Rules run on every sync — match on sender, subject, body, tags, attachments and more, then label, file, route, snooze, or hand to the agent. See hundreds of real rule recipes.
Everything below runs on real controls — nothing invented.
Rich conditions
Match on from, domain, to, subject, body, attachment, list-mail, AI tag, client profile, account, unread, or important.
Any / all logic
Combine conditions with AND (all) or OR (any) — and go semantic with an AI match when plain text won't do.
17 actions
Move to a tab or folder, add a label or AI tag, star, archive, mute, spam, mark important, snooze, or notify.
Route to the agent
Hand a matched thread straight to Copilot or Autopilot to draft or send.
Per-mailbox scope
Apply a rule to every account or just one — and stop processing once matched.
Run on every sync
Rules apply automatically as mail arrives, and you can re-run them across the inbox on demand.
02—Use cases
466 ways people put Rules to work.
Each recipe shows the real conditions (WHEN) and actions (THEN) exactly as you'd build them. Filter by your industry or role.
466 results
Real estate
Zillow leads to top
Portal leads land in the same inbox as vendor newsletters and showing confirmations — by the time you find them, the buyer has already heard from someone faster.
When
An inquiry arrives from a Zillow listing address.
Setup
A rule matches the sender domain and tags plus routes the lead for a fast reply.
Result
Portal leads jump to the front of your day instead of getting buried.
Every Zillow lead is waiting at the top when you open your inbox — not buried on page two.
WHEN fromDomain contains "zillow.com"
THEN addTag reply-today
THEN routeToAgent
THEN stop
Real estate
Realtor.com to Primary
If you're scanning the same tab for client replies and portal notifications, paid lead inquiries disappear into the noise.
When
A Realtor.com lead notification hits the inbox.
Setup
A rule pins the message to the Primary tab and stars it.
Result
Realtor.com leads sit where you'll see them first, front and center.
Paid leads always land exactly where your eyes go first.
WHEN fromDomain contains "realtor.com"
THEN setTab primary
THEN star
Real estate
Showing requests to VIPs
A buyer emails to schedule a showing, you miss it in the inbox pile, and they book with the listing agent directly.
When
An email subject or body mentions scheduling a showing or tour.
Setup
A rule matches showing keywords in any field and files the thread under the VIPs tab.
Result
Every showing request is grouped in one place so none slip past.
No showing request gets lost — they all surface in one dedicated view.
Match: any
WHEN subject contains "showing"
THEN setTab vips
THEN addTag reply-today
Real estate
Offer emails flagged urgent
In a competitive market, offer and counter emails have hard deadlines — missing one in a busy inbox costs the client the home.
When
A message body contains the word offer, counter, or accepted.
Setup
A rule marks these important and tags them for a same-day reply.
Result
Offer activity never waits, because it lights up the moment it arrives.
Time-sensitive offer threads always surface before the deadline passes.
WHEN body contains "offer"
THEN markImportant
THEN addTag reply-today
THEN star
Real estate
Escrow and title routing
Closing paperwork from title and escrow companies arrives mixed in with everything else — a missed deadline in that pile can blow up a deal.
When
Email arrives from your title or escrow company's domain.
Setup
A rule labels these transaction emails and pins them to the Important tab.
Result
Closing paperwork stays organized in one lane through the whole escrow.
Transaction documents never get lost in the inbox — they're always in their own lane.
WHEN fromDomain contains "escrow"
THEN addLabel Transactions
THEN setTab important
Real estate
First-timer identifier
First-time buyers need a different cadence — treating them like experienced buyers means slower answers, more anxiety, and higher dropout rates.
When
A new inquiry semantically reads like a first-time buyer question.
Setup
A rule uses matchesAI on the body to detect first-timer intent and tags plus assigns a context.
Result
First-time buyers are recognized and handled with the right playbook automatically.
First-timers are caught early and handed the right playbook before confusion sets in.
WHEN body matchesAI "first-time buyer"
THEN addTag reply-today
THEN assignContext
Real estate
Pre-approval to Important
A buyer mentions pre-approval or a lender letter in passing — miss that signal and you're scheduling showings for someone who isn't ready.
When
An email mentions pre-approval, financing, or a lender letter.
Setup
A rule matches financing keywords and files the thread to the Important tab.
Result
Financing status is easy to track for every buyer in your pipeline.
Financing signals never get buried — you always know where each buyer stands.
Match: any
WHEN body contains "pre-approval"
THEN setTab important
THEN addLabel Financing
Real estate
Mute listing-portal digests
Daily market digests from Zillow and Realtor.com look just like buyer inquiries at a glance — every scroll costs you seconds you don't have.
When
A daily market-report or saved-search digest arrives from a portal.
Setup
A rule tags these as newsletter and mutes them out of the main flow.
Result
Bulk portal noise stops crowding out real client mail.
Real client emails are all that's left in your working inbox.
WHEN listUnsubscribe equals true
THEN addTag newsletter
THEN setTab newsletters
THEN mute
Real estate
Current buyers to VIP tab
A client under contract emails you and their message lands in the same tab as cold leads — and you get back to them four hours later.
When
Any email arrives from an address on your active-buyer list.
Setup
A rule matches the sender against your buyer addresses and routes them to VIPs.
Result
Clients under contract always land in the tab you check most.
Active clients always get front-of-line treatment — automatically.
WHEN from in "buyer list"
THEN setTab vips
THEN addTag vip
Real estate
Inspection scheduling label
When inspector, buyer, and agent are all emailing separately about the same inspection, one thread lost means a double-booked timeslot and a frustrated client.
When
A message references an inspection date or inspector.
Setup
A rule matches inspection keywords and adds a label for the milestone.
Result
Inspection logistics stay grouped so nothing gets double-booked.
Every inspection-related email lives in one labeled group — no scheduling confusion.
WHEN body contains "inspection"
THEN addLabel Inspection
THEN markImportant
Real estate
Vendor mail to Team
Photographer availability, stager confirmations, and sign-install notices all look like client emails in a flat inbox — and vendor coordination slips.
When
Email arrives from your photographer, stager, or sign vendor.
Setup
A rule matches those vendor domains and files them under the Team tab.
Result
Vendor coordination is separated cleanly from client conversations.
Vendor logistics stay in their lane — client threads stay distraction-free.
WHEN fromDomain in "vendors"
THEN setTab team
THEN addTag fyi
Real estate
Closing-day priority
On closing day, a missed email about wire details, timing, or signatures can delay funding and strand buyers outside a house they technically own.
When
A subject line names a closing, signing, or funding date.
Setup
A rule matches closing keywords, marks important, and routes to the agent for a fast reply.
Result
Closing-day threads get top priority and instant drafting help.
Closing-day emails never wait — they surface immediately and draft instantly.
WHEN subject contains "closing"
THEN markImportant
THEN routeToAgent
THEN stop
Real estate
Receipts to Receipts tab
MLS fees, e-sign subscriptions, and lockbox invoices clutter the inbox year-round and vanish when you need them at tax time.
When
An MLS, e-sign, or subscription receipt lands in the inbox.
Setup
A rule tags receipts and files them to the Receipts tab, marked read.
Result
Expense records self-file for tax time without cluttering the inbox.
Business receipts are already organized when your accountant asks for them.
WHEN subject contains "receipt"
THEN addTag receipt
THEN setTab receipts
THEN markRead
Real estate
Spam FSBO blasts
Lead-gen pitches, coaching solicitations, and SEO blasts arrive daily and look convincing enough that you read them before realizing they're junk.
When
A mass solicitation arrives pitching leads, coaching, or SEO to your listing email.
Setup
A rule uses matchesAI to detect cold solicitation and moves it to spam.
Result
Cold-pitch clutter disappears before it ever reaches your eyes.
Solicitations never reach your inbox — you only see emails that matter.
WHEN body matchesAI "cold solicitation"
THEN addTag cold
THEN moveToSpam
THEN stop
Real estate
Seller inquiries to Important
A homeowner who emails about selling is usually talking to multiple agents — buried in the inbox, that lead goes cold before you even know it arrived.
When
An email mentions "list my home," "sell my house," or "thinking of selling."
Setup
A rule uses semantic matching on the body to catch seller intent and routes the thread to the Important tab with a reply-today tag.
Result
Seller leads surface immediately so you're never the last agent to respond.
Seller leads always land at the top — not buried under showing confirmations.
WHEN body matchesAI "thinking of selling"
THEN setTab important
THEN addTag reply-today
THEN stop
Real estate
HOA and condo docs labeled
HOA resale packages, condo docs, and association notices arrive on tight review deadlines — mixed into a flat inbox they're easy to overlook until the contingency window closes.
When
An email from an HOA, condo association, or management company arrives.
Setup
A rule matches the sender domain or keywords like "HOA" and "association" and labels the thread Transaction Docs, then marks it important.
Result
Association paperwork is always labeled and surfaced before the review deadline.
HOA and condo docs land in their own lane — no missed review deadlines.
WHEN body contains "HOA"
THEN addLabel Transaction Docs
THEN markImportant
Real estate
Price-reduction threads flagged
Emails touching a price reduction often need an urgent co-op agent update or a seller call — sitting in the general inbox, that window closes fast.
When
A message subject or body contains "price reduction," "reduce the price," or "price adjustment."
Setup
A rule matches price-reduction language, stars the thread, and routes it to Important so it's actioned the same day.
Result
Price-reduction conversations never wait — they surface immediately for a same-day decision.
Price-reduction discussions always get same-day attention — before momentum stalls.
WHEN body contains "price reduction"
THEN star
THEN setTab important
THEN addTag reply-today
Mortgage
Route new portal leads
A fresh purchase lead lands in the same inbox as underwriter conditions and carrier invoices — by the time you find it, the borrower already has three other LOs on the phone.
When
An email arrives from a lead-source or LOS portal domain.
Setup
A rule matches the lead-source domain and routes it straight to the reply agent, then stops further processing.
Result
Fresh leads jump the queue and get worked instantly instead of buried under newsletters.
Purchase leads surface at the top of the queue the moment they arrive.
WHEN fromDomain in lead-source list
THEN addTag reply-today
THEN routeToAgent
THEN stop
Mortgage
Flag pre-approval requests
Buying-intent emails that use "pre-approval" in passing look exactly like routine borrower emails — and get the same slow treatment.
When
A message body mentions "pre-approval" or "pre-qualified."
Setup
A rule watches the body for pre-approval language, tags it reply-today, and stars it.
Result
Buying-intent emails surface at the top so you never let a ready borrower wait.
Ready borrowers are never buried — they're starred and at the top of your day.
WHEN body contains "pre-approval"
THEN addTag reply-today
THEN star
THEN stop
Mortgage
Catch rate questions
A borrower emails a rate question and gets an auto-drafted answer — without this rule, that's exactly what could happen.
When
A borrower email mentions rate, APR, or points.
Setup
A rule matches rate keywords in the body, marks the thread important, and notifies you so it's handled personally, not auto-answered.
Result
Every rate-sensitive email is flagged for a human, keeping quotes compliant.
Rate questions always reach a human — never an automated reply.
WHEN body contains "rate"
THEN markImportant
THEN notify
THEN stop
Mortgage
Underwriter to Important
An underwriting condition buried under a newsletter means a file sits in limbo for a day while the clock on the rate lock keeps ticking.
When
An email arrives from your processing or underwriting domain.
Setup
A rule sends the sender's domain to the Important tab and tags it reply-today.
Result
Underwriting conditions never slip past you in a noisy inbox.
Conditions land in Important the instant they arrive — not buried in the inbox.
WHEN fromDomain equals underwriting
THEN setTab important
THEN addTag reply-today
Mortgage
Title and escrow team tab
Closing-week emails from title and escrow scatter across the inbox just when you need them most — in the last 72 hours before funding.
When
Mail comes from a known title or escrow company.
Setup
A rule routes recognized title/escrow senders to the Team tab and labels them closing.
Result
Closing coordination lives in one place instead of scattering across the inbox.
Every closing-related email from title and escrow is in one place, always.
WHEN from in title partners
THEN setTab team
THEN addLabel closing
Mortgage
Appraisal emails labeled
An appraisal status email that blends into the inbox means an agent or borrower doesn't get the update they're waiting on — and they start calling.
When
An AMC or appraiser emails about an order or report.
Setup
A rule matches appraisal senders and subjects, applies the appraisal label, and marks the thread important.
Result
Appraisal status is instantly findable and never missed during the timeline crunch.
Appraisal emails are labeled and surfaced the moment they arrive — no searching later.
WHEN subject contains "appraisal"
THEN addLabel appraisal
THEN markImportant
Mortgage
Rate-lock confirmations
A borrower asks "when does my lock expire?" and you have to search for the confirmation while they wait on the phone.
When
The lock desk sends a lock-confirmation subject.
Setup
A rule matches the lock-desk sender, labels it rate-lock, and stars it for fast reference.
Result
Lock confirmations are one search away when a borrower asks what they got.
Lock details are always one search away — even mid-call with a borrower.
WHEN from equals lock desk
THEN addLabel rate-lock
THEN star
Mortgage
Document uploads sorted
A borrower sends three attachments across two emails over two days and without labels, one gets processed late and stalls the file.
When
A borrower replies with an attachment on an active file.
Setup
A rule fires when a known borrower email carries an attachment, labeling it docs and marking it reply-today.
Result
Incoming docs get grouped for quick review so nothing sits unprocessed.
Incoming docs are labeled and flagged immediately — no stalled files from missed attachments.
WHEN hasAttachment
THEN addLabel docs
THEN addTag reply-today
THEN stop
Mortgage
VIP referral partners
Your top referring agent sends you a lead and waits to see how fast you move — a slow response signals that the next LO on their list is worth a try.
When
A top referring agent or builder emails you.
Setup
A rule tags your named referral partners vip and routes them to the VIPs tab.
Result
Your best sources of business always get a same-day, front-of-line response.
Your best referral sources always land at the front of the queue.
WHEN from in referral partners
THEN addTag vip
THEN setTab vips
Mortgage
AI-classify buyer intent
Real purchase-intent emails don't always use the words "pre-approval" — a borrower writing "we're looking to buy in the spring" uses none of the obvious triggers.
When
A general inbound email whose intent isn't obvious from keywords.
Setup
A rule uses matchesAI to detect purchase-buying intent, tags it reply-today, and routes it to the agent.
Result
Real buyers get caught even when they don't use the obvious words.
Buyer intent gets detected even when the language doesn't fit a keyword filter.
WHEN body matchesAI "buying a home soon"
THEN addTag reply-today
THEN routeToAgent
Mortgage
Closing-week priority
In the final week before funding, every hour matters — a missed email about a condition or CD can push the closing date.
When
Any email on a file already tagged closing.
Setup
A rule matching the closing tag marks the thread important and notifies you immediately.
Result
During the tightest window, every closing email pings you the second it lands.
Closing-week emails alert you the instant they arrive — never discovered late.
WHEN tag equals calendar
THEN markImportant
THEN notify
Mortgage
Silence rate-shopping ads
Rate aggregator blasts and vendor pitches share the same inbox as real borrower emails — every one you open wastes time you don't have mid-pipeline.
When
Marketing blasts from rate aggregators and vendors flood in.
Setup
A rule matching bulk unsubscribe headers moves promotional mail to the Newsletters tab and mutes it.
Result
Vendor noise disappears so the borrower and partner emails stand alone.
Vendor noise is gone — only borrower and partner emails remain in your working inbox.
WHEN listUnsubscribe equals true
THEN setTab newsletters
THEN mute
THEN stop
Mortgage
File closing receipts
CD copies, title invoices, and fee statements clutter the inbox during closing week and disappear into the archive when you need them for the file.
When
A CD, invoice, or fee statement arrives from a closing vendor.
Setup
A rule matches receipt-style subjects and moves them to the Receipts tab, marked read.
Result
Closing paperwork is archived for the file without cluttering your working inbox.
Closing docs are always findable — filed automatically the moment they arrive.
WHEN subject contains "invoice"
THEN setTab receipts
THEN markRead
Mortgage
Assign context by borrower
Drafting a reply to a borrower without pulling their file means details like loan type, status, and outstanding conditions are missing — and it shows.
When
An email arrives from an address tied to an active borrower profile.
Setup
A rule matches the borrower's address and assigns their context profile so replies pull the right file details.
Result
Drafts and answers are automatically grounded in the correct borrower's file.
Every reply to a known borrower is pre-loaded with their file — automatically.
WHEN from equals borrower address
THEN assignContext
THEN addTag reply-today
Mortgage
Processor emails to Team tab
Processor and operations team emails get mixed in with borrower threads — a condition request buried under a borrower FAQ slows a file the same day the lock is ticking.
When
An email arrives from your processing or operations team's internal domain.
Setup
A rule matches the internal domain and routes processor messages to the Team tab labeled with the active file tag.
Result
Internal ops communications are always in their own lane, away from borrower threads.
Processor emails are always where you expect them — never buried under borrower mail.
WHEN fromDomain in "processing team"
THEN setTab team
THEN addLabel active-file
Mortgage
Flood and hazard insurance flag
A final condition requiring flood or hazard insurance binder can arrive days before closing — missed in the inbox it blows a funding date without warning.
When
An email subject or body mentions flood insurance, hazard binder, or insurance certificate.
Setup
A rule matches insurance-binder keywords and marks the thread important, adding a reply-today tag so it's worked immediately.
Result
Insurance conditions get flagged and worked the same day, keeping the funding date intact.
Insurance binder conditions never slip — they surface immediately with a reply-today flag.
WHEN subject contains "hazard binder"
THEN markImportant
THEN addTag reply-today
THEN stop
Mortgage
Snooze low-priority lender bulletins
Lender product bulletins and guideline updates arrive daily and matter eventually — but reading them during the loan day costs focus at the worst times.
When
Guideline update bulletins and product notices arrive from lender domains.
Setup
A rule matches lender bulletin keywords in the subject and snoozes the thread until end-of-day Friday, labeled Guidelines so nothing gets lost.
Result
Lender updates are saved for a weekly review block instead of interrupting the loan day.
Guideline bulletins resurface at the right time — not mid-pipeline when your focus is on live files.
WHEN subject contains "guideline update"
THEN snoozeUntil Friday 4pm
THEN addLabel Guidelines
THEN stop
Insurance
Flag claim emails
A policyholder emails about an accident and the thread sits unseen in a busy inbox while the loss is happening — every hour of delay affects the outcome.
When
Any email whose subject or body references a claim or loss.
Setup
Match any: subject contains 'claim', body contains 'accident', body contains 'damage'. Actions mark it important, notify, and stop further rules.
Result
Loss reports jump to the top and ping you immediately, so nothing time-sensitive sits unseen.
Loss reports surface instantly — nothing time-sensitive sits unseen.
WHEN subject contains "claim"
THEN markImportant
THEN notify
THEN stop
Insurance
Route carrier mail
Carrier notices about policy changes, cancellations, and billing arrive mixed in with everything else — missing one has real consequences for your clients.
When
Inbound email from a carrier domain.
Setup
Match any: fromDomain in [progressive.com, safeco.com, travelers.com, nationwide.com]. Actions add label 'Carrier' and route to the Updates tab.
Result
Carrier notices land in one predictable place instead of scattering across the inbox.
Carrier mail is always exactly where you expect it — never scattered across the inbox.
WHEN fromDomain in carriers
THEN addLabel "Carrier"
THEN setTab all
Insurance
Tag renewals
Without labeled renewal threads, tracking which accounts are coming up for renewal requires manually scanning dates across dozens of open files.
When
Carrier renewal notices arrive.
Setup
Match all: fromDomain in [carriers], subject contains 'renewal'. Actions add tag 'renewal' and add label 'Renewals'.
Result
Every renewal is tagged and grouped so the book's renewal pipeline is one filtered view.
Your entire renewal pipeline is one filter away — always current, always organized.
WHEN subject contains "renewal"
THEN addTag "renewal"
THEN addLabel "Renewals"
Insurance
Prioritize COI requests
A COI request tied to a lease signing or loan closing has a hard deadline — buried in the inbox, it blows up the transaction.
When
An email asks for a certificate of insurance.
Setup
Match any: subject contains 'certificate', subject contains 'COI', body contains 'certificate of insurance'. Actions mark important and add label 'COI'.
Result
Time-sensitive COI requests are surfaced and labeled so they never slip past a vendor deadline.
COI requests always surface before a vendor deadline passes.
WHEN subject contains "COI"
THEN markImportant
THEN addLabel "COI"
Insurance
Surface quote replies
A prospect who replies to a quote thread buried under newsletters will move on if you don't get back to them the same day.
When
A prospect replies to a quote thread.
Setup
Match any: subject contains 'quote', body contains 'quote'. Actions add tag 'reply-today' and route to the Primary tab.
Result
Live quote conversations get same-day attention, protecting close rates.
Live quote replies always get same-day attention — close rates stay protected.
WHEN subject contains "quote"
THEN addTag "reply-today"
THEN setTab primary
Insurance
Catch endorsements
A client who emails to add a driver or vehicle expects the change to be in motion — a request that disappears into the inbox creates an uninsured gap.
When
A client emails about changing their policy.
Setup
Match any: body contains 'add a driver', body contains 'add a vehicle', body contains 'change my address', subject contains 'endorsement'. Actions mark important and add label 'Endorsement'.
Result
Policy-change requests are caught and grouped so none are processed late.
Policy-change requests never slip — they're grouped and flagged the moment they arrive.
WHEN body contains "add a driver"
THEN markImportant
THEN addLabel "Endorsement"
Insurance
VIP commercial accounts
Your highest-value commercial clients notice when they're treated the same as a personal-lines inquiry — and they don't stay silent about it.
When
Email from a top commercial-lines client.
Setup
Match any: from in [key account contacts], tag equals 'vip'. Actions star, mark important, and route to the VIPs tab.
Result
Your highest-value accounts always float to the top of the queue.
High-value accounts always get front-of-queue treatment — without you having to think about it.
WHEN tag equals vip
THEN star
THEN setTab vips
Insurance
Detect cancellation risk
A client who mentions "found cheaper" or "thinking of switching" is giving you a window — miss the signal and the policy walks before you had a chance to retain it.
When
A client email hints at leaving.
Setup
Match any: body contains 'cancel', body contains 'shopping around', body contains 'found cheaper'. Actions mark important and notify.
Result
Retention threats trigger an instant alert so you can intervene before the account walks.
Retention threats reach you immediately — while there's still a window to act.
