Knowledgebase

Setting Up an Autoresponder (Firstserv Guide)

Autoresponders are a powerful way to automatically reply to incoming emails, helping you stay responsive without needing to manually respond to every message.

What is an Autoresponder?

An autoresponder automatically sends a reply whenever an email is received by a specific address.

✅ Common uses:

• Acknowledging customer enquiries
• Out-of-office replies
• Providing quick information or next steps

✅ Benefits:

• Saves time
• Keeps customers informed
• Ensures no email goes unanswered

Creating an Autoresponder in cPanel

Step 1: Log in to cPanel

• Access your Firstserv cPanel account

Step 2: Open Autoresponders

1. Navigate to the Email section
2. Click Autoresponders

Step 3: Add a New Autoresponder

• Click Add Autoresponder

Step 4: Configure Your Autoresponder

Fill in the following settings:

Character Set

• Default: utf-8 ✅
• Recommended to leave unchanged

Interval

• Controls how often a sender receives your auto-reply

✅ Recommended:

1 hour

This prevents autoresponder loops if both parties use auto-replies.

Email & Domain

• Email: The mailbox name (e.g. info)
• Domain: Your domain name

From

• The sender name/email for the reply

✅ Usually the same as your email address

Subject

• The subject line of your auto-response

Example:

Out of Office – Automatic Reply

Body

• The message you want to send automatically

Example:

Thank you for your email. I am currently out of the office and will respond as soon as possible upon my return.

HTML

• Enable if you want to include formatted HTML content
• Otherwise, keep disabled for plain text

Start Time

• Choose when the autoresponder begins:
  • Immediately, or
  • A specific date and time

Stop Time

• Choose when it ends:
  • Never, or
  • A specific date and time

Step 5: Create the Autoresponder

• Click Create

✅ Your autoresponder will now activate based on your selected schedule

Useful Autoresponder Tags

You can personalise your messages using these tags:

• %subject% → Original email subject
• %from% → Sender’s name (if available)
• %email% → Sender’s email address

Example

Hello %from%,

Thank you for your email regarding "%subject%".
We have received your message and will get back to you shortly.

Example: Out of Office Setup

• Email: info@yourdomain.com
• Subject: Out of Office – Automatic Reply
• Body:

Thank you for your message. I am currently out of the office and will return on [date]. I will respond as soon as possible upon my return.

• Interval: 1 hour
• Start: Set your leave date/time
• Stop: Set your return date/time

Best Practices

• ✅ Keep messages clear and concise
• ✅ Set an interval to prevent loops
• ✅ Include expected response times
• ✅ Update or disable when no longer needed

Summary

Autoresponders allow you to:

• Automatically respond to incoming emails
• Keep customers informed
• Save time and improve communication

Need Help?

If you need assistance setting up or troubleshooting autoresponders, the Firstserv support team is always happy to help.