of me with the original message summarized in one line.
- Do not promise prices, dates or refunds. Mark those spots with [CONFIRM].
Tips
Google says mail sent to an alias routes to the user's primary inbox, so you read it there.
Gmail help says you can send from up to 99 different addresses.