WHEN body contains "cancel"
THEN markImportant
THEN notify
Insurance
File billing notices
Billing notices and payment confirmations clog the working inbox daily — mixed in with real client requests they create noise that slows everything down.
When
Automated billing and payment emails from carriers.
Setup
Match all: fromDomain in [carriers], subject contains 'payment' or 'invoice'. Actions add label 'Billing', mark read, and route to Receipts.
Result
Routine billing traffic is filed and out of the way while staying searchable.
Billing noise is filed automatically — your working inbox only shows what needs action.
WHEN subject contains "payment"
THEN addLabel "Billing"
THEN setTab receipts
Insurance
Mute marketing blasts
Carrier product bulletins and vendor newsletters look like real mail until you open them — and reading them costs you time every single day.
When
Carrier and vendor newsletters arrive.
Setup
Match any: listUnsubscribe present, tag equals 'newsletter'. Actions add label 'Newsletters', route to Newsletters tab, and mute the thread.
Result
Product bulletins and marketing stop crowding client mail.
Marketing noise disappears — client and carrier emails stand alone in the working inbox.
WHEN listUnsubscribe present
THEN setTab newsletters
THEN mute
Insurance
Photos to claims
A policyholder emails damage photos during an active loss and without a label they scatter across the thread history right when the adjuster needs them.
When
A policyholder emails with photo attachments during an open loss.
Setup
Match all: hasAttachment is true, body matchesAI 'damage or accident photos for a claim'. Actions add label 'Claim Docs' and mark important.
Result
Loss photos are grouped with the claim automatically so nothing gets lost mid-thread.
Loss photos are grouped with the claim the moment they arrive — nothing gets lost.
WHEN hasAttachment is true
THEN addLabel "Claim Docs"
THEN markImportant
Insurance
Route to claims agent
A first-notice-of-loss email that goes to a general inbox instead of the claims specialist adds hours to the response time at the most critical moment.
When
New loss reports that should go to the claims specialist.
Setup
Match all: subject contains 'claim', isUnread is true. Actions route to the claims agent and add tag 'reply-today'.
Result
First-notice-of-loss emails are handed to the right teammate the moment they arrive.
Loss reports reach the right person immediately — no detour through a general queue.
WHEN subject contains "claim"
THEN routeToAgent
THEN addTag "reply-today"
Insurance
Assign new-lead context
A quote request from a lead vendor arrives without context — drafting a reply blind means generic responses that don't reflect your intake process.
When
An inbound quote request from a web form or aggregator.
Setup
Match any: fromDomain in [lead vendors], subject contains 'new lead', body contains 'requesting a quote'. Actions assign the 'New Lead' context and route to Primary.
Result
Fresh leads arrive pre-loaded with your intake playbook and land in the working queue.
New leads arrive pre-loaded with your intake process — ready to work immediately.
WHEN subject contains "new lead"
THEN assignContext
THEN setTab primary
Insurance
Snooze future renewals
A renewal notice that arrives 60 days early clutters the inbox until it matters — but if you archive it, you risk forgetting it when the window opens.
When
Renewal notices arriving far ahead of the effective date.
Setup
Match all: subject contains 'renewal', body matchesAI 'renews more than 45 days out'. Actions snooze until closer to the renewal window and add tag 'fyi'.
Result
Early renewal notices resurface at the right time instead of cluttering today's inbox.
Early renewals resurface exactly when you need them — not 45 days before they're actionable.
WHEN subject contains "renewal"
THEN snoozeUntil
THEN addTag "fyi"
Insurance
Lapse and nonpayment notices flagged
A carrier nonpayment or pending-lapse notice that sits in the inbox for a day means a client loses coverage without a warning call from you — and they remember that.
When
A carrier sends a pending-lapse, nonpayment, or cancellation-pending notice.
Setup
A rule matches nonpayment and lapse keywords in the subject and marks the thread important, notifying immediately and adding a reply-today tag.
Result
At-risk accounts surface the moment the carrier flags them, giving you maximum time to intervene.
Lapse warnings reach you immediately — not the night before the policy cancels.
WHEN subject contains "nonpayment"
THEN markImportant
THEN notify
THEN addTag reply-today
Insurance
New-vehicle endorsement requests
A client who just drove off a dealer lot expects to be covered immediately — an endorsement request that waits until tomorrow is a day of uninsured driving.
When
A client emails mentioning they purchased or traded in a vehicle.
Setup
A rule uses semantic matching on the body to detect new-vehicle purchase language, marks the thread important, and routes it to the agent for same-day processing.
Result
New-vehicle endorsement requests surface immediately so coverage can be added before the client needs to use it.
New-vehicle requests are flagged the moment they arrive — the client is never unknowingly uninsured.
WHEN body matchesAI "bought a new car"
THEN markImportant
THEN addTag reply-today
THEN stop
Insurance
Commercial policy renewal routing
Commercial renewals carry higher premiums and more complex coverage reviews — treated the same as a personal-lines renewal, they get the same inadequate turnaround time.
When
A renewal notice arrives for an account tagged as commercial.
Setup
A rule matches commercial-tagged accounts and renewal subject keywords, routes the thread to the VIPs tab, and marks it important so the commercial producer sees it first.
Result
Commercial renewals get front-of-queue treatment with the right producer, not the same pipeline as personal-lines volume.
Commercial renewals always reach the right producer immediately — not the personal-lines queue.
WHEN tag equals commercial
WHEN subject contains "renewal"
THEN setTab vips
THEN markImportant
STR hosts
Wifi questions to agent
Wifi questions are the single most common guest message, and they come at all hours — routing them manually costs you sleep.
When
Any guest email mentioning wifi, password, or network.
Setup
A rule tags wifi questions for same-day reply and routes them to the agent so the credentials go out automatically.
Result
The single most common guest question answers itself.
Your most frequent guest question handled without you
WHEN body contains "wifi"
THEN addTag reply-today
THEN routeToAgent
THEN stop
STR hosts
Airbnb to VIPs tab
When platform mail gets buried in a mixed inbox, a time-sensitive booking or message can age for hours before you see it.
When
A message arrives from an automated Airbnb address.
Setup
A rule matching the Airbnb sender domain files guest threads into the VIPs tab and marks them important.
Result
Booking-platform mail never gets lost among newsletters.
Platform messages always surface in the right lane
WHEN fromDomain equals "airbnb.com"
THEN setTab vips
THEN markImportant
THEN stop
STR hosts
VRBO inquiries surfaced
A VRBO inquiry sitting unread while the same guest books elsewhere is a direct revenue loss for no reason.
When
An inquiry lands from a VRBO / HomeAway address.
Setup
A rule tags VRBO senders as reply-today and files them to the primary tab for a fast first response.
Result
Cross-platform inquiries hit the same fast lane as Airbnb.
Every platform's leads get the same fast response, not just Airbnb
WHEN fromDomain in ["vrbo.com","homeaway.com"]
THEN addTag reply-today
THEN setTab primary
THEN stop
STR hosts
Check-in day priority
On check-in day, an arrival-issue email buried in the inbox becomes a panicked call an hour later.
When
A subject line mentions check-in, arrival, or door code.
Setup
A rule stars arrival-related mail and marks it important so nothing about getting in slips past you.
Result
Same-day arrival issues jump to the top of your inbox.
Arrival issues surface instantly on check-in day
WHEN subject contains "check-in"
THEN star
THEN markImportant
THEN addTag reply-today
STR hosts
Refund escalation
An AI-handled refund thread that goes wrong costs far more than the refund itself.
When
A guest message mentions refund, cancel, or money back.
Setup
A rule marks refund threads important and tags them so they land in your review queue instead of the agent's.
Result
Money conversations always reach a human first.
Every refund request reaches a human — no exceptions
WHEN body contains "refund"
THEN markImportant
THEN addTag reply-today
THEN stop
STR hosts
Maintenance keywords
A maintenance report aging in an unread pile is the gap between 'minor issue' and 'property damage review.'
When
A message mentions broken, leak, not working, or no hot water.
Setup
A rule (match any) stars maintenance reports and routes them to the agent to draft a fast acknowledgment.
Result
Urgent property problems never wait in an unread pile.
Urgent property issues get an instant acknowledgment, never aged
WHEN body contains "broken" (match any)
THEN star
THEN routeToAgent
THEN markImportant
STR hosts
Cleaner mail to team
Cleaner updates mixed in with guest threads are easy to miss, breaking the turnover coordination you depend on.
When
Email arrives from your cleaner's address.
Setup
A rule files cleaner and turnover mail into the team tab and tags it fyi so it stays out of the guest flow.
Result
Turnover coordination lives in its own lane, away from guests.
Turnover threads stay organized and out of the guest flow
WHEN from equals "cleaner@example.com"
THEN setTab team
THEN addTag fyi
THEN stop
STR hosts
Payout receipts filed
Payout emails mixed in with guest threads make bookkeeping a manual sort every tax season.
When
A payout or invoice email arrives from your booking platform.
Setup
A rule tags payout notices as receipts, files them to the receipts tab, and marks them read.
Result
Your bookkeeping mail self-sorts for tax time.
Bookkeeping mail organized automatically — no manual sorting at tax time
WHEN subject contains "payout"
THEN addTag receipt
THEN setTab receipts
THEN markRead
STR hosts
Review notifications
Response time directly drives Airbnb search rank and Superhost status — a review that sits unanswered for a week costs you both.
When
A platform email says a guest left a review.
Setup
A rule tags review notifications reply-today and stars them so you respond while it still helps ranking.
Result
Every review gets a timely reply, protecting your listing score.
Reviews answered while they still influence your listing ranking
WHEN subject contains "review"
THEN addTag reply-today
THEN star
THEN setTab important
STR hosts
OTA promos muted
Platform marketing blasts crowd the same inbox where your guest messages live, making it easy to miss something real.
When
Marketing blasts arrive from booking-platform promo lists.
Setup
A rule catches platform newsletters via the unsubscribe header, tags them newsletter, and moves them to the newsletters tab.
Result
Host-tools marketing stops competing with real guest mail.
Platform noise cleared so guest mail stays visible
WHEN listUnsubscribe present
THEN addTag newsletter
THEN setTab newsletters
THEN markRead
STR hosts
Repeat-guest VIP
A returning guest who books again deserves to feel recognized — treating them like a first-timer wastes the relationship you built.
When
A message arrives from a guest saved in your repeat-guest list.
Setup
A rule matching your VIP tag stars repeat guests and files them to the VIPs tab for white-glove handling.
Result
Returning guests get recognized and prioritized automatically.
Loyal guests get white-glove attention without you remembering who they are
WHEN tag equals vip
THEN setTab vips
THEN star
THEN markImportant
STR hosts
AI-detected booking intent
Real inquiries don't always use the word 'book' — keyword-only rules miss the leads that don't know the right phrasing.
When
A message reads like a genuine booking inquiry, however it's worded.
Setup
A rule uses AI matching to spot inquiry intent, tag it reply-today, and route it to the agent for a warm first reply.
Result
Real leads get caught even when they don't use obvious keywords.
Booking intent caught regardless of how the guest words it
WHEN body matchesAI "booking inquiry"
THEN addTag reply-today
THEN routeToAgent
THEN setTab primary
STR hosts
Multi-property routing
Answering a beach-condo question with mountain-cabin details is the kind of mistake that happens when you manage multiple properties from one inbox.
When
A guest email references your beach-condo listing name.
Setup
A rule matches the property name in the subject or body and assigns that unit's Context profile so replies use the right manual.
Result
Each property's mail is answered from its own details, not another unit's.
Every property replied to from its own details, not another unit's
WHEN subject contains "Beach Condo"
THEN assignContext
THEN addTag reply-today
THEN stop
STR hosts
Cold pitches archived
Vendor pitches and photographer solicitations compete for inbox space with the guest messages that actually need you.
When
Photographers and cleaning vendors cold-pitch your host inbox.
Setup
A rule tags AI-detected cold outreach and archives it so vendor spam never buries guest threads.
Result
Your inbox stays about guests, not sales pitches.
Vendor noise cleared automatically so guest threads stay front and center
WHEN body matchesAI "cold outreach"
THEN addTag cold
THEN archive
THEN stop
STR hosts
Early-check-in held
An early-check-in grant that collides with the cleaner's window is a guest waiting in the parking lot and a cleaner who feels disrespected.
When
Any guest message that includes the phrase 'early check-in' or 'arrive early'.
Setup
A rule catches early-check-in language and routes it to your review queue instead of the agent, so no early arrival is ever confirmed without you.
Result
Early-check-in requests always reach you before any reply goes out.
Turnover window protected — no early-check-in ever granted without your approval
WHEN body contains "early check-in" (any)
THEN markImportant
THEN addTag reply-today
THEN stop processing
STR hosts
Damage report flagged
A guest damage report that sits in a mixed inbox overnight can complicate your ability to file a platform claim — the window is short.
When
A guest email mentions broken, damaged, cracked, or stained in the body.
Setup
A rule (match any keyword) stars the message, marks it important, and routes it to the agent for an immediate empathetic acknowledgment while escalating to you.
Result
Damage reports surface instantly so the claim window stays open.
Damage reports caught and escalated immediately — claim windows protected
WHEN body contains "broken" (match any)
THEN star
THEN markImportant
THEN routeToAgent
Semantic match: damage language
STR hosts
Platform payout parsed
Airbnb payout summaries buried in your inbox make reconciling nightly earnings a manual task every month when it doesn't have to be.
When
An email arrives from the Airbnb payments domain with 'payout' in the subject.
Setup
A rule matches the Airbnb payments sender and payout subject, tags it as a receipt, files it to the receipts tab, and marks it read so it never competes with guest threads.
Result
Platform payouts self-sort into the receipts tab — bookkeeping stays clean without a manual drag.
Payout records organized automatically — month-end reconciliation takes seconds
WHEN fromDomain equals "payments.airbnb.com"
AND subject contains "payout"
THEN addTag receipt
THEN setTab receipts
THEN markRead
Stop processing
Staffing
Resume application in
Real applications buried under board notifications and vendor noise are how the best candidates go unworked for half a day.
When
An email arrives with a resume attached and 'application' in the subject.
Setup
Match all: attachment present and subject mentions an application — tag it and route it to the agent.
Result
Real applications surface instantly and enter the screening flow, never buried under noise.
Applications enter the screening flow the moment they arrive
WHEN hasAttachment isTrue
AND subject contains "application"
THEN addTag reply-today
THEN routeToAgent
Staffing
Job-board inflow
Applications forwarded from five different boards look identical in a mixed inbox — without routing, the batch never gets worked efficiently.
When
Applications forwarded from a job board hit your inbox.
Setup
Match any: sender domain is one of your job boards — tag and file to primary, mark unread untouched.
Result
Board applicants land in one predictable place, ready to work in a batch.
Board applications batched in one place for efficient processing
WHEN fromDomain in board list
THEN addTag reply-today
THEN setTab primary
THEN markImportant
Staffing
Client VIP lane
A hiring manager's 'can we chat?' sitting behind 40 candidate emails is how client relationships quietly erode.
When
An email arrives from a key hiring-manager contact.
Setup
Match any: sender is a tagged client contact — pin to the VIPs tab and mark important.
Result
Client mail never waits behind candidate volume — it jumps the queue.
Client responses always faster than candidate volume would otherwise allow
WHEN tag equals vip
THEN setTab vips
THEN markImportant
THEN notify
Staffing
Interview reply detect
A slot-acceptance buried in a thread you're not watching is a booked interview that never makes the calendar.
When
A candidate replies choosing an interview time.
Setup
Match all: subject continues an interview thread and body reads as a slot pick — tag calendar, route to agent.
Result
Scheduling replies are recognized and handled without you re-reading the thread.
No booked interview slips through an unread thread
WHEN subject contains "interview"
AND body matchesAI "accepts a slot"
THEN addTag calendar
THEN routeToAgent
Staffing
Timesheet portal filter
Automated portal notifications are necessary noise — but when they crowd the same inbox as candidates, both get slower attention.
When
Automated timesheet notifications arrive from the ATS/portal.
Setup
Match all: sender is the portal and subject starts with 'Timesheet' — file to receipts, mark read.
Result
Routine timesheet notices file themselves; only exceptions ever reach your eyes.
Portal noise cleared without any manual triage
WHEN from equals portal
AND subject startsWith "Timesheet"
THEN setTab receipts
THEN markRead
Staffing
Recruiter spam block
Cold vendor blasts and lead-list pitches consume the same inbox space as the candidates who need a fast reply.
When
A cold vendor or lead-list blast lands in the inbox.
Setup
Match any: message carries a list-unsubscribe header or reads as cold outreach — archive quietly.
Result
Vendor and cold-list noise disappears so real candidates stay visible.
Candidate threads stay visible without manual spam triage
WHEN listUnsubscribe isTrue
OR tag equals cold
THEN archive
THEN markRead
Staffing
Sponsorship escalate
An auto-reply to a sponsorship question that gets the compliance answer wrong is a liability, not a convenience.
When
A candidate email mentions visa or sponsorship needs.
Setup
Match any: body mentions sponsorship or work authorization — tag it and notify you, never auto-answer.
Result
Compliance-sensitive threads always get a human, flagged the moment they arrive.
Compliance-sensitive threads reach a human before any reply goes out
WHEN body contains "sponsorship"
OR body contains "visa"
THEN addTag reply-today
THEN notify
Staffing
Offer thread priority
An offer thread aging at the bottom of a busy inbox while the candidate waits for a next step is the most expensive slow reply on your desk.
When
An email lands in a thread where an offer is on the table.
Setup
Match any: subject or body mentions an offer — mark important, pin to important tab, notify.
Result
Offer-stage threads never slip; the highest-value moment gets the fastest lane.
Offer threads always surface first — no placement lost to an inbox delay
WHEN subject contains "offer"
THEN markImportant
THEN setTab important
THEN notify
Staffing
Bench redeploy tag
A contractor who signals availability and hears nothing assumes you've moved on — redeployment windows are short.
When
A previously placed candidate emails back after their contract ends.
Setup
Match all: sender is a past placement and body signals availability — assign the bench context, tag reply-today.
Result
Ending contracts auto-route into redeployment instead of getting lost.
Redeployment window caught automatically before it closes
WHEN contextProfile equals bench
AND body matchesAI "available soon"
THEN assignContext bench
THEN addTag reply-today
Staffing
Newsletter mute
Industry digests are worth reading, but not when they compete with candidate mail for the same inbox attention.
When
Industry newsletters and job-market digests arrive.
Setup
Match any: message is tagged newsletter or carries an unsubscribe header — file to newsletters, mute the thread.
Result
Digests stay out of the working inbox but remain there when you want them.
Digests available when you want them; invisible when you don't
WHEN tag equals newsletter
THEN setTab newsletters
THEN mute
THEN markRead
Staffing
Onboarding docs return
A returned right-to-work form that sits unacknowledged makes the candidate wonder whether the placement is still happening.
When
A placed candidate sends back right-to-work or bank details.
Setup
Match all: attachment present and subject mentions onboarding docs — tag it and route to the agent to log.
Result
Returned paperwork is caught and filed automatically, closing the onboarding loop.
Onboarding loop closed the moment documents arrive
WHEN hasAttachment isTrue
AND subject contains "onboarding"
THEN addTag reply-today
THEN routeToAgent
Staffing
Out-of-scope decline
Triaging every obvious mismatch by hand is time stolen from the candidates who actually fit.
When
An applicant applies well outside the role's location or skill.
Setup
Match all: application present and body reads as clearly off-spec — tag it and route to the agent for a courteous decline.
Result
Obvious mismatches get a fast, respectful no without you triaging each one.
Desk time preserved for candidates who actually fit the req
WHEN body matchesAI "outside role requirements"
AND hasAttachment isTrue
THEN addTag fyi
THEN routeToAgent
Staffing
Second-inbox split
Client emails and candidate applications competing for the same inbox attention means both get slower service than they should.
When
Applications arrive to a per-desk hiring alias while clients use your main box.
Setup
Match all: recipient is the applications alias — send to primary, tag reply-today, route to the agent.
Result
Candidate flow and client flow stay cleanly separated across your connected accounts.
Client and candidate flows separated so neither slows the other
WHEN to equals apps alias
THEN setTab primary
THEN addTag reply-today
THEN routeToAgent
Staffing
Reference reply file
A completed reference that doesn't get matched to the right candidate in time can hold up an offer for days.
When
A completed reference comes back from a referee.
Setup
Match all: subject mentions reference and thread matches an offer-stage candidate — tag it, mark important.
Result
References land against the right candidate and never hold up an offer.
Reference received and flagged before it can delay an offer
WHEN subject contains "reference"
AND isUnread isTrue
THEN addTag reply-today
THEN markImportant
Staffing
Withdrawal detect
A candidate who quietly signals they're pulling out in a short reply is easy to miss when you're processing a full inbox — by the time you read it the position is wasted.
When
A candidate email body reads as a withdrawal or signals they are no longer interested.
Setup
A rule uses AI matching to detect withdrawal language, marks the message important, and notifies you immediately so the vacancy is recovered as fast as possible.
Result
Withdrawals surface the moment they arrive — pipeline is adjusted before the client finds out first.
Withdrawal caught immediately — vacancy recovered before it stalls the search
WHEN body matchesAI "candidate withdrawing"
THEN markImportant
THEN addTag reply-today
THEN notify
Semantic match
Stop processing
Staffing
Compliance doc expiry
A contractor whose right-to-work or certification is about to expire is a compliance risk that surfaces at the worst moment if you're tracking it manually.
When
An email arrives from your compliance system about an expiring document.
Setup
A rule matches the compliance sender and expiry keywords, marks the thread important, and routes it to your review queue before the deadline passes.
Result
Expiring documents are flagged in advance, not discovered on the day a contract renews.
Compliance gaps caught ahead of time — no scramble on renewal day
WHEN fromDomain equals "compliance.system.com"
OR subject contains "expiring"
THEN markImportant
THEN addTag reply-today
THEN notify
Any match
Staffing
Payroll query route
A contractor chasing a missing payment is not a candidate question — but it lands in the same inbox and competes with live reqs for your attention.
When
A contractor email body mentions pay, payment, invoice, or missing wages.
Setup
A rule (match any) tags payroll queries, marks them important, and routes them to the dedicated payroll queue rather than the general inbox.
Result
Pay disputes never sit in the general inbox where they can age — they go straight to the right person.
Pay disputes handled by the right person immediately — no contractor left chasing
WHEN body contains "payment" (match any)
THEN addTag reply-today
THEN markImportant
THEN routeToAgent
Semantic match
Stop processing
Roofing
Flag leak emails
An active-leak email that ages in a mixed inbox while the owner is on a job site is the scenario that ends with an emergency call and a bad review.
When
An email body mentions a leak, active drip, or water coming in.
Setup
A rule flags leak language as urgent and pings the owner.
Result
Active-leak emails jump to the top instead of aging in the inbox.
Active leaks flagged immediately — not discovered at the end-of-day inbox check
WHEN body contains "leak" (any)
THEN markImportant
THEN addTag reply-today
THEN notify
Roofing
Route storm leads
Storm leads from paid ads cost real money — letting them land in a mixed inbox instead of the intake flow is a direct conversion loss.
When
A lead arrives from the storm-damage ad landing domain.
Setup
A rule tags storm-ad leads and routes them to the intake agent for instant follow-up.
Result
Paid storm leads are worked in seconds, never buried under vendor mail.
Paid lead cost recovered — storm leads worked in seconds, not hours
WHEN fromDomain equals "leads.stormad.com"
THEN addTag reply-today
THEN setTab primary
THEN routeToAgent
Roofing
Insurance to important
A claim coordination email buried in the daily flood is a missed step that the adjuster will remember when it comes time to approve the scope.
When
Email from an insurer domain or with "claim" in the subject.
Setup
A rule marks insurance and adjuster mail important and pins it to the important tab.
Result
Claim coordination is never missed in the daily flood.
Insurance and claim emails always surface — coordination never stalls on a missed message
WHEN subject contains "claim" (any)
THEN markImportant
THEN setTab important
THEN addTag vip
Roofing
Adjuster VIP
An adjuster who waits for a response while you're on a roof is an adjuster who may close the claim file before you're back — they move on fast.
When
Email arrives from a known adjuster's address.
Setup
A rule tags adjusters VIP and surfaces them in the vips tab.
Result
Adjusters get white-glove response priority automatically.
Adjuster emails prioritized immediately — claim window stays open
WHEN from in adjuster list
THEN addTag vip
THEN setTab vips
THEN notify
Roofing
Estimate replies today
A homeowner who replied to a quote is in a decision window — every hour you delay narrows the chance they sign with you instead of your competitor.
When
A reply lands on a thread that already contains a sent estimate.
Setup
A rule tags estimate replies for same-day handling.
Result
Hot quote replies get answered while the homeowner is still deciding.
Quote replies answered while the homeowner is still in a decision mindset
WHEN subject contains "estimate" (any)
THEN addTag reply-today
THEN markImportant
THEN setTab primary
Roofing
Supplier updates tab
Order and delivery notices from suppliers are important but not urgent — mixed in with homeowner threads, they pull your attention at the wrong moment.
When
Email from a materials supplier domain about orders or delivery.
Setup
A rule sorts supplier mail to updates so it doesn't crowd customer threads.
Result
Order and delivery notices stay organized and out of the way.
Supplier notices organized and out of the homeowner flow
WHEN fromDomain in supplier list
THEN setCategory updates
THEN addTag fyi
THEN markRead
Roofing
Emergency escalation
A roof collapse or structural emergency in an email can sit unread for hours when you're on a job — the owner needs to know the moment it arrives.
When
Body contains "emergency," "collapse," or "caved in."
Setup
A rule escalates emergency roof language with an immediate notification.
Result
True emergencies interrupt the owner instantly, not at the next inbox check.
True emergencies reach the owner immediately, not at end of day
WHEN body contains "emergency" (any)
THEN markImportant
THEN addTag reply-today
THEN notify
Roofing
Warranty label
A warranty thread that arrives without its history forces the owner to dig for what was installed and when — delay that shouldn't exist.
When
Email mentions "warranty" from a past customer.
Setup
A rule labels warranty threads and assigns the past-customer context.
Result
Warranty questions carry their history and terms into every reply.
Warranty threads arrive with their history attached — no digging required
WHEN body contains "warranty" (any)
THEN addLabel
THEN assignContext
THEN setTab primary
Roofing
Silence marketing
Trade-show blasts and vendor newsletters share inbox space with homeowner threads — when they compete, the homeowner threads lose attention.
When
A newsletter or promo with a list-unsubscribe header arrives.
Setup
A rule mutes and files vendor newsletters to the newsletters tab.
Result
Trade-show and vendor blasts stop cluttering the primary inbox.
Vendor noise cleared automatically — homeowner threads stay front and center
WHEN listUnsubscribe equals true
THEN setTab newsletters
THEN addTag newsletter
THEN mute
Roofing
Invoice receipts
Payment confirmations mixed into the main inbox mean the office manager is manually hunting receipts at month end instead of closing the books.
When
Email is a paid-invoice or payment receipt.
Setup
A rule tags receipts and routes them to the receipts tab for bookkeeping.
Result
Payment confirmations file themselves for the office manager.
Receipts organized automatically — bookkeeping sorted without the manual hunt
WHEN tag equals receipt
THEN setTab receipts
THEN markRead
THEN addLabel
Roofing
Spam the storm chasers
Lead brokers pitching "exclusive storm leads" daily are the roofing industry's version of recruiter spam — the inbox cost is real.
When
Cold recruiting or lead-gen spam pitching "exclusive storm leads."
Setup
A rule sends storm-chaser solicitation to spam by sender pattern.
Result
The inbox stays clean of the daily lead-broker cold pitches.
Lead-broker noise eliminated so paid leads stay visible
WHEN subject contains "exclusive leads" (any)
THEN moveToSpam
THEN stop
Roofing
Snooze off-season
A 'contact me next spring' thread that isn't snoozed gets buried and forgotten — that lead resurfaces only when the homeowner calls a competitor instead.
When
A homeowner asks to be contacted next spring for a re-roof.
Setup
A rule snoozes future-work threads until the season opens.
Result
Not-yet leads resurface at the right time instead of getting lost.
Future-work leads resurface at the right moment — not lost, not premature
WHEN body matchesAI "contact me next season"
THEN snoozeUntil
THEN addTag fyi
THEN markRead
Roofing
Photo attachments up
Damage photos buried in an unread thread mean the estimator is quoting from a description instead of seeing what's actually wrong with the roof.
When
A homeowner sends damage photos as attachments.
Setup
A rule flags emails with attachments from leads so the estimator can review images fast.
Result
Photo-bearing leads get quick estimator eyes for accurate quotes.
Estimator sees damage photos fast — quotes grounded in what's actually there
WHEN hasAttachment equals true
THEN markImportant
THEN addTag reply-today
THEN setTab primary
Roofing
Crew team tab
Crew logistics mixed into homeowner threads means either the crew waits or the homeowner does — neither is a good outcome on install day.
When
Email from a crew lead or subcontractor on the team.
Setup
A rule routes internal crew mail to the team tab, out of customer flow.
Result
Crew logistics stay separate from homeowner conversations.
Crew and homeowner flows separated — no install-day confusion from a mixed inbox
WHEN fromDomain equals "crew.company.com"
THEN setTab team
THEN addTag fyi
THEN markRead
Roofing
Competitor mention flag
A homeowner who names a competitor in their email is on the fence — that thread needs human attention, not a templated reply.
When
A homeowner email body mentions a competing roofer by name or says 'other quotes'.
Setup
A rule uses AI matching to detect competitor or multi-quote language, marks the thread important, and tags it for same-day response so the rep can call.
Result
Competitive threads surface immediately so the rep can address price objections before the homeowner signs elsewhere.
Competitive inquiries intercepted before the homeowner commits to a rival
WHEN body matchesAI "mentions competitor or multiple quotes"
THEN markImportant
THEN addTag reply-today
THEN notify
Semantic match
Stop processing
Roofing
Permit docs filed
Permit documents and inspection sign-offs emailed from the city land in the main inbox and can easily get buried under homeowner threads — losing them delays the job close.
When
An email arrives from a municipal permits domain or contains 'permit' in the subject.
Setup
A rule tags permit-related mail, moves it to the updates tab, and marks it important so the project manager always sees it.
Result
Permit correspondence is never buried — every document is filed where the project manager can find it.
Permit documents organized automatically — job close never delayed by a lost email
WHEN subject contains "permit" (any)
THEN addTag fyi
THEN setTab updates
THEN markImportant
Any match
Roofing
Finance application received
A homeowner who submitted a financing application and then hears nothing assumes it failed — that silence loses the job before the approval even lands.
When
An email from the financing partner arrives indicating a homeowner application has been submitted or approved.
Setup
A rule matches the financing-partner sender and routes the thread to the primary tab, tagging it for same-day handling so the sales rep can follow up while the homeowner is still expecting news.
Result
Financing applications get a same-day follow-up call rather than waiting for the next inbox sweep.
Financing approvals followed up immediately — deal closed while the homeowner is ready to sign
WHEN fromDomain equals "finance.partner.com"
THEN setTab primary
THEN addTag reply-today
THEN markImportant
Stop processing
Med spas
Flag treatment interest
A warm lead buried under receipts and newsletters goes cold while the front desk sorts the inbox manually.
When
An email hints at wanting Botox, filler, or laser.
Setup
A rule uses AI matching on the body to detect treatment interest and tags it for same-day reply.
Result
Warm leads surface immediately instead of getting buried under receipts and newsletters.
Treatment-interest emails surface same-day instead of waiting for manual inbox sorting
WHEN body contains "botox" (matchesAI: treatment interest)
THEN addTag reply-today
THEN routeToAgent
Med spas
Route paid-social leads
Ad leads that wait more than a few minutes for a reply are already checking your competitor's booking page.
When
A lead arrives from the ad platform's lead-form sender address.
Setup
A rule matches the ad-form sender domain and routes those leads to the booking agent, tagged as reply-today.
Result
Every ad lead is worked the moment it lands — no paid click sits unanswered.
Paid leads worked the moment they arrive, not whenever someone checks the inbox
WHEN fromDomain equals "leads.facebook.com"
THEN addTag reply-today
THEN routeToAgent
Med spas
Pin booking requests
Real booking intent gets lost in a busy inbox and the slot goes unfilled because no one noticed in time.
When
An email subject mentions booking, appointment, or availability.
Setup
A rule matches booking language in the subject and pins it to the Important tab, starred.
Result
Real booking intent never slips past the front desk during a busy clinic day.
Booking requests always visible at the top of the inbox, never missed
WHEN subject contains "appointment" (match any)
THEN setTab important
THEN star
Med spas
Surface aftercare concerns
A post-treatment concern email sitting unread for hours is a patient anxiety — and a potential reaction — going unaddressed.
When
A patient's message describes swelling, bruising, or a reaction.
Setup
A rule uses AI matching to catch aftercare-concern language and marks it important with a notification.
Result
Anything that could be a reaction jumps to the top and pings staff — no clinical concern waits in a queue.
Potential reactions reach staff immediately, not after inbox review
WHEN body contains "swelling" (matchesAI: aftercare concern)
THEN markImportant
THEN notify
Med spas
VIP patient to top
Your highest-value patients shouldn't have to wait behind cold inquiries to get noticed.
When
Email arrives from a tagged VIP patient.
Setup
A rule matches the VIP tag and routes those threads to the VIPs tab.
Result
Best patients are always visible first, so their requests never wait behind cold outreach.
VIP patients surface in a dedicated lane automatically, every time
WHEN tag in [vip]
THEN setTab vips
THEN markImportant
Med spas
Quiet product promos
Vendor newsletters eat space in the working inbox and dilute focus every time someone opens their email.
When
A skincare vendor blasts a promotional newsletter with an unsubscribe header.
Setup
A rule detects list-unsubscribe promos and files them into the Newsletters tab, marked read.
Result
Vendor blasts stop cluttering the working inbox without anyone unsubscribing by hand.
Promotional clutter removed from the working inbox with zero manual effort
WHEN listUnsubscribe equals true
THEN setTab newsletters
THEN markRead
Med spas
File supplier receipts
Hunting for a specific supplier invoice at month-end costs bookkeeping time the clinic doesn't budget for.
When
An invoice for injectables or lasers lands with a PDF attached.
Setup
A rule matches receipt/invoice subjects with an attachment and sends them to the Receipts tab.
Result
Bookkeeping stays tidy automatically — receipts are one tab away at close-out, out of the reply queue.
Receipts filed automatically, ready in one place at close-out
WHEN subject contains "invoice" AND hasAttachment equals true
THEN setTab receipts
THEN addTag receipt
Med spas
Reschedule fast lane
A reschedule email that isn't seen until the afternoon leaves an open slot that could have been refilled by morning.
When
A patient email mentions rescheduling or moving their appointment.
Setup
A rule catches reschedule language and tags it reply-today so it's cleared before the day fills up.
Result
Open slots get refilled quickly because reschedules are handled before they go stale.
Reschedule requests cleared early, open slots refilled before they go to waste
WHEN body contains "reschedule" (matchesAI: reschedule request)
THEN addTag reply-today
THEN setTab primary
Med spas
Membership inquiries
A prospective member who doesn't hear back quickly signs up nowhere — recurring revenue is lost to inertia.
When
An email asks about joining or renewing the membership.
Setup
A rule detects membership questions and routes them to the booking agent with a membership label.
Result
Recurring-revenue asks are answered promptly and consistently instead of being lost in general email.
Recurring-revenue opportunities captured and routed before they drift
WHEN body contains "membership" (matchesAI: membership interest)
THEN addLabel membership
THEN routeToAgent
Med spas
Consult context by tag
A new-lead thread handled with the wrong pricing or booking link erodes trust before the consult even happens.
When
A thread tagged as a new-consult lead needs the right playbook.
Setup
A rule assigns the new-consult context profile so the agent replies with the correct fee and booking flow.
Result
Every consult lead is handled with the same accurate script — no mismatched pricing or booking link.
Consistent, accurate consult flow applied to every new lead automatically
WHEN tag in [reply-today] AND body contains "consult"
THEN assignContext
THEN routeToAgent
Med spas
Mute review-site noise
Platform digest emails interrupt focus without ever needing an immediate response.
When
Automated digest emails arrive from review and directory platforms.
Setup
A rule matches those platform domains and mutes them so digests don't interrupt the day.
Result
Non-urgent platform digests stay silent and out of the way until someone chooses to review them.
Non-actionable platform noise removed from the working day entirely
WHEN fromDomain in ["mail.yelp.com","noreply.google.com"]
THEN mute
THEN setTab updates
Med spas
Escalate refund language
A refund or dispute email that sits in a general inbox could become a chargeback before the owner even knows about it.
When
An email mentions a refund, chargeback, or dispute.
Setup
A rule catches refund/dispute wording, marks it important, and notifies the owner directly.
Result
Money and trust issues reach the owner immediately — never auto-answered, never lost.
Refund and dispute threads reach the owner immediately, every time
WHEN body contains "refund" (match any)
THEN markImportant
THEN notify
Med spas
Spam clinic scams
Counterfeit-injectable pitches are a daily inbox fixture — and engaging with one by accident puts the clinic at risk.
When
A too-good-to-be-true wholesale-injectable pitch hits the inbox.
Setup
A rule matches known scam patterns and moves them to spam so staff never engage.
Result
Counterfeit-supply and phishing pitches are removed from view, protecting the clinic from bad actors.
Scam pitches removed before anyone on the team sees or accidentally engages with them
WHEN body contains "wholesale botox" (matchesAI: scam)
THEN moveToSpam
THEN stop
Med spas
Second-location routing
A two-location clinic replying to the wrong location's patients with mismatched hours and pricing destroys trust fast.
When
Email is sent to the second clinic location's shared address.
Setup
A rule keys on the recipient address and assigns that location's context and inbox.
Result
Each location's mail lands with its own hours, team, and pricing — no cross-wired replies.
Every reply uses the correct hours, team, and pricing for the right location
WHEN to equals "uptown@clinic.com"
THEN assignContext
THEN account
Med spas
Route event-booking inquiries
Group bookings and spa parties are high-revenue opportunities, but an email asking about a birthday group event has a short window before the organiser calls someone else.
When
An email references a group booking, spa party, or private event.
Setup
A rule uses semantic matching to catch group-booking language and routes it to the Important tab tagged reply-today.
Result
High-revenue group inquiries surface immediately and get a fast response before the organiser moves on.
Group-booking revenue opportunities surfaced the moment they arrive, not when the inbox gets reviewed
WHEN body matchesAI: group booking or spa event
THEN addTag reply-today
THEN setTab important
Semantic match
Stop processing
Med spas
Triage provider-specific questions
A patient question that only their specific injector can answer sitting in the general inbox means neither the patient nor the provider knows it's waiting.
When
An email names or references a specific provider by name.
Setup
A rule matches the provider name in the body or subject and routes the thread to that provider's queue, tagged for their attention.
Result
Provider-specific threads land directly in the right queue instead of waiting for manual triage.
Provider-specific questions reach the right person without inbox archaeology
WHEN body contains provider name (matchesAI: provider-specific question)
THEN addTag provider-queue
THEN routeToAgent
Any match
Semantic match
Med spas
Auto-label post-care threads
A follow-up email from a patient who was just treated two days ago has a different urgency than a new inquiry — treating them identically guarantees something gets missed.
When
An email arrives from a patient tagged as recently treated within the past seven days.
Setup
A rule detects the recent-treatment tag and labels the thread post-care, routing it to the primary tab marked important.
Result
Post-treatment threads are visually separated and prioritised before the front desk even opens the inbox.
Post-treatment patient emails surfaced and prioritised automatically — no manual distinction required
WHEN tag in [recently-treated]
THEN addLabel post-care
THEN setTab primary
THEN markImportant
Any/all
Stop processing
Tax prep
Tag tax documents
A W-2 that lands in the general inbox and gets missed during peak volume is a return that's delayed — and a client who assumes you have it when you don't.
When
An email arrives with a form attached that AI reads as a tax document.
Setup
Match all: hasAttachment is true AND body matchesAI 'tax document'; tag it and file it to the receipts tab.
Result
Every incoming form is auto-tagged and routed to one place, so nothing gets buried in the inbox.
Every incoming tax document captured and filed automatically — nothing lost in the inbox
WHEN hasAttachment isTrue
AND matchesAI: tax document
THEN addTag receipt
THEN setTab receipts
Tax prep
Route W-2 attachments
W-2s that sit in the inbox unprocessed are the most common document-collection bottleneck in January and February.
When
A client sends a W-2 as an attachment.
Setup
Match all: hasAttachment is true AND subject contains 'W-2'; hand it to the document-intake agent.
Result
W-2s are captured and processed by the agent the moment they land.
W-2s handled the moment they arrive, not when someone gets to the inbox
WHEN hasAttachment isTrue
AND subject contains W-2
THEN addTag receipt
THEN routeToAgent
Tax prep
Flag IRS notices
An IRS notice that waits in a busy inbox can cross a response window before the right person even sees it.
When
An email references an IRS notice or letter.
Setup
Match any: subject contains 'IRS' OR body contains 'CP2000'; mark important and notify the preparer.
Result
Notices jump to the top and a human is alerted — never quietly automated away.
IRS notices surface at the top and ping the preparer — never silently automated
WHEN subject contains IRS
OR body contains CP2000
THEN markImportant
THEN notify
Tax prep
VIP client priority
Your highest-value clients shouldn't wait in the same queue as routine document submissions during the season's busiest days.
When
A high-value client emails during the season.
Setup
Match all: tag is vip; move to the VIPs tab and mark it reply-today.
Result
Top clients surface in a dedicated lane and get same-day attention automatically.
Top clients visible in a dedicated lane and flagged reply-today, automatically
WHEN tag equals vip
THEN setTab vips
THEN addTag reply-today
THEN star
Tax prep
Sort e-file confirmations
Machine confirmations that clutter the working inbox add sorting overhead during the weeks when every minute counts.
When
An acceptance notice arrives from the e-file transmitter.
Setup
Match all: fromDomain equals the transmitter domain AND subject contains 'accepted'; label and mark read.
Result
Machine confirmations are filed automatically, keeping the working inbox clean.
System confirmations filed and marked read without touching the working inbox
WHEN fromDomain equals transmitter
AND subject contains accepted
THEN addLabel efile
THEN markRead
Tax prep
Mute tax newsletters
Industry newsletters that flood in during filing season compete for attention with the client emails that actually need a response.
When
Industry and software newsletters flood in during filing season.
Setup
Match any: tag is newsletter OR listUnsubscribe is present; route to the newsletters tab and mute.
Result
Bulk mail stays out of the way while the firm focuses on client documents.
Newsletter noise muted so the working inbox stays focused on client work
WHEN tag equals newsletter
OR listUnsubscribe isPresent
THEN setTab newsletters
THEN mute
Tax prep
Assign client context
Every reply drafted without the client's open loops risks sending the wrong missing-doc list or missing a critical detail from their file.
When
An email arrives from a known client address.
Setup
Match all: from equals a client address; attach that client's context profile to the thread.
Result
Every client email carries its open loops and history, so replies are always informed.
Client context loaded automatically — every reply starts informed, not blind
WHEN from equals client
THEN assignContext
THEN addTag reply-today
Tax prep
Catch missing-doc replies
A client replying to your document chase can sit unread for hours while the return waits — and they think the ball is in your court.
When
A client replies to a document-chase thread.
Setup
Match all: body matchesAI 'sending documents' AND isUnread is true; mark important and notify.
Result
Responses to chases are spotted immediately so the return can move forward.
Document-chase replies surface instantly so returns don't stall waiting for a read
WHEN body matchesAI: sending documents
AND isUnread isTrue
THEN markImportant
THEN notify
Tax prep
File receipts
Deductible-expense receipts mixed into the general inbox are easy to miss and painful to hunt for at review time.
When
A client sends deductible-expense receipts.
Setup
Match all: hasAttachment is true AND body matchesAI 'receipt'; tag and route to the receipts tab.
Result
Receipts collect in one tagged place, ready for the preparer at review time.
Receipts automatically collected in one place — no inbox archaeology at review time
WHEN hasAttachment isTrue
AND body matchesAI: receipt
THEN addTag receipt
THEN setTab receipts
Tax prep
Spam fake-refund lures
IRS-impersonation phishing is convincing enough to trip up a staff member who's moving fast through a high-volume inbox.
When
A phishing email impersonates the IRS promising a refund.
Setup
Match all: subject matchesAI 'refund scam' AND from notIn known clients; move to spam.
Result
IRS-impersonation phishing is filtered out before anyone in the firm sees it.
Phishing removed before any team member sees or clicks it
WHEN subject matchesAI: refund scam
AND from notIn clients
THEN moveToSpam
THEN stop
Tax prep
Separate business accounts
Firm mail and personal mail sharing the same inbox is a focus problem that compounds when season pressure is highest.
When
Mail arrives across the personal and firm mailboxes.
Setup
Match all: account equals the firm account; route to the primary tab and assign the firm context.
Result
Firm work stays cleanly separated from personal mail across connected accounts.
Firm and personal mail cleanly separated without any manual sorting
WHEN account equals firm
THEN setTab primary
THEN assignContext
Tax prep
Snooze extension threads
Extension threads that stay in the active inbox after filing are clutter that dilutes focus on returns still in progress.
When
An extension is filed and the thread can rest until closer to the deadline.
Setup
Match all: tag is fyi AND subject contains 'extension'; snooze until the follow-up window.
Result
Extension threads resurface at the right time instead of cluttering the inbox now.
Extension threads surface when they're relevant, not while they're just noise
WHEN tag equals fyi
AND subject contains extension
THEN snoozeUntil
THEN addLabel extension
Tax prep
Route 1099 batches
A batch of 1099s from a business client sitting unprocessed in the inbox is a common source of the bottleneck that delays every other step.
When
A business client sends a batch of 1099 forms.
Setup
Match all: hasAttachment is true AND subject contains '1099'; tag and hand to the intake agent.
Result
1099 batches are logged and processed automatically at the source.
1099 batches logged and processed the moment they land
WHEN hasAttachment isTrue
AND subject contains 1099
THEN addTag receipt
THEN routeToAgent
Tax prep
Prioritise appointment requests
A scheduling request that sits unanswered during peak season loses the slot to another firm before you even see it.
When
A client asks to book or reschedule a tax appointment.
Setup
Match all: tag is calendar AND body matchesAI 'appointment'; mark important and flag reply-today.
Result
Scheduling requests get answered fast during the packed season.
Appointment requests surface same-day so slots don't go unfilled
WHEN tag equals calendar
AND body matchesAI: appointment
THEN markImportant
THEN addTag reply-today
Tax prep
Flag amended-return requests
An amendment request handled without care can compound the original error — and one that sits in a general inbox during peak season is at real risk of being missed.
When
An email references an amended return, a correction, or Form 1040-X.
Setup
A rule uses semantic matching on amendment language and marks the thread important with an immediate preparer notification.
Result
Amendment requests surface immediately and reach the lead preparer without passing through general triage.
Amendment requests flagged for the lead preparer the moment they land — never buried in general mail
WHEN body matchesAI: amended return or 1040-X
THEN markImportant
THEN notify
Semantic match
Stop processing
Tax prep
Separate personal from firm mail
When firm and personal mail share the same account during peak season, sorting overhead compounds at exactly the moment focus is most important.
When
Mail arrives addressed to the preparer's personal email rather than the firm address.
Setup
A rule keys on the recipient address and moves personal mail to the personal tab, leaving the firm inbox clear.
Result
The preparer works a clean firm inbox without manually sorting personal mail out of the way.
Personal and firm mail cleanly separated without any manual sorting during peak season
WHEN to equals personal email address
THEN setTab personal
THEN addTag personal
Any/all
Stop processing
Tax prep
Surface life-event mentions
A client who mentions a marriage, divorce, or new child in passing is signalling a change that affects their filing — easy to miss in a high-volume inbox.
When
An email body contains language that indicates a major life event.
Setup
A rule uses AI matching on life-event keywords and marks the thread important, tagging it for the preparer to review and update the profile.
Result
Life-event signals surface automatically so the preparer can capture them in the client's profile before the return is prepared.
Material life changes caught in the inbox before they reach the return stage — no missed filing implications
WHEN body matchesAI: marriage, divorce, new child, home purchase
THEN markImportant
THEN addTag life-event
Semantic match
Any/all
Shopify
WISMO to agent
With WISMO at roughly 20% of all tickets, every one that sits unsorted in the inbox is a delay that tests customer patience you can't afford to waste.
When
Subject or body asks where an order is.
Setup
Detect order-status intent, tag it for same-day, hand it to the agent, and stop further rules.
Result
Every WISMO email is instantly routed and prioritized without you sorting the inbox.
Every order-status ticket prioritized and routed the moment it arrives
WHEN subject contains "where is my order" (matchesAI)
THEN addTag reply-today
THEN routeToAgent
THEN stop
Shopify
Returns triage
A return request that slips past the policy window because it wasn't spotted in time costs you more to fix than the original return would have.
When
A message mentions returning or sending an item back.
Setup
Match return language, label the thread, and drop it in the Important tab for a human decision.
Result
Return requests are grouped and visible so none slip past the policy window.
Return requests visible and grouped so none drift past the policy window
WHEN body contains "return" (matchesAI)
THEN addLabel returns
THEN setTab important
THEN markImportant
Shopify
Chargeback alert
Dispute response windows are short — a chargeback threat that waits in the inbox while you deal with other things can expire before you see it.
When
A customer or bank references a dispute or chargeback.
Setup
Flag dispute language, mark important, and notify you immediately so you can act inside the response deadline.
Result
Money-at-risk threads jump the queue and ping you before the dispute clock runs out.
Money-at-risk threads flagged and pinged before the dispute response window closes
WHEN body contains "chargeback" (matchesAI)
THEN markImportant
THEN notify
THEN setTab important
Shopify
Damaged-item route
A damage claim with a photo buried in the general inbox waits while the customer decides whether to post the photo publicly instead.
When
A shopper reports a broken, cracked, or damaged product.
Setup
Detect damage reports (often with a photo), tag for same-day, and route to the support context.
Result
Damage claims are surfaced fast with the right context loaded for a warm reply.
Damage claims surface fast with context loaded — warm reply ready before the review draft
WHEN body contains "arrived damaged" (matchesAI)
THEN addTag reply-today
THEN assignContext support
THEN setTab important
Shopify
Wholesale lead sort
A wholesale lead that waits in the support queue alongside 'where's my order' tickets loses urgency — and the buyer — before it gets a qualified reply.
When
An inquiry mentions wholesale, bulk, or reseller pricing.
Setup
Catch B2B intent, label it, and mark it important so leads never sit in the pile.
Result
Wholesale opportunities are separated from support noise and get a fast, qualified reply.
B2B leads separated from support noise and flagged before they go cold
WHEN body contains "wholesale" (matchesAI)
THEN addLabel wholesale
THEN markImportant
THEN setTab important
Shopify
Order-confirmation receipts
Store-generated confirmations that land in the working inbox add visual clutter that slows down every real-ticket scan.
When
Your store platform sends order and shipping confirmations.
Setup
Route confirmations from your Shopify sender domain into Receipts and mark them read.
Result
Automated store emails stay tidy in Receipts instead of cluttering the primary inbox.
Store system emails filed automatically — working inbox stays clear for real tickets
WHEN fromDomain equals "shopifyemail.com"
THEN setTab receipts
THEN addTag receipt
THEN markRead
Shopify
Sizing questions
A sizing question from a pre-sale visitor that waits in the queue is an abandoned cart — the answer needs to arrive before the decision is made.
When
A pre-sale email asks about fit or sizing.
Setup
Match sizing intent and route to the agent so it can answer from the size guide.
Result
Fit questions get instant, on-brand answers that keep the sale moving.
Sizing questions answered before the buying decision passes — no abandoned carts from slow replies
WHEN body contains "what size" (matchesAI)
THEN routeToAgent
THEN addTag fyi
THEN stop
Shopify
Discount hunters
A discount request answered differently each time is an inconsistency that costs margin on some days and loses the sale on others.
When
A shopper asks for a coupon or promo code.
Setup
Detect discount requests, label them, and route to the agent for a consistent margin-safe reply.
Result
Every discount ask gets the same policy answer, protecting your margins automatically.
Every discount request answered consistently — margin protected without manual decisions
WHEN body contains "discount code" (matchesAI)
THEN addLabel discount-request
THEN routeToAgent
THEN stop
Shopify
VIP customer star
A repeat, high-LTV customer who waits in the same queue as a first-time buyer feels that — and they notice more than a new customer would.
When
A repeat or high-value customer emails support.
Setup
Match your VIP profile, star the thread, and pin it to the VIPs tab for white-glove handling.
Result
Your best customers never wait in a queue — they surface at the top, flagged for care.
High-LTV customers surfaced at the top and flagged for white-glove handling automatically
WHEN contextProfile in [vip]
THEN star
THEN setTab vips
THEN addTag vip
Shopify
Restock requests
A buyer who asks about a sold-out item is signalling demand you already know exists — letting that intent expire in the inbox wastes a warm lead.
When
A buyer asks when a sold-out item returns.
Setup
Catch back-in-stock intent and route to the agent to share the restock date and sign-up link.
Result
Restock demand is captured and answered automatically instead of getting lost.
Warm restock demand captured and answered rather than lost in the queue
WHEN body contains "back in stock" (matchesAI)
THEN routeToAgent
THEN addTag fyi
THEN stop
Shopify
Address-change flag
An address-change request that arrives an hour before fulfillment runs is free to fix — the same request after the label prints costs a reship.
When
A customer asks to change the shipping address.
Setup
Detect address-edit requests, mark important, and notify you before the label prints.
Result
Time-critical shipping edits get caught early, avoiding reship costs.
Address changes caught before fulfillment — reship costs avoided when timing allows
WHEN subject contains "change address" (matchesAI)
THEN markImportant
THEN notify
THEN setTab important
Shopify
Cancel-order priority
A cancel request that arrives before packing is free — the same request after the label prints becomes a return, a label cost, and a frustrated customer.
When
A buyer asks to cancel an order before it ships.
Setup
Match cancel intent, tag for same-day, and mark important so you can act inside the fulfillment window.
Result
Cancel requests are handled before packing, preventing needless returns.
Cancel requests caught inside the fulfillment window — needless returns and label costs avoided
WHEN body contains "cancel my order" (matchesAI)
THEN addTag reply-today
THEN markImportant
THEN setTab important
Shopify
Influencer outreach
Cold collab pitches mixed into the support inbox bury real customer tickets and force you to sort manually on the busiest days.
When
A creator emails offering a collab or gifting deal.
Setup
Detect cold collaboration pitches, tag them cold, and move them out of the support flow into Promotions.
Result
Unsolicited partnership pitches stop drowning real customer tickets.
Collab noise removed from the support flow — real tickets no longer buried beneath it
WHEN body contains "brand collaboration" (matchesAI)
THEN addTag cold
THEN setCategory promotions
THEN archive
Shopify
Newsletter mute
Supplier and app newsletters that land in the support inbox add sorting overhead that compounds when ticket volume is already high.
When
A supplier or app sends marketing with an unsubscribe header.
Setup
Route list mail to Newsletters, mark it read, and mute the thread.
Result
Vendor marketing stays out of your support workflow entirely.
Vendor marketing muted and filed — support workflow stays clean without any sorting
WHEN listUnsubscribe equals true
THEN setTab newsletters
THEN markRead
THEN mute
Shopify
Flag duplicate order emails
A customer who placed two orders by mistake and doesn't hear back quickly will initiate a chargeback on one — catching the duplicate before fulfilment is free to fix.
When
A customer emails saying they accidentally placed the same order twice.
Setup
A rule uses AI matching to catch duplicate-order language, marks the thread important, and notifies you before fulfilment runs.
Result
Duplicate orders reach you before the second label prints, saving a return and a chargeback risk.
Duplicate-order emails caught before fulfilment — return cost and chargeback risk avoided
WHEN body matchesAI: placed twice or duplicate order
THEN markImportant
THEN notify
Semantic match
Stop processing
Shopify
Sort app and platform digests
Shopify, shipping-app, and review-platform digest emails that land in the working inbox add visual clutter that slows every real-ticket scan during a busy day.
When
Automated digest or notification emails arrive from your installed apps or platform integrations.
Setup
A rule matches known app sender domains and files those emails to the Updates tab, marked read.
Result
Platform digests stop competing with real customer tickets for attention — the working inbox stays focused.
App and platform noise filed automatically — support inbox stays clear for real customer issues
WHEN fromDomain in [app platform senders]
THEN setTab updates
THEN markRead
Any/all
Stop processing
Shopify
International shipping concern flag
An international customer reporting a long delay or a customs hold has a much shorter patience window than a domestic buyer — a 24-hour reply is already a churn event.
When
An email from an international customer references a customs hold, a long delay, or a missing international shipment.
Setup
A rule uses AI matching for customs or international-delivery concern language, marks the thread important, and routes it to the primary tab for same-day reply.
Result
International shipping issues surface at the top of the inbox before they escalate to a dispute or a review.
International shipping concerns prioritised before the reply window that triggers churn passes
WHEN body matchesAI: customs, international delay, or missing overseas
THEN markImportant
THEN setTab primary
THEN addTag reply-today
Semantic match
Agencies
Route by client domain
Mail from a client that lands in the wrong context — or no context — gets handled without the full picture.
When
Mail arrives from a specific client's company domain.
Setup
Match on sender domain, assign that client's context profile, tag reply-today, and stop further rules.
Result
Every message from that client is instantly filed to the right account with the right priority.
Every client thread starts with the right context already loaded
WHEN fromDomain contains "acme.com"
THEN assignContext Acme
THEN addTag reply-today
THEN stop
Agencies
VIP client to VIPs tab
Your highest-value client shouldn't have to compete with newsletters and vendor pitches for attention in a crowded inbox.
When
The primary contact at a tier-1 retainer client emails.
Setup
Match the client POC address, tag vip, mark important, and route to the VIPs tab.
Result
Your most valuable clients never sit unseen in a crowded inbox — they land in a dedicated VIP lane.
Tier-1 clients always surface at the top of your day
WHEN from equals "cmo@acme.com"
THEN addTag vip
THEN markImportant
THEN setTab vips
Agencies
RFP subject flagging
A new business request buried in a busy inbox is a pipeline opportunity you didn't know you missed.
When
An email subject signals a request for proposal or new brief.
Setup
Match RFP-style subject keywords, tag reply-today, star, and route to important.
Result
New business requests jump the queue and get worked the same day.
No RFP waits in the queue behind routine mail
WHEN subject contains "RFP"
THEN addTag reply-today
THEN star
THEN setTab important
Agencies
Per-account mailbox split
Threads from two different clients landing in the same context produce replies that can reference the wrong project.
When
Mail comes into one of several client mailboxes the agency runs.
Setup
Match on the receiving account, assign that account's client context, and route to primary.
Result
Each client mailbox is auto-scoped to its own context so threads never bleed between accounts.
Client contexts stay cleanly separated, no cross-contamination
WHEN account equals "beta@agency.com"
THEN assignContext BetaCo
THEN setTab primary
THEN stop
Agencies
Approvals to reply-today
A sign-off request that goes unseen for a day stalls the delivery timeline for everyone on the project.
When
A client email is about approving or signing off a deliverable.
Setup
AI-match approval intent in the body, tag reply-today, and mark important.
Result
Approval threads surface immediately so nothing waits on a sign-off you missed.
Approval blockers caught the moment they arrive
WHEN body matchesAI "approval or sign-off"
THEN addTag reply-today
THEN markImportant
THEN setTab important
Agencies
Change requests flagged
A scope-change ask dressed up as a casual reply is easy to answer without realizing what you've just agreed to.
When
A client message hints at a scope change or new request.
Setup
AI-match change/scope intent, assign the client context, tag reply-today, and star for review.
Result
Potential scope creep is flagged the moment it lands, tied to the right account.
Out-of-scope asks flagged before anyone replies
WHEN body matchesAI "scope change or new request"
THEN assignContext Acme
THEN addTag reply-today
THEN star
Agencies
Invoices to receipts
Billing emails that sit in the working inbox mix finance admin into the flow where client conversations need to be.
When
Billing platforms and clients send invoices or payment confirmations.
Setup
Match invoicing sender domains with an attachment, tag receipt, mark read, and route to receipts.
Result
Financial paperwork files itself out of the way, keeping the working inbox for real conversations.
Finance paperwork self-files — inbox stays for client work
WHEN fromDomain in ["stripe.com","quickbooks.com"]
THEN addTag receipt
THEN markRead
THEN setTab receipts
Agencies
Newsletters out of inbox
Every newsletter you manually archive is a small interruption that adds up across a busy day.
When
Marketing newsletters and roundups arrive all day.
Setup
Match on a list-unsubscribe header, tag newsletter, mark read, and route to the newsletters tab.
Result
The inbox stays reserved for client and prospect mail; newsletters go to their own reading lane.
Newsletter noise gone from the inbox — zero manual effort
WHEN listUnsubscribe present
THEN addTag newsletter
THEN markRead
THEN setTab newsletters
Agencies
Team internal to Team tab
Internal messages mixed into the client inbox make it harder to see at a glance what actually needs an external reply.
When
Emails from your own agency teammates land in the same inbox as client mail.
Setup
Match your internal domain, tag fyi, and route to the Team tab, keeping client tabs uncluttered.
Result
Internal chatter is separated from client threads so priorities stay clear.
Internal and client threads in separate lanes — no manual sorting
WHEN fromDomain equals "agency.com"
THEN addTag fyi
THEN setTab team
THEN stop
Agencies
Meeting invites to calendar
A kickoff-call invite buried under twelve other emails gets missed and the reschedule drags on for a week.
When
A client sends a calendar invite or reschedule for a review or kickoff.
Setup
Match calendar attachments or invite subjects, tag calendar, and mark important.
Result
Scheduling never gets buried — invites are tagged and elevated the instant they arrive.
Scheduling threads always surface — no missed kickoffs
WHEN hasAttachment AND subject contains "invite"
THEN addTag calendar
THEN markImportant
THEN setTab primary
Agencies
Cold pitches muted
Cold vendor pitches addressed to your agency eat up triage time that should go to client work.
When
Cold vendor and agency-to-agency pitches hit the general inbox.
Setup
AI-match cold-outreach intent, tag cold, and archive so they never interrupt client work.
Result
Unsolicited pitches disappear from view automatically while staying searchable if needed.
Cold outreach gone from view — searchable if ever needed
WHEN body matchesAI "cold sales pitch"
THEN addTag cold
THEN archive
THEN stop
Agencies
Prospect intake capture
A new lead emailing your general address at peak hours can easily disappear into an inbox that hasn't been sorted yet.
When
A new lead emails your general new-business address.
Setup
Match the intake mailbox on unread mail, tag reply-today, and route to primary for fast first-touch.
Result
Every inbound lead is caught and prioritized the moment it arrives, never lost in the shuffle.
Every new-business enquiry surfaces for a same-day reply
WHEN to equals "hello@agency.com" AND isUnread
THEN addTag reply-today
THEN setTab primary
Agencies
Multi-client any-match
Running one rule per client domain means a new account slips through until you remember to add it.
When
Any email from your active client roster, across several domains.
Setup
Match any of the active-client domains, tag reply-today, mark important, and route to primary.
Result
All active-client mail is elevated together with one rule, no matter which account it comes from.
The whole active client roster covered with one rule update
WHEN fromDomain in ["acme.com","betaco.com","gamma.io"]
THEN addTag reply-today
THEN markImportant
Match: any
Agencies
Paused-client mute
Occasional mail from an on-hold account clutters the active inbox and creates false urgency.
When
A client account is on hold but still sends occasional mail.
Setup
Match the paused client's domain, assign its context, mute the thread, and archive to stay quiet without losing history.
Result
Paused accounts stop generating noise while their context and history stay intact for when they return.
Paused accounts go quiet — context preserved for when they return
WHEN fromDomain contains "gamma.io"
THEN assignContext Gamma
THEN mute
THEN archive
Agencies
Proposal-sent snooze flag
Proposals that slip into the sent folder without a follow-up reminder are the pipeline leaks you discover only when you lose the client.
When
You send a proposal and want a follow-up reminder if no reply arrives within a set number of days.
Setup
Match outbound messages to prospect domains that include 'proposal' in the subject, snooze the thread for follow-up, and tag pending-response.
Result
Every sent proposal surfaces for follow-up on schedule, without relying on your memory.
Zero proposals that go quiet without a nudge
WHEN to matches prospect domain AND subject contains "proposal"
THEN addTag pending-response
THEN snooze 5 days
THEN stop
Semantic match: off
Stop processing: yes
Agencies
Testimonial request routing
A happy client's reply that contains 'loved working with you' is exactly the moment to ask for a testimonial — and it slips by unseen.
When
A client reply carries a positive sentiment that signals a testimonial opportunity.
Setup
AI-match positive sentiment in the body, tag testimonial-opportunity, and route to primary for a timely personal follow-up.
Result
Delight signals are caught and flagged so you can convert them into case study or testimonial requests.
Positive client moments captured — not lost in the inbox
WHEN body matchesAI "positive sentiment or satisfaction"
THEN addTag testimonial-opportunity
THEN setTab primary
Semantic match: on
Stop processing: yes
Agencies
Subcontractor mail to Team tab
Subcontractor updates mixed into the client inbox create false urgency and hide the threads you actually need to act on externally.
When
A freelancer or subcontractor emails about deliverables or availability.
Setup
Match on subcontractor allow-listed domains, tag internal, and route to the Team tab so client mail stays uncluttered.
Result
Subcontractor threads are separated from client threads automatically, keeping each lane clear.
Client and subcontractor threads in clean separate lanes
WHEN fromDomain in ["freelancer.com", "contractor-domain.com"]
THEN addTag internal
THEN setTab team
Any/all: any
Semantic match: off
Stop processing: yes
Sales teams
Demo requests to top
A demo request that lands while you're in a meeting gets buried under 40 less important emails by the time you're free.
When
An inbound demo-request notification arrives from your form provider.
Setup
A rule matches the sender domain, tags for a same-day reply, and routes the lead.
Result
Demo requests jump to the front of your day instead of getting buried.
Zero demo requests missed in a busy inbox
WHEN fromDomain contains "forms"
THEN addTag reply-today
THEN routeToAgent
THEN stop
Sales teams
Buying-intent to Important
A hot buyer signaling active intent gets the same inbox treatment as a newsletter if you don't sort on arrival.
When
A message body semantically reads like active buying intent.
Setup
A rule uses matchesAI on the body to detect intent, marks important, and tags it.
Result
Hot buyers surface the moment they signal, not hours later.
Buying signals surfaced immediately, not hours later
WHEN body contains "pricing" (matchesAI: buying intent)
THEN markImportant
THEN addTag reply-today
THEN routeToAgent
Sales teams
Pricing questions flagged
Every hour a pricing question sits unanswered is an hour the buyer's enthusiasm — and their comparison research — keeps moving.
When
An email subject or body mentions price, cost, or a quote.
Setup
A rule matches pricing keywords in any field and tags the thread for a fast reply.
Result
Pricing conversations never wait, because they light up on arrival.
Pricing threads always at the top of the queue
Match: any
WHEN body contains "pricing"
THEN markImportant
THEN addTag reply-today
Sales teams
Contract and legal routing
Procurement emails scattered across the inbox make it impossible to see the full deal-desk picture at a glance.
When
A message body mentions contract, MSA, redlines, or terms.
Setup
A rule labels these for the deal desk and pins them to the Important tab.
Result
Contract activity stays in one lane through the whole procurement cycle.
All procurement threads in one lane, always
WHEN body contains "contract"
THEN addLabel Procurement
THEN setTab important
Sales teams
Meeting replies to VIPs
A scheduling reply mixed in with everything else is easy to skim past — and the prospect reads your silence as disinterest.
When
A prospect replies with a calendar acceptance or a proposed time.
Setup
A rule matches scheduling keywords in any field and files the thread under VIPs.
Result
Every scheduling reply is grouped in one place so none slip past.
No scheduling reply missed or delayed
Match: any
WHEN subject contains "meeting"
THEN setTab vips
THEN addTag calendar
Sales teams
Named accounts to VIP tab
Strategic accounts don't always have a recognizable subject line — they blend in until you miss one.
When
Any email arrives from an address on your target-account list.
Setup
A rule matches the sender against your named accounts and routes them to VIPs.
Result
Strategic accounts always land in the tab you check most.
Named accounts always surface, regardless of subject line
WHEN from in "named accounts"
THEN setTab vips
THEN addTag vip
Sales teams
Renewal window label
Renewal threads have no natural label — so they age invisibly until a missed date costs you the account.
When
An account emails referencing renewal, subscription end, or their contract date.
Setup
A rule matches renewal keywords and adds a label for the milestone.
Result
Renewal threads stay grouped so no date sneaks up on you.
Every renewal conversation labeled and trackable
WHEN body contains "renewal"
THEN addLabel Renewals
THEN markImportant
Sales teams
Procurement domain routing
A message from procurement@ looks like any other email unless you've trained yourself to check the sender — which you won't always.
When
Email arrives from a buyer's procurement or legal address.
Setup
A rule matches those role addresses and routes the thread to the agent with a label.
Result
Deal-desk handoffs are recognized and staged automatically.
Procurement threads routed correctly, every time
WHEN from startsWith "procurement@"
THEN addLabel Procurement
THEN routeToAgent
THEN stop
Sales teams
Expansion signal flag
Expansion cues live inside ordinary account emails — blink and you'll answer the question without noticing the opportunity.
When
A customer message reads like a new-team or upsell opportunity.
Setup
A rule uses matchesAI to detect expansion intent and tags plus assigns the account context.
Result
Expansion openings are caught and handled with the right playbook automatically.
Expansion signals caught and tagged before you even read the thread
WHEN body matchesAI "expansion intent"
THEN addTag reply-today
THEN assignContext
Sales teams
Mute prospecting tools
Daily digests from your own sales tools crowd out the real prospect emails you came to see.
When
A daily digest or sequence report arrives from a sales-engagement tool.
Setup
A rule tags these as newsletter and mutes them out of the main flow.
Result
Tooling noise stops crowding out real prospect mail.
Clean inbox with tool noise filed, not deleted
WHEN listUnsubscribe equals true
THEN addTag newsletter
THEN setTab newsletters
THEN mute
Sales teams
OOO deadline priority
A time-stamped deal email that lands while you're in meetings ages silently while the buyer watches the clock.
When
A subject line names a deadline, EOD, or an expiring quote.
Setup
A rule matches urgency keywords, marks important, and routes to the agent for a fast reply.
Result
Time-sensitive deal threads get top priority and instant drafting help.
Deadline emails at the top, no exceptions
WHEN subject contains "deadline"
THEN markImportant
THEN routeToAgent
THEN stop
Sales teams
SDR handoff to Team
Internal deal coordination mixed into your external inbox means you're constantly context-switching between noise and prospects.
When
Email arrives from your SDR, BDR, or sales-ops teammate.
Setup
A rule matches teammate addresses and files the thread under the Team tab.
Result
Internal deal coordination is separated cleanly from prospect conversations.
Internal and external threads in separate lanes
WHEN fromDomain in "internal"
THEN setTab team
THEN addTag fyi
Sales teams
Invoices to Receipts tab
Tool invoices mixed into your sales inbox mean you're triaging finance admin when you should be working deals.
When
A tooling invoice, CRM, or subscription receipt lands in the inbox.
Setup
A rule tags receipts and files them to the Receipts tab, marked read.
Result
Expense records self-file for reporting without cluttering the inbox.
Finance admin self-files — zero inbox clutter
WHEN subject contains "invoice"
THEN addTag receipt
THEN setTab receipts
THEN markRead
Sales teams
Spam cold vendor pitches
Vendor pitches selling you leads or SEO land alongside your own prospects' replies and force a manual read every time.
When
A mass solicitation arrives pitching leads, tooling, or SEO to your work address.
Setup
A rule uses matchesAI to detect cold solicitation and moves it to spam.
Result
Cold-pitch clutter disappears before it ever reaches your eyes.
Zero vendor spam reaching your working inbox
WHEN body matchesAI "cold solicitation"
THEN addTag cold
THEN moveToSpam
THEN stop
Sales teams
Churn-signal escalation
A customer who mentions switching, canceling, or evaluating alternatives in a routine account email is the kind of signal that should reach a human before the next renewal cycle.
When
An existing customer email contains language that suggests they may be evaluating alternatives.
Setup
AI-match churn or competitive-evaluation intent in the body, tag churn-risk, mark important, and route to the account owner for a fast response.
Result
Churn signals surface immediately so the account team can intervene before the customer is already halfway out the door.
Churn signals caught and escalated before the decision is made
WHEN body matchesAI "churn or competitor evaluation"
THEN addTag churn-risk
THEN markImportant
THEN routeToAgent
Any/all: any
Semantic match: on
Stop processing: yes
Sales teams
C-suite sender to VIP tab
An email from a CEO or CFO at a target account buried below thirty other messages is not a timing problem — it's a routing problem.
When
An email arrives from a sender whose title or role address signals C-suite seniority at a prospect or customer.
Setup
Match known C-suite role prefixes (ceo@, cfo@, coo@) or AI-detect a title in the signature, mark important, and route to VIPs.
Result
Senior stakeholder emails surface at the top of your day regardless of when they arrive.
C-suite mail always at the top — no executive email buried
WHEN from matchesAI "C-suite title or role address"
THEN markImportant
THEN setTab vips
THEN addTag vip
Any/all: any
Semantic match: on
Stop processing: yes
Sales teams
Trial-signup notification to primary
A trial-signup notification buried in a digest from your CRM or product tool is indistinguishable from noise until you've already missed the follow-up window.
When
Your product or CRM sends a notification that a new trial account has signed up.
Setup
Match the sending domain of your CRM or product notification system and subject keywords that signal a new trial, tag reply-today, and route to primary.
Result
Trial-signup signals land in the right lane immediately so speed-to-lead applies to product-led leads too.
Product-led trial leads caught with the same speed-to-lead discipline as form inbound
WHEN fromDomain in ["crm.com", "product-notifications.com"] AND subject contains "trial"
THEN addTag reply-today
THEN setTab primary
Any/all: all
Semantic match: off
Stop processing: yes
Support
Severity-high triage
A business-critical ticket that waits in a first-in-first-out queue while lower-severity ones get answered first is an SLA breach waiting to happen.
When
A ticket body reads as urgent or business-critical.
Setup
A rule uses matchesAI to grade severity and flags high-severity tickets for immediate attention.
Result
The worst tickets rise to the top of the queue automatically instead of waiting in line.
Critical tickets surface immediately — no manual severity assessment
WHEN body contains "urgent" (matchesAI: severity high)
THEN markImportant
THEN addTag reply-today
THEN notify
Support
Route bugs to engineering
A bug report that sits in the general support queue without its screenshot ever reaching engineering delays the fix for everyone.
When
An email contains a bug report, often with a log or screenshot attached.
Setup
A rule matches bug language plus an attachment and hands the thread to the engineering-triage agent.
Result
Bug reports land in front of the right team with their evidence intact, no manual forwarding.
Bug evidence reaches engineering automatically — no manual handoff
WHEN body matchesAI "bug report"
AND hasAttachment
THEN routeToAgent
THEN addLabel engineering
Support
VIP fast lane
A paying enterprise customer should never have to wait in the same queue as a free-tier user with a minor question.
When
An email arrives from a customer on your VIP or enterprise list.
Setup
A rule matches the vip tag and pins these tickets to the VIPs tab with a priority flag.
Result
VIP tickets never get lost in the general queue and always get a faster first response.
VIP tickets always handled first — no queue-jumping required manually
WHEN tag in vip
THEN setTab vips
THEN markImportant
THEN notify
Support
Refund keyword flag
A refund request that ages in the queue is more likely to become a chargeback — which costs far more than the original refund.
When
A message mentions a refund, cancellation, or chargeback.
Setup
A rule catches money-sensitive language and tags it for same-day human handling.
Result
Every revenue-touching request is surfaced for a human before it ages out.
Money-sensitive tickets caught and prioritized before they escalate
WHEN body contains "refund"
THEN markImportant
THEN addTag reply-today
THEN setTab important
Support
Billing to receipts tab
Invoice emails routed to the support queue force agents to triage finance paperwork alongside actual customer issues.
When
A support-adjacent email is a plain invoice or receipt.
Setup
A rule matches receipt content and sorts it into the receipts tab, out of the live queue.
Result
Billing paperwork stops cluttering the support queue while staying easy to find.
Finance mail self-files — agents only see real support tickets
WHEN tag in receipt
THEN setTab receipts
THEN addLabel billing
THEN markRead
Support
Escalation to lead
A legal threat buried three threads deep in a support queue that no lead ever sees is a liability waiting to land.
When
A customer mentions legal action, a lawyer, or a public complaint.
Setup
A rule detects escalation language and pushes the thread to the team tab with a notification.
Result
Legal-risk threads reach a lead the moment they arrive, never buried in the queue.
Legal-risk threads reach a lead immediately — zero queue lag
WHEN body matchesAI "legal threat"
THEN setTab team
THEN markImportant
THEN notify
Support
Outage keyword alert
An outage report sitting in an unsorted queue delays incident confirmation and the clock on your status page.
When
A message reports the service is down, broken, or unreachable.
Setup
A rule matches outage language and flags the ticket while pinging the on-call agent.
Result
Potential incident signals get caught fast so the team can confirm and respond.
Outage signals caught and on-call pinged before the queue is manually reviewed
WHEN body contains "down"
AND body matchesAI "outage"
THEN markImportant
THEN notify
Support
How-to auto-tag
How-to tickets mixed into the general queue get the same triage overhead as complex issues that actually need it.
When
A ticket is a straightforward how-to or documentation question.
Setup
A rule classifies routine how-to questions and tags them for the self-serve queue.
Result
Simple questions are grouped for quick, template-friendly handling.
Routine questions batched separately — faster to clear in bulk
WHEN body matchesAI "how-to question"
THEN addLabel how-to
THEN addTag fyi
THEN setTab primary
Support
Password reset routing
Account-access tickets that sit in the general queue while an agent finishes a complex billing case prolong the lockout unnecessarily.
When
A subject line signals an account access or password issue.
Setup
A rule matches password and access keywords in the subject and routes to the account agent.
Result
Access issues get consistent, fast handling without manual sorting.
Access issues routed to the right agent the moment they arrive
WHEN subject contains "password"
THEN routeToAgent
THEN addLabel account
THEN addTag reply-today
Support
Enterprise domain priority
An enterprise customer whose email comes from an unfamiliar individual address gets treated like any other ticket — until the damage is done.
When
A ticket comes from a known enterprise customer's email domain.
Setup
A rule matches the fromDomain against your enterprise accounts and elevates the thread.
Result
Enterprise tickets are consistently prioritized regardless of who on their team writes in.
Every enterprise domain member gets priority — regardless of who sends
WHEN fromDomain in enterprise-domains
THEN setTab vips
THEN markImportant
THEN assignContext
Support
Attachment log grouping
Diagnostic logs buried in an unsorted ticket queue force engineering to hunt through threads to find the evidence they need.
When
A customer sends diagnostic logs or a crash file as an attachment.
Setup
A rule detects attachments on technical tickets and labels them for the engineering review lane.
Result
Tickets with evidence are easy to batch for engineering instead of hunting through threads.
Log-bearing tickets grouped and ready for engineering — no hunting
WHEN hasAttachment
AND body matchesAI "technical issue"
THEN addLabel logs
THEN routeToAgent
Support
Mute automated notices
No-reply system notifications mixed into the support inbox pad the queue count without representing a single real customer issue.
When
No-reply system notifications flood the shared inbox.
Setup
A rule matches no-reply senders and mutes and archives them out of the queue.
Result
Agents see real customer tickets, not machine noise.
System noise gone from the queue — agents see only real tickets
WHEN from startsWith "no-reply"
THEN mute
THEN archive
THEN markRead
Support
Newsletter cleanup
Vendor newsletters landing in the shared support address make the queue look busier than it is and distract agents.
When
Vendor newsletters land in the shared support address.
Setup
A rule matches the listUnsubscribe header and files newsletters into their own tab.
Result
Marketing mail stops diluting the support queue while staying accessible.
Support queue shows only customers — newsletters filed separately
WHEN listUnsubscribe equals true
THEN setTab newsletters
THEN setCategory promotions
THEN markRead
Support
Reopen on reply
A customer who replies to a closed ticket with a recurring issue gets no response because the thread looks resolved.
When
A customer replies to a thread you'd already marked resolved.
Setup
A rule catches replies on resolved tickets and pulls them back into the active queue.
Result
Reopened issues resurface instantly instead of dying in a closed folder.
Reopened tickets resurface automatically — no customer goes silent
WHEN subject startsWith "Re:"
AND isUnread
THEN setTab primary
THEN addTag reply-today
Support
First-time customer flag
A customer on their first support interaction has no established goodwill to fall back on — a slow or clumsy first reply shapes their entire perception of your support team.
When
An email arrives from a customer address that has never contacted support before.
Setup
Match senders not found in the known-customer contact history, tag first-contact, mark important, and route to primary for a fast, high-quality first reply.
Result
First-time customers get elevated handling so their initial support experience sets the right standard.
First impressions elevated — first-touch CSAT is the easiest CSAT to win
WHEN isFirstContact equals true
THEN addTag first-contact
THEN markImportant
THEN setTab primary
Any/all: all
Semantic match: off
Stop processing: yes
Support
Data-loss report to on-call
A customer reporting data loss is a P0 incident — every minute it sits in the general queue without reaching engineering is a minute of avoidable damage.
When
A ticket body contains language indicating data loss, corruption, or missing records.
Setup
AI-match data-loss intent in the body, mark important, notify the on-call lead, and route to the engineering agent immediately.
Result
Data-loss reports reach engineering and the on-call lead in seconds, not after the queue is manually reviewed.
Data-loss tickets reach the right people immediately — no queue delay on a P0
WHEN body matchesAI "data loss or corruption"
THEN markImportant
THEN notify on-call
THEN routeToAgent
Any/all: any
Semantic match: on
Stop processing: yes
Support
Positive feedback to advocacy tab
A glowing reply buried in the support queue is an untapped case study, testimonial, or referral that never gets actioned because no one routes it anywhere.
When
A customer reply expresses strong satisfaction or unsolicited praise.
Setup
AI-match strongly positive sentiment in the body, tag advocacy-candidate, and route to the primary tab for a timely personal follow-up from the team.
Result
Customer delight signals are captured and surfaced so the team can convert them into reviews, case studies, or referrals.
Positive signals actioned instead of lost in the queue
WHEN body matchesAI "strong positive sentiment or praise"
THEN addTag advocacy-candidate
THEN setTab primary
Any/all: any
Semantic match: on
Stop processing: yes
Founders
Investors to VIPs
Investor mail buried under product noise is a relationship you didn't mean to neglect.
When
Mail arrives from anyone on your investor list.
Setup
Match any sender in your saved investors list, mark important, drop it in the VIPs tab, and ping you.
Result
Investor mail never gets buried under product noise. It's always one tab away and flagged.
Investor threads are always one click away, not five scrolls down.
WHEN from in "investors list"
THEN markImportant
THEN setTab vips
THEN notify
Founders
Key customers up top
Your best accounts shouldn't have to compete for inbox position with cold outreach.
When
A message comes from a domain on your key-accounts list.
Setup
Match fromDomain in your key-accounts list, tag vip, and route to the important tab.
Result
Your biggest customers never wait behind cold outreach. They surface first, every time.
Top accounts always have a front-row seat.
WHEN fromDomain in "key accounts"
THEN addTag vip
THEN setTab important
Founders
Cold outreach to promotions
Unsolicited pitches are indistinguishable from real mail at a glance, and they never stop coming.
When
The AI classifier tags an inbound as cold outreach.
Setup
Match tag equals cold, recategorize to promotions, and pull it out of your primary view.
Result
Unsolicited pitches stop stealing attention from real work, without you deleting one by one.
Primary view stays clear of noise without manual work.
WHEN tag equals "cold"
THEN setCategory promotions
THEN markRead
Founders
Newsletters out of primary
Reading newsletters on your terms is fine; having them interrupt triage is not.
When
An email carries a List-Unsubscribe header.
Setup
Match listUnsubscribe present, tag newsletter, and file into the newsletters tab.
Result
Every marketing send lands in one place you read on your terms, not in your working inbox.
Marketing lands where you choose to read it, when you choose.
WHEN listUnsubscribe present
THEN addTag newsletter
THEN setTab newsletters
Founders
Reply-today flag
The three emails that need a same-day reply shouldn't take a second scan to find.
When
The AI classifier tags a thread as needing a same-day reply.
Setup
Match tag equals reply-today, star it, mark important, and notify.
Result
The three emails that actually matter today are impossible to miss. Everything else can wait.
Same-day must-answers are unmissable the moment they land.
WHEN tag equals "reply-today"
THEN star
THEN markImportant
THEN notify
Founders
Receipts auto-file
Month-end expense sorting is entirely manual work that accumulates silently all month.
When
An invoice or receipt email arrives.
Setup
Match tag equals receipt, mark read, and route to the receipts tab for your bookkeeper.
Result
Every expense lands in one tab, read and ready to export. No manual sorting at month-end.
Month-end reconciliation takes minutes instead of an evening.
WHEN tag equals "receipt"
THEN markRead
THEN setTab receipts
Founders
Candidate pipeline label
Candidate threads scattered across the general inbox make it easy to miss a reply that's been waiting three days.
When
A reply lands on your active hiring thread.
Setup
Match subject contains your role name, add a Hiring label, and set the important tab.
Result
Your whole candidate pipeline is labeled and visible in one filter, not scattered across the inbox.
Every candidate reply is findable in one view, not lost in the general inbox.
WHEN subject contains "[role]"
THEN addLabel Hiring
THEN setTab important
Founders
Personal vs work split
Personal and work mail in the same view means neither gets the right mental context.
When
Mail arrives to your personal-forwarding address.
Setup
Match the receiving account, tag it personal, and keep it in primary while assigning your personal context.
Result
Personal and work mail share one inbox without blurring. Each gets the right tone and tab.
Each account gets the right lens, automatically.
WHEN account equals "personal"
THEN addTag personal
THEN assignContext personal
Founders
No-reply mute
System mail that you'll never reply to still pings you like it matters.
When
Automated system mail arrives from a no-reply address.
Setup
Match from startsWith "no-reply" or "noreply", mark read, and mute the thread.
Result
Status and automation noise stops pinging you. It's there if you look, silent if you don't.
Automation noise is silent until you choose to look at it.
WHEN from startsWith "no-reply"
THEN markRead
THEN mute
Founders
Obvious spam to spam
The worst cold blasts get through filters and eat the same attention as a real lead.
When
A bulk sender the classifier flags as junk gets through.
Setup
Match tag equals cold and body contains known spam phrases, then move to spam.
Result
The worst cold blasts never touch your view. Your filters learn your patience level.
Junk stops reaching the inbox at all.
WHEN tag equals "cold"
WHEN body contains "guaranteed leads"
THEN moveToSpam
Founders
Board mail to VIPs
Board communication lost in the daily churn is the kind of miss that has consequences.
When
A message comes from a board member's address.
Setup
Match from in your board list, mark important, star, and route to VIPs with a notify.
Result
Board communication is unmissable and unmistakable, never lost in the daily churn.
Board threads are always front and centre, without manual hunting.
WHEN from in "board list"
THEN star
THEN markImportant
THEN setTab vips
Founders
Route support to agent
Support questions routed to the founder inbox are founder attention spent on the wrong problem.
When
An inbound the classifier reads as a support question arrives.
Setup
Use matchesAI on the body for support intent, tag it, and route to your support agent.
Result
Support questions get handled by the agent instead of clogging your founder inbox.
Support volume disappears from your view and gets handled.
WHEN body matchesAI "support question"
THEN addTag support
THEN routeToAgent
Founders
Promo archive sweep
Marketing blasts from non-priority senders are the slowest drip of wasted attention.
When
A promotional blast with an unsubscribe link arrives from a non-priority sender.
Setup
Match listUnsubscribe present and fromDomain notIn your key-accounts list, then archive.
Result
Low-value marketing never enters the inbox. Priority senders with newsletters still get through.
Low-value promotions self-archive; nothing important is touched.
WHEN listUnsubscribe present
WHEN fromDomain notIn "key accounts"
THEN archive
Founders
Team tab for internal
Internal threads mixed into the external triage view slow you down reading the wrong things first.
When
Mail arrives from anyone on your own company domain.
Setup
Match fromDomain equals your company domain, tag it, and route to the team tab.
Result
Internal threads stay grouped and out of your external triage flow.
Internal chatter stays in its lane; external triage stays clean.
WHEN fromDomain equals "yourco.com"
THEN addTag team
THEN setTab team
Founders
Advisor mail to VIPs
An advisor email that sinks below product noise is a relationship signal you're broadcasting without meaning to.
When
An email arrives from anyone on your advisor list.
Setup
Match from in your advisors list, mark important, route to the VIPs tab, and notify — mirroring the same treatment you give investors.
Result
Advisor threads never compete with noise; they're flagged and one tab away every time.
Advisor mail lands front and centre, not buried mid-scroll.
WHEN from in "advisors list"
THEN markImportant
THEN setTab vips
THEN notify
Any/all: any
Stop processing
Founders
Pilot-user threads labeled
Feedback from pilot accounts scattered across the general inbox makes it easy to miss a churn signal until it's too late.
When
Mail arrives from a domain on your active pilot-accounts list.
Setup
Match fromDomain in your pilot-accounts list, add a Pilot label, mark important, and route to the important tab.
Result
All pilot-account communication is labeled and grouped so you can scan the full picture in one filter.
Pilot feedback is findable as a cohort, not lost in the general inbox.
WHEN fromDomain in "pilot accounts"
THEN addLabel Pilot
THEN markImportant
THEN setTab important
Semantic match
Stop processing
Founders
Legal sender escalation
A lawyer's email that sits below the fold for half a day because it looked like routine correspondence is the kind of miss with real consequences.
When
A message arrives from a law-firm or legal-team address, or contains legal keywords in the subject.
Setup
Match fromDomain in your legal-contacts list or subject contains contract / lawsuit / counsel, mark important, and notify immediately.
Result
Legal mail is unmissable and flagged the moment it lands, regardless of what else is in the queue.
Legal threads surface instantly — no half-day delay on something that can't wait.
WHEN fromDomain in "legal contacts"
WHEN subject contains "contract", "counsel", "lawsuit"
THEN markImportant
THEN notify
Any/all: any
Stop processing
Assistants
Board to VIPs
Board mail that doesn't surface immediately is a latency problem with consequences the exec will notice.
When
Mail arrives from anyone on the board distribution list.
Setup
A rule matches senders in the board list, pins them to the VIPs tab, marks them important, and pings you at once.
Result
Board mail is never buried — it's flagged and in front of you the moment it lands.
Board mail is in front of you the instant it arrives.
WHEN from in "board list"
THEN setTab vips
THEN markImportant
THEN notify
Assistants
Route receipts
Receipts that don't self-file become a manually sorted stack you deal with at month-end.
When
A message reads as a receipt or purchase confirmation.
Setup
A rule uses matchesAI to detect receipts, tags them, and drops them in the Receipts tab for the expense report.
Result
Every receipt is filed the same way, ready to reconcile at month-end.
Month-end reconciliation draws from a clean, pre-sorted tab.
WHEN body matchesAI "receipt"
THEN addTag receipt
THEN setTab receipts
THEN archive
Assistants
Newsletters aside
List mail inflating the exec's unread count makes it harder to show them what actually matters.
When
Mail carries a List-Unsubscribe header.
Setup
A rule catches list mail, tags it as newsletter, files it to the Newsletters tab, and marks it read so it never counts as unread.
Result
Reading material collects in one place instead of inflating the exec's unread count.
The unread count reflects real correspondence, not marketing.
WHEN listUnsubscribe equals true
THEN addTag newsletter
THEN setTab newsletters
THEN markRead
Assistants
Key partners up
Strategic partner mail that sinks below cold outreach is a relationship signal you don't want the exec to notice.
When
Mail arrives from a domain on the key-partners list.
Setup
A rule matches those domains, stars the thread, and marks it important so partner mail always rises above routine.
Result
Strategic relationships get priority placement automatically, every time.
Partner threads always surface above the noise.
WHEN fromDomain in "partners list"
THEN star
THEN markImportant
THEN setTab important
Assistants
Calendar to view
Invites scattered across the general inbox mean you can miss a scheduling clash until it's too late to fix.
When
An invite or scheduling confirmation comes in.
Setup
A rule tags calendar mail and routes it to the Calendar tab so scheduling lives apart from correspondence.
Result
Every invite lands in one predictable place for you to slot into the diary.
Scheduling and correspondence never mix; clashes surface early.
WHEN subject contains "invitation"
THEN addTag calendar
THEN setTab calendar
THEN markRead
Assistants
Mute cold pitches
Cold pitches reaching the exec interrupt their focus and implicitly question your gatekeeping.
When
A cold, unsolicited sales pitch reaches the exec's address.
Setup
A rule uses matchesAI to spot cold outreach, tags it, mutes the thread, and archives it out of sight.
Result
Prospecting noise is quietly filed without the exec ever being interrupted.
Cold noise stays out of the exec's view entirely.
WHEN body matchesAI "cold outreach"
THEN addTag cold
THEN mute
THEN archive
Assistants
Shared-box triage
A shared mailbox where internal and external mail land together is triaged twice — by you and someone else.
When
Mail lands in the shared team@ account.
Setup
A rule on the shared account routes internal-domain mail to the Team tab and holds outside mail in Primary for a closer look.
Result
The shared mailbox sorts itself between internal chatter and outside requests you must vet.
Internal chatter and external requests never need to be manually separated.
WHEN account equals "team@"
WHEN fromDomain endsWith company domain
THEN setTab team
THEN markRead
Assistants
VIP tag priority
A VIP tag that doesn't guarantee surfacing is a label, not a system.
When
A message is already tagged vip by an earlier pass.
Setup
A follow-on rule pins vip-tagged mail to the VIPs tab, marks it important, and notifies you so nothing tagged VIP slips.
Result
Anything you've marked VIP is guaranteed a front-row seat and a ping.
VIP-tagged mail never slips past the top of the view.
WHEN tag equals vip
THEN setTab vips
THEN markImportant
THEN notify
Assistants
Travel to calendar
A trip where the itinerary isn't filed alongside the meetings is a trip where something will be missed.
When
An airline or hotel confirmation arrives.
Setup
A rule matches known travel-vendor domains, tags them calendar, and files them to the Calendar view alongside the trip.
Result
Itineraries collect with the meetings they support — everything for a trip in one view.
All trip documents live in one view before the travel date arrives.
WHEN fromDomain in "travel vendors"
THEN addTag calendar
THEN setTab calendar
THEN markRead
Assistants
Reply-today flag
A message that needed a same-day answer discovered at 5pm is a problem you could have prevented at 9am.
When
A message reads as needing a same-day answer.
Setup
A rule tags time-sensitive mail reply-today, marks it important, and surfaces it so today's must-answers are unmistakable.
Result
The day's real deadlines are flagged the moment they arrive, not discovered at 5pm.
Same-day deadlines surface early enough to actually act on.
WHEN body matchesAI "needs reply today"
THEN addTag reply-today
THEN markImportant
THEN setTab important
Assistants
Expense senders
Expense-platform mail in the exec's view is admin noise you should have intercepted.
When
Mail comes from an expense or corporate-card platform.
Setup
A rule matches expense-portal senders, tags them receipt, and files them to the Receipts tab in your lane, not the exec's.
Result
Finance-tool mail routes straight to you and out of the principal's view.
Expense admin routes to you without a single manual move.
WHEN from in "expense portals"
THEN addTag receipt
THEN setTab receipts
THEN markRead
Assistants
Promotions away
Promotional mail that mixes with correspondence inflates the count and dilutes what you're presenting to the exec.
When
Promotional and marketing offers arrive at either mailbox.
Setup
A rule sets these to the Promotions category and archives them so they never mix with correspondence.
Result
Offers stay filed under Promotions and out of the inbox entirely.
Promotions self-file and never mix with real correspondence.
WHEN listUnsubscribe equals true
WHEN subject matchesAI "promotion"
THEN setCategory promotions
THEN archive
Assistants
Snooze until Monday
Non-urgent Friday-evening threads surfacing over the weekend send the wrong signal about what requires attention.
When
Routine internal mail arrives after Friday close.
Setup
A rule snoozes low-priority internal threads to Monday morning so the weekend inbox stays clear of non-urgent items.
Result
Non-urgent Friday-evening mail waits, sorted, for the start of the week.
Weekend inboxes stay clear of items that can wait until Monday.
WHEN tag equals fyi
WHEN isImportant equals false
THEN snoozeUntil Monday 8am
THEN markRead
Assistants
Block spoofed VIP
An impersonation attempt that gets through to the exec because it used a familiar name is a security failure with your name on it.
When
A message impersonates a VIP name from an unknown outside domain.
Setup
A rule matches VIP display names arriving from off-list domains and quarantines them so a lookalike never reaches the exec.
Result
Impersonation attempts are caught before they can trade on a trusted name.
Spoofed VIP mail is quarantined before the exec ever sees it.
WHEN subject matchesAI "VIP name"
WHEN fromDomain notIn "known domains"
THEN moveToSpam
THEN notify
Assistants
Press contacts to escalate
A journalist who emails the exec directly and gets an automated or delayed response may write the story without a quote.
When
An email arrives from a domain on your press-contacts list or with a journalist's known address.
Setup
A rule matches senders in the press list, marks the thread urgent, routes to the VIPs tab, and notifies you immediately — no automation touches it.
Result
Press mail surfaces instantly to you and the exec, with no auto-response risk.
Media enquiries always reach a human before any automated action can run.
WHEN from in "press contacts"
THEN markImportant
THEN setTab vips
THEN notify
Any/all: any
Stop processing
Assistants
Duplicate-invite cleanup
The same meeting confirmation arriving three times inflates the exec's unread count and buries the threads that actually need action.
When
A calendar confirmation or invite arrives from the same sender on the same day as a prior confirmation already filed.
Setup
A rule detects duplicate-invite subjects, marks them read, and archives the redundant copies — keeping only the most recent in the Calendar tab.
Result
The exec's calendar view shows one clean confirmation per meeting, not a stack of duplicates.
Calendar clutter self-clears; the exec sees one record per meeting.
WHEN subject matchesAI "duplicate invite"
THEN markRead
THEN archive
Semantic match
Stop processing
Assistants
External-legal sender alert
A message from outside counsel that sits in primary beneath newsletters is a liability gap with your name on it.
When
An email arrives from an external law firm or counsel address not in the internal team.
Setup
A rule matches fromDomain in the legal-senders list, marks important, stars the thread, and notifies both you and the exec — bypassing any other routing rule.
Result
Outside-counsel mail is always surfaced to both of you immediately, regardless of what other rules are active.
Legal mail from external counsel reaches the right eyes before anything else runs.
WHEN fromDomain in "external legal"
THEN star
THEN markImportant
THEN notify
Any/all: any
Stop processing
Freelancers
Invoices to receipts
Billing records scattered across the general inbox turn tax time into an archaeology project.
When
An email with "invoice" in the subject arrives.
Setup
A rule tags it and routes it to your receipts tab so billing lives in one place.
Result
Invoices and payment records never scatter across your inbox.
Every billing record is in one place before you need it.
WHEN subject contains "invoice"
THEN addTag receipt
THEN setTab receipts
THEN stop
Freelancers
New-inquiry to agent
An inbound lead that sits in your general inbox competes with everything else for the attention it needs first.
When
A message matches new-project-inquiry intent.
Setup
A rule detects the inquiry with matchesAI, marks it important, and routes it to the intake agent for a fast reply.
Result
Leads jump the queue and get handled before they cool off.
Leads get first-mover treatment before they move on.
WHEN body matchesAI "new project inquiry"
THEN markImportant
THEN routeToAgent intake
THEN setTab important
Freelancers
Current clients to VIPs
Paying clients shouldn't have to compete with cold outreach for inbox position.
When
Any email from an active-client address lands.
Setup
A rule pins active clients to the VIPs tab and stars them so they never get buried.
Result
Paying clients always sit at the top, above the noise.
Active clients always have first-row placement.
WHEN from in current-clients
THEN addTag vip
THEN setTab vips
THEN star
Freelancers
Payment confirmations
Payment proof that isn't filed when it arrives means reconstructing records at exactly the wrong moment.
When
A Stripe or bank email says a payment cleared.
Setup
A rule tags the receipt and files it, keeping payment proof tidy for bookkeeping.
Result
Every paid invoice has a filed record at tax time.
Payment proof is filed the day it arrives, not the week you need it.
WHEN fromDomain in stripe.com, bank domains
THEN addTag receipt
THEN setTab receipts
THEN markRead
Freelancers
Mute newsletters
A newsletter ping mid-focus is a small interruption that compounds across a full day of delivery work.
When
A newsletter with a List-Unsubscribe header arrives.
Setup
A rule tags it newsletter, files it, and mutes the thread so it never pings you mid-focus.
Result
Marketing noise stays out of your working hours.
Marketing noise stays silent until you choose to read it.
WHEN listUnsubscribe present
THEN addTag newsletter
THEN setTab newsletters
THEN mute
Freelancers
Scope-change flag
Scope expansion buried in a casual client email is easy to miss until it's become an expectation.
When
A client email contains scope-expansion language.
Setup
A rule tags reply-today and marks it important so change requests never slip past you.
Result
Scope creep is caught the moment it's mentioned.
Scope expansion is flagged before it quietly becomes an assumption.
WHEN body contains "can you also", "while you're at it"
THEN addTag reply-today
THEN markImportant
THEN setTab important
Freelancers
Per-client context
Context-switching between clients mid-day means accidentally replying with the wrong tone or wrong rate.
When
Any email from a specific client's domain arrives.
Setup
A rule assigns that client's context profile so replies pull the right rate, tone, and open loops.
Result
Every reply is grounded in the right client's details automatically.
Client-switching is frictionless; the right context loads automatically.
WHEN fromDomain equals acme.co
THEN assignContext "Acme Co"
THEN addTag vip
THEN stop
Freelancers
Proposal-reply priority
A prospect who replied to your proposal and waited a day for a response may have already moved on.
When
A reply lands on a thread where you sent a proposal.
Setup
A rule tags it reply-today and stars it so hot deals get answered same day.
Result
Deals in flight never wait on a slow reply from you.
Active proposals get a same-day reply while the prospect is still warm.
WHEN subject startsWith "Re: Proposal"
THEN addTag reply-today
THEN star
THEN setTab important
Freelancers
Contract attachments
A signed agreement buried in a thread is unfindable the day a client disputes a deliverable.
When
An email arrives carrying a signed agreement.
Setup
A rule detects the attachment, tags it, and files it so contracts are easy to find later.
Result
Signed paperwork is one search away, not buried in a thread.
Contracts are always findable when you need them most.
WHEN hasAttachment AND subject contains "contract", "agreement"
THEN addLabel Contracts
THEN star
THEN markImportant
Freelancers
Cold-pitch cleanup
Vendor pitches and cold solicitations mix with client mail and make your inbox feel busier than it is.
When
A cold sales pitch that isn't a client inquiry arrives.
Setup
A rule tags it cold and archives it so vendor spam never clutters primary.
Result
Your inbox stays about clients and work, not pitches at you.
Primary inbox stays about clients; solicitations disappear.
WHEN tag equals cold
THEN addTag cold
THEN archive
THEN stop
Freelancers
Overdue-invoice watch
An overdue invoice that slides out of view is one that doesn't get collected.
When
A billing thread mentions a past-due amount.
Setup
A rule tags reply-today and stars it so payment chases don't fall through the cracks.
Result
Overdue money always stays in view until it's collected.
Overdue amounts stay visible until they're resolved.
WHEN body contains "past due", "overdue"
THEN addTag reply-today
THEN star
THEN setTab receipts
Freelancers
Separate work accounts
Personal and freelance mail in the same view creates context collisions that slow down every triage pass.
When
Mail arrives on your dedicated freelance email account.
Setup
A rule scoped to that account routes client mail to primary and keeps personal separate.
Result
Freelance and personal life stay cleanly divided across accounts.
Work and personal mail stay cleanly divided without manual sorting.
WHEN account equals freelance
THEN setTab primary
THEN setCategory primary
THEN stop
Freelancers
Testimonial-worthy replies
A glowing client email that gets buried is a piece of social proof you'll never be able to reconstruct.
When
A client reply sounds delighted at project close.
Setup
A rule detects positive sentiment, tags fyi, and stars it as a testimonial candidate.
Result
Praise you can turn into social proof never gets lost.
Every piece of praise is captured before it disappears into the archive.
WHEN body matchesAI "praise / delighted"
THEN addTag fyi
THEN star
THEN addLabel Testimonials
Freelancers
Snooze non-urgent FYIs
A low-priority email that surfaces mid-delivery block costs attention that belongs to the work in front of you.
When
A low-priority informational email lands during deep work.
Setup
A rule tags it fyi and snoozes it to your evening review block.
Result
Nice-to-know mail resurfaces when you have time, not mid-flow.
FYIs wait for your review block instead of interrupting delivery.
WHEN tag equals fyi
THEN addTag fyi
THEN snoozeUntil 6pm
THEN markRead
Freelancers
Retainer clients to priority
A retainer client whose email competes for position with cold outreach is a client whose spend isn't reflected in how you've organised your inbox.
When
An email arrives from a domain tagged as a retainer account.
Setup
A rule matches fromDomain in your retainer list, marks it important, stars the thread, and routes it to VIPs — giving retained work the placement it earns.
Result
Retainer clients always surface ahead of project and prospecting mail.
Clients paying monthly feel prioritised, because they are.
WHEN fromDomain in "retainer clients"
THEN markImportant
THEN star
THEN setTab vips
Any/all: any
Stop processing
Freelancers
Subcontractor mail labeled
Subcontractor threads mixed into client mail during a busy project create a real risk of replying to the wrong person with the wrong context.
When
Mail arrives from a subcontractor or collaborator you've added to your subs list.
Setup
A rule matches fromDomain in your collaborators list, adds a Subs label, and routes to the team tab so subcontractor threads stay separated from client correspondence.
Result
Subcontractor threads live in their own lane; client mail is never accidentally sent to a sub or vice versa.
Collaborator and client threads stay cleanly separated during delivery.
WHEN fromDomain in "collaborators"
THEN addLabel Subs
THEN setTab team
THEN markRead
Semantic match
Stop processing
Freelancers
Proposal-reply urgent flag
A prospect who replied to a proposal you sent but didn't hear back within a day may have already moved their conversation elsewhere.
When
An email arrives that is a reply to a thread where the subject starts with your proposal prefix.
Setup
A rule matches subject startsWith 'Proposal:' or 'Quote:', marks the thread important, stars it, and routes to the important tab with a notify so hot deals get a same-day reply.
Result
Every proposal reply surfaces immediately so you respond while the prospect is still engaged.
No active proposal thread goes cold for lack of a visible flag.
WHEN subject startsWith "Proposal:", "Quote:"
THEN markImportant
THEN star
THEN notify
Any/all: any
Stop processing
Personal
Corral all newsletters
Newsletters mix with real mail so every time you open your inbox you have to sort signal from noise yourself.
When
Anything carrying a one-click unsubscribe link — the classic newsletter signature.
Setup
One rule catches every list email by its unsubscribe header, tucks it into the newsletters tab, and marks it read.
Result
Your primary inbox stays for real mail; reading material waits patiently in one place.
Primary inbox reserved for people — reading material waits in its own tab
WHEN listUnsubscribe isTrue
THEN setTab newsletters
THEN addTag newsletter
THEN markRead
Personal
File order receipts
Purchase receipts arrive as unread mail and stay that way until you drag them somewhere — or forget about them entirely.
When
An email the AI recognises as a purchase receipt or order confirmation.
Setup
The rule tags it a receipt and routes it to the receipts tab so it's there when you need it.
Result
Receipts self-organise into one searchable spot — no folder-dragging at tax time.
Every receipt lands in one searchable place without a single manual move
WHEN matchesAI: order receipt
THEN addTag receipt
THEN setTab receipts
Personal
Route promotions
Sale emails look like new mail and keep pulling your attention even when you're not in shopping mode.
When
Sale emails and promos, spotted by their unsubscribe link and marketing tone.
Setup
The rule drops them into the promotions category and marks them read so they never interrupt.
Result
Deals are there when you're in the mood to browse, and invisible when you're not.
Promos visible when you want them, invisible when you don't
WHEN listUnsubscribe isTrue
THEN setCategory promotions
THEN markRead
THEN stop
Personal
Kids' school to top
School emails land in the same pile as promotional mail — and the permission slip deadline is the one you miss.
When
Any email from your school's domain — teachers, office, or the parent portal.
Setup
The rule tags it reply-today and marks it important so school never slips past you.
Result
Permission slips and closures rise to the top; you never miss the note that matters.
School emails always reach the top before the deadline does
WHEN fromDomain endsWith school.edu
THEN addTag reply-today
THEN markImportant
Personal
Flag travel itineraries
Flight and hotel confirmations vanish into your inbox and are impossible to find at the gate when you need them.
When
An email the AI reads as a flight, hotel, or rental itinerary.
Setup
The rule tags it calendar and stars it so your trip details are easy to grab on the go.
Result
Every confirmation for a trip is starred and findable the moment you're at the gate.
Travel confirmations starred and ready — no inbox dig at the gate
WHEN matchesAI: travel itinerary
THEN addTag calendar
THEN star
Personal
Mute the noisy list
A high-frequency sender fills your unread count every day with mail you've never once opened.
When
That one mailing list that sends five times a day and you never open.
Setup
The rule mutes and archives it on arrival, keeping it out of sight but still searchable.
Result
A firehose sender goes silent without you unsubscribing or losing the archive.
Firehose sender silenced without losing the archive
WHEN fromDomain equals dailydeals.com
THEN mute
THEN archive
THEN stop
Personal
Family always primary
Mail from the people who matter most gets buried under newsletters and promotions without a fight.
When
Email from anyone in your saved family contacts.
Setup
The rule pins it to the primary tab and tags it vip so loved ones never land under a pile of promos.
Result
Mail from family is front and center, every time, no matter how busy the inbox is.
Family mail always rises above the noise — guaranteed
WHEN from in family contacts
THEN setTab primary
THEN addTag vip
Personal
Bank alerts to important
Financial alerts arrive looking like any other email — and when they slip past you, money decisions get delayed.
When
A statement-ready or account alert from your bank's domain.
Setup
The rule marks it important and tags it reply-today, but leaves it unread so you actually look.
Result
Money notices get flagged without hiding — you see them, you decide.
Financial alerts never slip past you into the unread pile
WHEN fromDomain endsWith mybank.com
THEN markImportant
THEN addTag reply-today
Personal
Appointment confirmations
Booking confirmations scatter across your inbox and getting to them when you actually need a date requires a search.
When
An email the AI recognises as an appointment or booking confirmation.
Setup
The rule tags it calendar and files it to updates so your dates all live together.
Result
Confirmations line up with your other date-related mail, ready when you need to reference them.
All date-related mail in one place — no hunting when you need a confirmation
WHEN matchesAI: appointment confirmation
THEN addTag calendar
THEN setCategory updates
Personal
Silence cold pitches
Unsolicited sales pitches to your personal address read like important mail and take a second to dismiss every time.
When
An unsolicited pitch to your personal address that the AI reads as a cold outreach.
Setup
The rule tags it cold and archives it straight away — no read, no interruption.
Result
Random sales pitches never reach your eyes, but stay recoverable if one ever mattered.
Cold pitches archived on arrival — never take your attention again
WHEN matchesAI: cold pitch
THEN addTag cold
THEN archive
THEN stop
Personal
Shipping updates together
Shipping updates land in different parts of your inbox from the original order confirmation, making it hard to track anything.
When
A shipping or delivery update the AI can identify from any store.
Setup
The rule tags it receipt and routes it to the receipts tab alongside the original order.
Result
Orders and their tracking sit side by side, so "where's my package" is a two-second look.
Order and tracking in one place — two-second lookup every time
WHEN matchesAI: shipping update
THEN addTag receipt
THEN setTab receipts
Personal
Snooze bills to payday
Bills arrive weeks before you'll pay them and create a low-grade anxiety every time you see them unread.
When
A bill or invoice the AI recognises that isn't due yet.
Setup
The rule tags it reply-today and snoozes it to resurface closer to when you'll pay.
Result
Bills disappear until they're actually relevant, then pop back up right on time.
Bills gone until payday — then back exactly when you need them
WHEN matchesAI: bill due
THEN addTag reply-today
THEN snoozeUntil payday
Personal
Social notifications aside
Platform notification emails pad your unread count with likes and follows that create urgency where there is none.
When
Notification emails from social apps — likes, follows, tags.
Setup
The rule sorts them into the social category and marks them read so they never feel urgent.
Result
Social pings collect quietly out of the way; your inbox stays about people, not platforms.
Social pings stop padding your unread count with fake urgency
WHEN fromDomain in social apps
THEN setCategory social
THEN markRead
THEN stop
Personal
FYI-only threads
Being cc'd on a group email you have no action on still shows up as unread and demands you open it to dismiss it.
When
A group email where you're on cc but not the person being addressed.
Setup
The rule tags it fyi and marks it read, so it's logged without demanding a reply.
Result
The "just so you know" mail stops posing as a task you owe someone.
CC-only threads logged and dismissed — they stop posing as tasks
WHEN to notIn me
THEN addTag fyi
THEN markRead
Personal
Receipts with a PDF
Invoice and warranty PDFs land in your inbox and disappear into the pile — you find them only when you desperately need them.
When
An email carrying an attachment whose subject reads like an invoice or receipt.
Setup
The rule tags it receipt and routes it to the receipts tab so the document is easy to pull later.
Result
Warranty and receipt PDFs land in one predictable place — no digging when you need proof.
PDF receipts and warranties always where you need them — no frantic search
WHEN hasAttachment isTrue
WHEN subject contains invoice
THEN addTag receipt
THEN setTab receipts
Personal
Verification codes read
One-time code emails sit as unread long after you've logged in, adding noise that the unread count shouldn't carry.
When
A one-time login or verification code you requested moments ago.
Setup
The rule marks it read and files it to updates the instant it lands — you've already used it.
Result
Code emails don't linger as unread clutter after you're logged in.
Used verification codes clear themselves — unread count stays honest
WHEN subject contains verification code
THEN markRead
THEN setCategory updates
THEN stop
Personal
Silence app digests
Daily digest emails from apps you use read like new mail and bump up your unread count with zero urgency behind them.
When
Digest emails from apps you use — weekly summaries, activity roundups, platform notifications.
Setup
The rule catches them by the digest or summary keyword pattern, moves them to updates, and marks them read so they stop looking like tasks.
Result
App summaries collect quietly in updates — you check them when you want, they never interrupt.
App digest noise gone from unread — check them on your schedule, not theirs
WHEN subject contains: digest, summary, weekly roundup (any)
THEN setCategory updates
THEN markRead
Any
Stop processing
Personal
Flag emails needing a reply
Messages that actually need a response from you look the same as ones that are just FYIs — and the ones needing a reply get buried.
When
An email where you are the direct recipient and the AI reads it as requiring your response.
Setup
The rule tags those threads reply-today and marks them important so the ones that need you rise above the noise.
Result
Reply-needed emails never blend into informational ones — they're easy to spot and clear in one pass.
Messages that need you surface above everything else — nothing that requires a reply stays buried
WHEN to equals me
WHEN matchesAI: reply requested
THEN addTag reply-today
THEN markImportant
Semantic match
Personal
Archive old job alerts
Job alert emails stack up as unread items even though you only skim them occasionally and they're irrelevant within a day.
When
Job alert emails from job boards — daily or weekly alerts you subscribed to months ago.
Setup
The rule archives them on arrival and tags them fyi, keeping them searchable without ever landing in the primary inbox.
Result
Job alerts are there if you want to search back through them — they just stop pretending to be urgent.
Job alerts searchable in the archive without ever touching your primary inbox
WHEN fromDomain in job-board list
THEN addTag fyi
THEN archive
Stop processing
Property mgmt
Emergency maintenance triage
A burst pipe at midnight sits unread until morning — and by then the tenant has already called someone else.
When
A tenant emails about a burst pipe, no heat, or a gas smell after hours.
Setup
A rule matches maintenance senders where the body matchesAI an urgent-repair intent, tags reply-today, and notifies your phone.
Result
Every genuine emergency jumps to the top and pings you immediately instead of waiting in the queue.
Critical issues reach you in seconds, not at the next inbox check
body matchesAI: emergency repair
addTag: reply-today
markImportant
notify
Property mgmt
Route maintenance to the team tab
Work orders scatter across your inbox and your coordinator's, and the same request gets missed or doubled.
When
Routine work-order requests arrive from tenants across your buildings.
Setup
A rule catching subject or body containing repair terms sets the team tab and applies a Maintenance label.
Result
All non-urgent repair requests land in one queue your coordinator can work through.
One unified queue your team can work without stepping on each other
subject contains: repair, fix, broken
setTab: team
addLabel: Maintenance (amber)
markRead
Property mgmt
Owner mail to VIPs
An owner email asking for an approval slips below tenant noise and you miss the reply window that keeps the relationship.
When
Property owners email asking for updates, statements, or approvals.
Setup
A rule matching owner senders by domain routes them to the VIPs tab and tags vip so they never slip.
Result
Owner messages surface at the top of your day, kept separate from tenant traffic.
Owner relationship protected — their emails always get the same-day attention they expect
fromDomain in: owner domains
setTab: vips
addTag: vip
star
Property mgmt
Payment portal notices
Rent confirmations and failed-payment alerts get lost in the daily pile, so reconciliation becomes a manual hunt.
When
Rent-received and failed-payment notices come in from your payment processor.
Setup
A rule matching the processor domain files them to the receipts tab and applies a Rent label.
Result
Payment activity is archived cleanly and searchable without cluttering your primary inbox.
Payment records file themselves — no manual sorting at reconciliation time
fromDomain equals: payments processor
setTab: receipts
addLabel: Rent (green)
archive
Property mgmt
Listing lead capture
A prospect emails from Zillow, waits two hours, and by then they have already scheduled a tour with the building down the street.
When
Rental inquiries land from Zillow, Apartments.com, and your listing forms.
Setup
A rule matching any listing-portal domain tags reply-today and labels the thread as a new applicant lead.
Result
Prospect inquiries are flagged the moment they arrive so no vacancy lead goes cold.
Every leasing inquiry is visible and flagged before a competitor answers first
fromDomain in: listing portals
addTag: reply-today
addLabel: Applicant (blue)
markImportant
Property mgmt
Flag lease-expiry threads
A lease-expiry date buried in a tenant's original thread never re-surfaces on its own — it just becomes a month-to-month you didn't intend.
When
An email thread where the AI detects lease-end, expiry, or month-to-month language.
Setup
A rule matching those terms applies a Lease Expiry label, tags reply-today, and marks it important so it can't be ignored.
Result
Every approaching lease-end is flagged before you're in month-to-month by accident.
Expiring leases surface while you still have time to act — not after they lapse
WHEN matchesAI: lease expiry (semantic match)
THEN addTag reply-today
THEN addLabel: Lease Expiry (amber)
THEN markImportant
Any
Stop processing
Property mgmt
Separate utility provider mail
Utility bills and outage notices from the city or provider land in the same queue as tenant emails and push real issues down the page.
When
Emails from utility providers — water, gas, electric — about bills, outages, or scheduled maintenance.
Setup
A rule matching utility provider domains routes them to the updates category and marks them read, leaving the primary inbox clear for people.
Result
Utility mail is archived and searchable without ever fighting for space with tenant threads.
Utility notices filed silently — tenant threads stay front and center
WHEN fromDomain in utility provider list
THEN setCategory updates
THEN markRead
All
Stop processing
Property mgmt
Tag repeat complainers
A tenant who has filed the same complaint before needs to be handled consistently — but you can't always remember which threads have history without digging back.
When
An email from a tenant who has had prior maintenance or noise complaints in the system.
Setup
A rule matching previously-tagged tenant senders adds a Repeat Contact label so the team knows context exists before anyone replies.
Result
Anyone handling the thread sees the Repeat Contact flag and checks the history before composing a reply.
Prior history visible before a reply goes out — no team member walks in blind
WHEN from in repeat-contact list
THEN addLabel: Repeat Contact (red)
THEN addTag reply-today
Any
Semantic match
HVAC
Flag no-cool emergencies
When a homeowner's house is 85 degrees, the first HVAC company to respond gets the job — not the one that checks email at noon.
When
An email body says the AC is out, blowing warm, or the house is 85 degrees.
Setup
A rule matches no-cool language, flags it urgent, routes it to the dispatch agent, and pings the owner.
Result
No-cool calls jump the queue instead of aging in an inbox during a heat wave.
You're the first to respond while competitors are still reading their backlog.
WHEN body contains "no cool" (any)
THEN markImportant
THEN addTag reply-today
THEN routeToAgent
THEN notify
HVAC
No-heat winter triage
A family waking up to a cold house at midnight will hire whoever responds before morning — that call shouldn't sit in your unread queue.
When
A homeowner emails that the furnace won't fire or there's no heat overnight.
Setup
A rule catches no-heat language in the body, marks it important, and notifies dispatch immediately.
Result
Winter no-heat emergencies interrupt the team at once, not at the next inbox check.
After-hours emergencies reach you before the customer calls someone else.
WHEN body contains "no heat" (any)
THEN markImportant
THEN setTab primary
THEN addTag reply-today
THEN notify
HVAC
Route booking-portal leads
You paid for that Thumbtack lead — it shouldn't sit behind supplier mail until you happen to scroll past it.
When
A service request lands from the online booking or Thumbtack lead domain.
Setup
A rule tags portal leads for same-day reply and routes them to the intake agent.
Result
Paid and web leads are worked in seconds, never buried under vendor mail.
Paid leads get a same-day reply instead of going cold in the general inbox.
WHEN fromDomain in booking-portal list
THEN addTag reply-today
THEN setTab primary
THEN routeToAgent
HVAC
Maintenance-plan renewals
Renewal emails that vanish into the general queue become lapsed contracts you find out about when the customer doesn't re-book.
When
An email mentions the maintenance agreement, tune-up plan, or annual renewal.
Setup
A rule labels renewal threads and pins them so no expiring plan slips through.
Result
Recurring plan revenue gets protected without someone watching the calendar.
Expiring plans surface before the customer lapses, not after.
WHEN body contains "maintenance plan" (any)
THEN addLabel
THEN markImportant
THEN setTab important
HVAC
File supplier and parts mail
Parts confirmations buried among service calls force you to scan everything just to find one customer email.
When
Email from an equipment distributor or parts supplier about orders and delivery.
Setup
A rule sorts supplier mail to updates so it doesn't crowd customer service calls.
Result
Order confirmations and backorder notices stay organized and out of the way.
Customer threads stay visible without noise from supplier updates burying them.
WHEN fromDomain in supplier list
THEN setCategory updates
THEN addTag fyi
THEN markRead
HVAC
Flag permit and inspection mail
A permit notice or failed inspection email buried in the general queue can blow a job timeline if it waits a day too long.
When
An email from a city permit office, inspection authority, or code-compliance body.
Setup
A rule matching permit or inspection domains marks it important, tags it reply-today, and routes it to the primary tab so it can never sit in updates.
Result
Compliance and permit mail always surfaces at the top of the day, never delayed by inbox noise.
Permit and compliance mail always visible — project timelines protected
WHEN fromDomain in permit-authority list
THEN markImportant
THEN addTag reply-today
THEN setTab primary
All
Stop processing
HVAC
Route Google review alerts
A new review notification arrives and lands in the general queue — by the time you see it and respond, the window for a prompt reply has passed.
When
A review notification email arrives from Google, Yelp, or a review aggregator.
Setup
A rule matching review-platform domains marks it important and tags it reply-today, keeping every review in your field of view for a same-day response.
Result
Review alerts never age quietly in the general inbox — they surface for a timely, considered response.
Every new review visible for same-day response — reputation managed in real time
WHEN fromDomain in review-platform list
THEN markImportant
THEN addTag reply-today
Any
Semantic match
HVAC
Snooze low-priority vendor mail
Supplier newsletters, product announcements, and trade-show invitations clutter the same inbox as service calls and keep pulling your eye off customer threads.
When
Marketing or promotional emails from equipment manufacturers, distributors, or trade associations.
Setup
A rule catching promotional language from known supplier domains moves them to updates and marks them read, leaving the customer queue uncluttered.
Result
Supplier marketing stays available when you want it and invisible when you're working customer calls.
Supplier noise filtered silently — customer threads stay front and center all day
WHEN fromDomain in supplier list
WHEN matchesAI: promotional (semantic match)
THEN setCategory updates
THEN markRead
All
Stop processing
Plumbing
Burst-pipe emergency triage
A burst-pipe email sitting unread while you're under a sink is a customer already dialing your competitor.
When
An email lands with 'burst pipe', 'flooding', or 'no water' in the subject or body.
Setup
Match any: subject contains 'burst', body contains 'flooding', body contains 'no water'. Actions: markImportant, setTab important, star, notify.
Result
The emergency jumps to the top of Important and pings your phone in seconds — before the customer calls a competitor.
You know about the emergency the moment it lands, not when you check the inbox.
match any
subject contains burst
body contains flooding
markImportant
setTab important
star
notify
Plumbing
New quote request to Primary
A homeowner who emailed for a repipe quote is also emailing two other plumbers — the first one back with a response wins the call.
When
A homeowner emails asking for a price on a repipe, sump pump, or water-heater swap.
Setup
Match any: subject contains 'quote', subject contains 'estimate', body matchesAI 'requesting a price'. Actions: setTab primary, addTag reply-today, addLabel.
Result
Every fresh lead is tagged reply-today and parked in Primary so nothing sits unquoted overnight.
New quote requests stay visible and flagged until you've responded.
subject contains quote
body matchesAI requesting a price
setTab primary
addTag reply-today
addLabel
Plumbing
Supply-house invoices to Receipts
Parts invoices mixed into customer mail mean you're scanning everything twice — once for jobs, once for accounting.
When
An order confirmation or invoice arrives from Ferguson, a wholesaler, or a parts distributor.
Parts invoices file themselves into Receipts for job costing — out of your way but easy to pull at tax time.
Receipts sort themselves so job costing and customer mail stay separate.
fromDomain endsWith ferguson.com
subject contains invoice
hasAttachment
setTab receipts
addLabel
markRead
Plumbing
Property-manager accounts to VIP
A property manager who calls three jobs a month shouldn't wait behind a first-time homeowner in your general queue.
When
An email comes from a property-management company or repeat commercial client.
Setup
Match any: fromDomain in [managed-accounts list], tag equals vip. Actions: setTab vips, addTag vip, markImportant, notify.
Result
Your bread-and-butter accounts never wait in the general queue — they route straight to VIPs and alert you.
High-volume accounts get the fast response that keeps them coming back.
fromDomain in managed-accounts
tag equals vip
setTab vips
addTag vip
markImportant
notify
Plumbing
Silence review-site promos
Every Yelp promo or HomeAdvisor blast you open by accident is a second you're not seeing a real customer message.
When
Marketing blasts from directory sites and lead-gen platforms clutter the inbox.
Setup
Match all: listUnsubscribe present, tag equals newsletter. Actions: setTab newsletters, setCategory promotions, markRead, archive.
Result
Promo noise is archived and read automatically, so the inbox only shows real customers and jobs.
Directory noise files itself away so your inbox stays focused on actual jobs.
match all
listUnsubscribe present
tag equals newsletter
setTab newsletters
markRead
archive
Plumbing
Gas-smell alerts to critical
An email mentioning a gas smell is not a scheduling question — it needs to be in front of you in seconds, not found when you get back to the truck.
When
An email body contains 'gas smell', 'gas leak', or 'rotten egg smell'.
Setup
Match any: body contains 'gas smell', body contains 'gas leak', body contains 'rotten egg'. Actions: markImportant, addTag critical, setTab important, notify, star.
Result
Gas-smell emails jump straight to the top of Important and ping your phone — before the customer calls another number.
A potential gas hazard is on your radar the moment it lands, not discovered an hour later.
WHEN body contains 'gas smell' (any)
THEN markImportant
THEN addTag critical
THEN setTab important
THEN notify
THEN star
Semantic match: on
Stop processing: no
Plumbing
Homeowner association requests to VIP
An HOA property manager who controls maintenance contracts for fifty units should not be waiting in the same general queue as a one-time drain call.
When
An email arrives from a domain on your HOA or property-association account list.
Setup
Match any: fromDomain in [hoa-accounts list], subject containsAI 'maintenance request'. Actions: setTab vips, addTag vip, markImportant, notify.
Result
HOA and association contacts route directly to VIPs and alert you — never buried in the general inbox.
Multi-unit account relationships get the same-minute response that keeps the contract.
WHEN fromDomain in hoa-accounts (any)
THEN setTab vips
THEN addTag vip
THEN markImportant
THEN notify
Semantic match: on
Stop processing: yes
Plumbing
Permit and inspection emails to folder
A permit-office email that gets lost in the general queue can hold up a licensed job for days while you wait on a response that already came.
When
An email arrives from a city, county, or building-department domain about a permit or inspection.
Setup
Match any: fromDomain in [permit-offices list], subject contains 'permit', subject contains 'inspection'. Actions: setTab important, addLabel, markImportant, notify.
Result
Every permit and inspection update goes straight to Important and gets its own label — no permit email waits unread.
Permit and inspection communications never stall a job because they went unseen.
WHEN fromDomain in permit-offices (any)
THEN setTab important
THEN addLabel
THEN markImportant
THEN notify
Any/all: any
Semantic match: on
Stop processing: no
Electrical
Flag sparks and outages
An email about sparking wires aging in an unread inbox is a liability waiting to become a story about the electrician who didn't answer.
When
An email body mentions sparks, burning smell, or a total power outage.
Setup
A rule flags safety-emergency language as urgent, pins it to the important tab, and notifies the owner.
Result
Live-hazard emails jump the queue instead of aging in an unread inbox.
Safety emergencies reach you immediately — not when you finally check the inbox.
WHEN body contains "sparks" (any)
THEN markImportant
THEN addTag reply-today
THEN notify
Electrical
Route panel-upgrade leads
A panel-upgrade request is a four-figure job that will go to whoever responds first — it shouldn't wait behind a supply-house order confirmation.
When
A lead subject mentions a panel upgrade or service change.
Setup
A rule tags panel-upgrade requests for same-day handling and routes them to the intake agent.
Result
High-ticket upgrade leads are worked in seconds, never buried under vendor mail.
High-ticket leads surface immediately instead of aging behind routine mail.
WHEN subject contains "panel upgrade" (any)
THEN addTag reply-today
THEN setTab primary
THEN routeToAgent
Electrical
EV-charger inquiries up
A homeowner shopping for an EV-charger install will book the first electrician who comes back with a clear answer — that window is short.
When
An email body mentions an EV charger, Tesla wall connector, or Level 2 install.
Setup
A rule labels EV-charger requests and surfaces them in the primary inbox for a quick quote.
Result
EV-install inquiries get fast estimator eyes while the homeowner is still shopping.
EV leads get a fast response while the homeowner is still comparing options.
WHEN body contains "EV charger" (any)
THEN addLabel
THEN markImportant
THEN setTab primary
Electrical
Inspector to important
A missed inspection coordination email doesn't just delay one job — it can hold up every permit-dependent step behind it.
When
Email from a city or county inspection domain about a scheduled inspection.
Setup
A rule marks inspector mail important and pins it to the important tab.
Result
Rough-in and final inspection coordination is never missed in the daily flood.
Inspection emails surface automatically so no job stalls on a missed message.
WHEN fromDomain in inspector list
THEN markImportant
THEN setTab important
THEN addTag vip
Electrical
Supply-house updates
Distributor shipping notices mixed into customer mail make it harder to see the real service requests without scanning everything.
When
Email from a electrical-supply distributor about orders, backorders, or delivery.
Setup
A rule sorts supply-house mail to updates so it doesn't crowd customer threads.
Result
Order and delivery notices stay organized and out of the way of service requests.
Supplier noise files itself away so customer threads stay unobstructed.
WHEN fromDomain in supplier list
THEN setCategory updates
THEN addTag fyi
THEN markRead
Electrical
AFCI and GFCI upgrade leads
A homeowner asking about AFCI or GFCI upgrades is already sold on doing the work — the first electrician back with a clear answer books the job.
When
An email body mentions AFCI, GFCI, arc fault, or ground fault interrupter.
Setup
Match any: body contains 'AFCI', body contains 'GFCI', body contains 'arc fault', body contains 'ground fault'. Actions: setTab primary, addTag reply-today, markImportant.
Result
AFCI and GFCI upgrade inquiries surface immediately in Primary, tagged for same-day follow-up.
Upgrade leads get visible, same-day attention while the homeowner is still in buying mode.
WHEN body contains 'AFCI' (any)
THEN setTab primary
THEN addTag reply-today
THEN markImportant
Any/all: any
Semantic match: on
Stop processing: no
Electrical
General-contractor project emails to VIP
A GC who calls two jobs a month shouldn't be waiting in the same queue as a first-time homeowner — and they know it.
When
An email arrives from a domain on your GC or commercial-client account list.
Setup
Match any: fromDomain in [gc-accounts list], tag equals vip. Actions: setTab vips, addTag vip, markImportant, notify.
Result
GC and commercial contacts route directly to VIPs and alert you — nothing from a repeat account sits unread.
High-volume commercial clients get the same-minute response that keeps the relationship.
WHEN fromDomain in gc-accounts (any)
THEN setTab vips
THEN addTag vip
THEN markImportant
THEN notify
Any/all: any
Semantic match: on
Stop processing: yes
Electrical
Utility-company correspondence to important
A net-metering approval or interconnection notice from the utility company is a job-milestone document that cannot sit unread for three days.
When
An email arrives from a utility company or grid operator about interconnection, net metering, or a service upgrade.
Setup
Match any: fromDomain in [utility-domains list], subject contains 'interconnection', subject contains 'net metering'. Actions: markImportant, setTab important, addLabel, notify.
Result
Utility correspondence surfaces immediately in Important so no project stalls on a missed approval.
Interconnection and net-metering milestones are caught the day they arrive, not discovered a week later.
WHEN fromDomain in utility-domains (any)
THEN markImportant
THEN setTab important
THEN addLabel
THEN notify
Any/all: any
Semantic match: on
Stop processing: no
Landscaping
Route new install consults
A high-value design inquiry lands while you're mid-job — and sits under a pile of mowing questions until it's too late.
When
A homeowner emails asking about a full backyard design and install.
Setup
A rule catches design/install language and routes the lead to the intake agent for a same-day reply.
Result
High-value design jobs are worked in seconds instead of aging under mowing-schedule replies.
Design leads reach the right person before the day is out.
WHEN body contains "design" (any)
THEN addTag reply-today
THEN setTab primary
THEN routeToAgent
Landscaping
Flag recurring signups
The email that could turn into a season-long contract scrolls out of view while you're pricing a mulch job.
When
A prospect replies wanting weekly or biweekly lawn maintenance.
Setup
A rule tags recurring-service intent and pins it important so no subscription lead slips.
Result
Every recurring-contract lead surfaces to the top — the accounts that pay all season.
No recurring-contract lead goes unnoticed.
WHEN body matchesAI "weekly service"
THEN markImportant
THEN addTag reply-today
THEN setTab primary
Landscaping
Seasonal cleanup surge
Twenty cleanup quote requests hit the same week and the ones at the bottom of the thread list never get answered.
When
Spring and fall cleanup requests flood in with "cleanup" in the subject.
Setup
A rule labels cleanup-quote requests and tags them for same-day handling during the busy window.
Result
The seasonal rush stays organized so no cleanup quote goes unanswered.
Every quote gets a reply during the window that matters.
WHEN subject contains "cleanup" (any)
THEN addLabel
THEN addTag reply-today
THEN setTab primary
Landscaping
Supplier deliveries to updates
Delivery notices and backorder alerts mix into the customer inbox and slow you down when a real quote is waiting.
When
A nursery or mulch supplier emails about a delivery or backorder.
Setup
A rule files supplier mail to the updates category, out of the customer flow.
Result
Material and delivery notices stay tidy and off the primary inbox.
Supplier noise disappears from the customer queue automatically.
WHEN fromDomain in supplier list
THEN setCategory updates
THEN addTag fyi
THEN markRead
Landscaping
Silence lead-broker spam
You scan the same broker cold pitch for the fourth time this week when you should be reading a customer reply.
When
Cold pitches selling "exclusive landscaping leads" hit the inbox daily.
Setup
A rule sends lead-broker solicitations to spam by subject pattern and stops further processing.
Result
The inbox stays clear of the daily broker cold pitches.
The working inbox shrinks to email that's actually yours to act on.
WHEN subject contains "exclusive leads" (any)
THEN moveToSpam
THEN stop
Landscaping
Tree-work and arborist requests to primary
A large tree removal or crown reduction job is a higher-margin call than a mowing question — it should not share the same queue.
When
An email body mentions tree removal, tree trimming, stump grinding, or an arborist.
Setup
Match any: body contains 'tree removal', body contains 'stump grinding', body contains 'arborist'. Actions: setTab primary, addTag reply-today, markImportant.
Result
High-margin tree-work requests surface immediately in Primary, tagged for same-day reply.
Tree-service leads get visible attention before the customer calls the arborist they found next on the list.
WHEN body contains 'tree removal' (any)
THEN setTab primary
THEN addTag reply-today
THEN markImportant
Any/all: any
Semantic match: on
Stop processing: no
Landscaping
HOA and property-manager accounts to VIP
A property manager who oversees a dozen townhome common areas is not a one-time caller — they should never wait in the standard quote queue.
When
An email arrives from a domain on your HOA or property-management account list.
Setup
Match any: fromDomain in [hoa-pm-accounts list], tag equals vip. Actions: setTab vips, addTag vip, markImportant, notify.
Result
HOA and property-manager contacts route to VIPs and alert you — every message from a multi-property account is visible the moment it lands.
Accounts with multiple properties get a first-in-line response that justifies the relationship.
WHEN fromDomain in hoa-pm-accounts (any)
THEN setTab vips
THEN addTag vip
THEN markImportant
THEN notify
Any/all: any
Semantic match: on
Stop processing: yes
Landscaping
Irrigation and drainage service requests
An irrigation repair or French-drain question that sits in a general queue for two days is one the customer assumes you're not interested in.
When
An email body mentions irrigation, sprinkler, French drain, or drainage system.
Setup
Match any: body contains 'irrigation', body contains 'sprinkler', body contains 'French drain', body contains 'drainage'. Actions: setTab primary, addTag reply-today, addLabel.
Result
Irrigation and drainage inquiries surface in Primary with a same-day reply tag and a dedicated label for easy filtering.
Specialty service requests stay visible and separated from general mowing queue.
WHEN body contains 'irrigation' (any)
THEN setTab primary
THEN addTag reply-today
THEN addLabel
Any/all: any
Semantic match: on
Stop processing: no
Cleaning
Route booking requests
A recurring booking request lands in a busy inbox and gets buried under promos before anyone reads it.
When
A new email asks to schedule a recurring weekly or biweekly clean.
Setup
Match subject/body for booking language, send the thread to the Primary tab and tag it reply-today.
Result
Every booking request lands front and center instead of buried under promos.
Booking requests surface before someone else books the job.
body matchesAI "recurring booking request"
addTag reply-today
setTab primary
markImportant
Cleaning
Flag move-out cleans
A move-out clean request sits unread for two days and the tenant has already found someone who replied faster.
When
A tenant or realtor emails about an end-of-lease or move-out clean.
Setup
Match body for move-out and deadline cues, label the thread and route it to the quotes context.
Result
Time-sensitive move-out jobs get spotted and quoted before the lease-end date passes.
Deadline-driven jobs get spotted before the window closes.
body contains "move-out"
addLabel Move-Out
assignContext quotes
markImportant
Cleaning
Property-manager VIPs
An email from your biggest commercial account sits in the general queue behind a dozen one-off quote requests.
When
Email arrives from a key property-management or realty account domain.
Setup
Match the account domain, tag vip and pin the thread to the VIPs tab.
Result
Your highest-volume commercial accounts never wait in the general queue.
Your best accounts always get seen first.
fromDomain in {managed accounts}
addTag vip
setTab vips
star
Cleaning
Silence booking-app noise
Every ping from your scheduling platform lands in the inbox alongside real customer email, and separating them wastes time.
When
Automated notifications flood in from your scheduling and lead-gen platforms.
Setup
Match the sender addresses, mark them read and route to Updates so they never buzz you.
Result
Real customer email stays clean; platform receipts collect quietly out of the way.
Automated noise stops interrupting the customer email that needs attention.
from in {platform senders}
markRead
setCategory updates
setTab all
Cleaning
Cancellation fast-lane
A cancellation comes in the morning and you don't notice until the crew is already on the way to an empty house.
When
An email subject or body mentions canceling or skipping a scheduled clean.
Setup
Match cancel/reschedule language, tag reply-today and notify so the scheduler reacts fast.
Result
Cancellations surface instantly, giving you time to refill the crew's open slot.
Open slots get a chance to be refilled before the crew ships out.
subject contains "cancel"
addTag reply-today
markImportant
notify
Cleaning
Flag first-time lead urgency
A brand-new inquiry from someone who found you on a referral sits in the queue behind follow-ups from existing clients.
When
An email arrives from an address with no prior thread and asks for a quote or availability.
Setup
Match new-sender + quote language, tag new-lead and mark important so it surfaces above follow-up threads.
Result
Cold leads from new contacts jump to the front so you reply before they move on.
First-contact leads surface immediately rather than aging under existing-client threads.
WHEN isFirstContact equals true AND body matchesAI "quote request"
THEN addTag new-lead
THEN markImportant
Any
Semantic match: yes
Stop processing: no
Cleaning
Catch bad-weather delay emails
A winter storm forces a crew delay and client emails start piling in — you need them tagged before you can even write a response plan.
When
Several clients email asking about their clean status when bad weather disrupts the schedule.
Setup
Match body for delay and weather language, tag crew-delay and star the thread so they're easy to batch-reply.
Result
All weather-related delay inquiries collect under one tag, ready to address in one pass.
Disruption emails get batched instead of handled one by one across a chaotic morning.
WHEN body matchesAI "weather delay" OR "crew delay"
THEN addTag crew-delay
THEN star
Any
Semantic match: yes
Stop processing: no
Cleaning
Auto-file supply vendor invoices
Cleaning supply and equipment invoices land in the same inbox as customer bookings and the bookkeeper can never find them at month-end.
When
An invoice or receipt email arrives from a recognized cleaning-supply or equipment vendor.
Setup
Match the vendor sender list and invoice subject language, file to Receipts, mark read so it never interrupts the booking queue.
Result
Vendor invoices land directly in Receipts without touching the booking inbox.
The booking inbox stays uncluttered and vendor invoices are always where the bookkeeper expects them.
WHEN from in {vendor list} AND subject matchesAI "invoice"
THEN setTab receipts
THEN markRead
All
Semantic match: yes
Stop processing: yes
Dental
Escalate emergencies
A patient emails about a knocked-out tooth after hours and it sits unread until the office opens in the morning.
When
A patient emails describing tooth pain, swelling, or a knocked-out tooth after hours.
Setup
A rule uses AI matching on the body to catch emergency wording, marks it important, and notifies staff to call.
Result
Anything that reads as a dental emergency jumps to the top and pings the team to phone the patient — never left to sit.
Dental emergencies get flagged and actioned before the next business day.
WHEN body contains "pain" (matchesAI: dental emergency)
THEN markImportant
THEN notify
Dental
Pin booking requests
An appointment request scrolls out of view on a busy front-desk morning before anyone replies.
When
An email subject mentions appointment, booking, or availability.
Setup
A rule matches scheduling language in the subject and pins the thread to the Important tab, starred.
Result
Real booking intent stays visible through a busy front-desk day instead of scrolling out of sight.
Appointment requests stay front and center no matter how busy the desk gets.
WHEN subject contains "appointment" (match any)
THEN setTab important
THEN star
Dental
Route insurance questions
A coverage question waits in the general inbox for two days because it never reached the billing person who could answer it.
When
A patient asks whether a crown or cleaning is covered by their plan.
Setup
A rule detects insurance and coverage language and routes it to the billing agent, tagged for a same-day reply.
Result
Coverage questions reach the person who can answer them fast — no benefits question stalls in general email.
Insurance questions reach billing the same day instead of aging in the wrong inbox.
WHEN body contains "insurance" (matchesAI: coverage question)
THEN addTag reply-today
THEN routeToAgent
Dental
File lab and supply invoices
Lab and supply invoices mix into the reply queue and the bookkeeper hunts through months of patient email to find them.
When
An invoice from the dental lab or a supply vendor lands with a PDF attached.
Setup
A rule matches invoice subjects that carry an attachment and files them to the Receipts tab, tagged receipt.
Result
Bookkeeping stays tidy on its own — lab and supply invoices are one tab away at close-out, out of the reply queue.
Lab and supply invoices land in one place without anyone sorting them by hand.
WHEN subject contains "invoice" AND hasAttachment equals true
THEN setTab receipts
THEN addTag receipt
Dental
Quiet vendor newsletters
Vendor promotional emails keep landing alongside patient messages and the front desk wastes time clearing them out.
When
A dental-supply vendor sends a promotional newsletter with an unsubscribe header.
Setup
A rule detects list-unsubscribe promos and files them to the Newsletters tab, marked read.
Result
Vendor blasts stop cluttering the working inbox without anyone unsubscribing by hand.
The working inbox stays clean without manual effort from the desk.
WHEN listUnsubscribe equals true
THEN setTab newsletters
THEN markRead
Dental
Fast-track new-patient emails
A prospective family emails on a Monday morning and their message buries under existing-patient follow-ups for half the day.
When
An email arrives from an unknown sender mentioning they are a new patient or looking for a dentist.
Setup
Match first-contact and new-patient language, mark important and star so the intake workflow starts the same morning.
Result
Every first-contact new-patient inquiry is visible at the top of the desk's Primary queue from the moment it lands.
New-patient intent gets acted on the same morning instead of surfacing mid-afternoon.
WHEN isFirstContact equals true AND body matchesAI "new patient"
THEN markImportant
THEN star
Any
Semantic match: yes
Stop processing: no
Dental
Catch missed-appointment cancellations
A same-day cancellation email arrives at 7am and sits unread until 9am — by then the slot is already wasted.
When
A patient emails the morning of their appointment to cancel or say they can't make it.
Setup
Match cancellation and same-day language, mark important, notify front desk so the slot can be offered to a waitlisted patient.
Result
Same-day cancellations surface and alert the desk the moment they arrive — open slots get a chance to fill.
Chair time lost to last-minute cancellations drops when the desk hears about it immediately.
WHEN body matchesAI "cancel" AND subject matchesAI "today"
THEN markImportant
THEN notify
Any
Semantic match: yes
Stop processing: no
Dental
Separate referral letters
A specialist referral letter attached to an email gets buried under patient scheduling threads and the follow-up falls through the cracks.
When
An email arrives from a specialist or referring dentist with an attached letter or report.
Setup
Match known referral domains and attachment presence, add a Referral label and route to the clinical context so the right person sees it.
Result
Referral correspondence lands in a dedicated view where clinical staff can act on it — never lost in the scheduling queue.
Specialist referrals reach clinical staff directly instead of sitting in the general inbox.
WHEN fromDomain in {specialist domains} AND hasAttachment equals true
THEN addLabel Referral
THEN routeToAgent
All
Semantic match: no
Stop processing: yes
Veterinary
Escalate urgent symptoms
A sick-pet email buried in a full inbox can wait hours before anyone calls — by then the owner has already left for another clinic.
When
An owner emails that their dog is vomiting and hasn't eaten since yesterday.
Setup
A rule uses AI matching to catch urgent-symptom language, marks it important, and notifies the team to call.
Result
Anything that could be an emergency jumps to the top and pings staff to phone the owner — never left in a queue.
Urgent messages reach a human within minutes, not after morning rounds.
WHEN body contains "vomiting" (matchesAI: urgent symptom)
THEN markImportant
THEN notify
Veterinary
Pin appointment requests
During a packed clinic day, a booking request in the subject line can scroll right past the front desk.
When
An email subject mentions booking, appointment, or availability.
Setup
A rule matches booking language in the subject and pins it to the Important tab, starred.
Result
Real booking intent never slips past the front desk during a busy clinic day.
Booking requests stay visible until acted on, not until someone happens to scroll.
WHEN subject contains "appointment" (match any)
THEN setTab important
THEN star
Veterinary
Route refill requests
A refill request that sits unread for two days means a pet misses its maintenance medication.
When
An owner emails asking for a refill of their pet's flea or thyroid medication.
Setup
A rule detects prescription-refill language and routes it to the refills agent, tagged reply-today.
Result
Refill asks are worked the same day and land with the right playbook — no maintenance meds run dry.
Same-day refill handling keeps pets on their medications without owner follow-up calls.
WHEN body contains "refill" (matchesAI: prescription refill)
THEN addTag reply-today
THEN routeToAgent
Veterinary
File boarding & grooming
Boarding and grooming requests mixed into the clinical queue slow down both the reception desk and the medical staff.
When
An email asks about boarding dates or a grooming slot.
Setup
A rule catches boarding/grooming language and tags it so those bookings are handled separately from medical mail.
Result
Non-medical bookings sort themselves into their own lane, keeping the clinical queue clear.
Clinical and non-clinical mail each reach the right person without manual sorting.
WHEN body contains "boarding" (matchesAI: boarding or grooming)
THEN addLabel Boarding
THEN setTab primary
Veterinary
Quiet vendor promos
Supplier newsletters clog the inbox every week, forcing the desk to skip over them to reach real client mail.
When
A pet-food or pharmacy supplier blasts a promotional newsletter with an unsubscribe header.
Setup
A rule detects list-unsubscribe promos and files them into the Newsletters tab, marked read.
Result
Vendor blasts stop cluttering the working inbox without anyone unsubscribing by hand.
Client emails are easier to spot the moment the inbox opens.
WHEN listUnsubscribe equals true
THEN setTab newsletters
THEN markRead
Veterinary
Flag after-hours emergency wording
An owner emails at midnight that their pet is in distress and the message waits until morning rounds to be seen.
When
An email arrives outside clinic hours with wording that suggests a pet is in acute distress.
Setup
Match urgent-symptom language combined with an after-hours timestamp, mark important, and notify the on-call contact to phone the owner.
Result
Overnight emergency-sounding emails trigger an immediate call rather than waiting until the clinic opens.
After-hours emergencies reach a clinician within minutes, not the next morning.
WHEN body matchesAI "emergency" AND receivedHour not in {clinic hours}
THEN markImportant
THEN notify
All
Semantic match: yes
Stop processing: no
Veterinary
Tag specialty-referral emails
A cardiology or oncology referral arrives in the general inbox and gets treated like a standard booking request.
When
An email from a specialist clinic or referring vet arrives with a referral letter or case notes attached.
Setup
Match known specialist domains plus attachment presence, add a Referral label, and route to the clinical queue so the appropriate vet sees it.
Result
Specialist correspondence lands in a dedicated clinical lane instead of sitting in the general scheduling queue.
Referral cases reach the responsible vet the same day, not after the email has aged through the general queue.
WHEN fromDomain in {specialist domains} AND hasAttachment equals true
THEN addLabel Referral
THEN routeToAgent
All
Semantic match: no
Stop processing: yes
Veterinary
Catch same-day cancellations fast
A client cancels on the morning of their appointment by email and the slot goes unfilled because no one spots it until lunch.
When
An owner emails the morning of their appointment saying they need to cancel.
Setup
Match cancellation language combined with today-reference language, mark important, and notify so the slot can be offered to waitlisted clients immediately.
Result
Same-day cancellations surface instantly and the desk gets a window to refill the slot before the hour is gone.
Last-minute cancellations stop costing a full appointment slot when the desk is alerted immediately.
WHEN body matchesAI "cancel" AND subject matchesAI "today"
THEN markImportant
THEN notify
Any
Semantic match: yes
Stop processing: no
Therapy
Crisis language to a human
A message signaling risk that sits in a queue for hours instead of reaching a clinician immediately is the scenario no practice can afford.
When
A client email contains self-harm, suicidal, or crisis wording.
Setup
A rule uses AI matching to detect crisis language, marks the thread important, and pages the clinician immediately.
Result
Any message that could signal danger reaches a real person at once — never queued, never auto-replied.
Crisis signals bypass every queue and reach a clinician the moment they arrive.
WHEN body contains "hurt myself" (matchesAI: crisis / self-harm)
THEN markImportant
THEN notify
THEN stop
Therapy
Flag new-client intake
Someone reaching out for therapy is already taking a difficult step — a slow reply often means they don't reach back out.
When
A prospective client emails asking whether the practice is taking new clients.
Setup
A rule uses AI matching on the body to detect intake interest and tags it for a same-day reply.
Result
New-client requests surface immediately instead of getting lost under newsletters and receipts.
Prospective clients get a same-day reply before they book with a faster-responding practice.
WHEN body contains "new client" (matchesAI: intake request)
THEN addTag reply-today
THEN setTab important
Therapy
Scheduling fast lane
A reschedule request that sits unanswered for a day leaves a slot empty and a client uncertain.
When
A client asks to book, reschedule, or cancel a session in the subject line.
Setup
A rule catches scheduling language in the subject and tags it reply-today so slots are managed before the week fills.
Result
Open session times get rebooked quickly because scheduling threads are handled before they go stale.
Cancellations and reschedules are turned around quickly, keeping the schedule from developing gaps.
WHEN subject contains "reschedule" (match any)
THEN addTag reply-today
THEN setTab primary
Therapy
Insurance & superbill
Insurance questions answered inconsistently across sessions create client confusion and unnecessary follow-up calls.
When
An email asks about insurance coverage, a superbill, or an out-of-network claim.
Setup
A rule detects billing and superbill language and routes it to the billing agent with an insurance label.
Result
Coverage and superbill questions are answered from the same accurate script instead of ad-hoc replies.
Billing questions get consistent, accurate answers without the clinician writing each one from scratch.
WHEN body contains "superbill" (matchesAI: insurance question)
THEN addLabel Insurance
THEN routeToAgent
Therapy
Quiet EHR & directory noise
Platform digests from your EHR and directory listings make it harder to spot the actual client emails that need a reply.
When
Automated digests arrive from the EHR portal and therapist directory listings.
Setup
A rule matches those platform domains and files their digests into Updates, marked read.
Result
Non-urgent platform digests stay out of the working inbox so client mail is easy to see.
Client mail stands out immediately rather than competing with automated platform noise.
WHEN fromDomain in ["mail.simplepractice.com","noreply.psychologytoday.com"]
THEN setTab updates
THEN markRead
Therapy
Route group-therapy inquiries
A message asking about group sessions mixed into the general inbox can wait days before someone notices it and routes it to the right facilitator.
When
An email asks about group therapy, group sessions, or group pricing.
Setup
A rule uses AI matching to detect group-session interest, labels it Group-Inquiry, and routes it to the group facilitator's folder.
Result
Group inquiries reach the right facilitator immediately rather than sitting unnoticed in a solo-clinician inbox.
Group-session inquiries reach the facilitator who can actually answer them, instead of aging in a general queue.
WHEN body matchesAI: group therapy inquiry (match any)
THEN addLabel Group-Inquiry
THEN assignTo facilitator
Stop processing
Therapy
Flag sliding-scale requests
A fee-reduction request that goes unseen for several days sends the message that the practice doesn't prioritize access — and the person stops trying.
When
A prospective or current client asks about a sliding scale, reduced fee, or financial hardship.
Setup
A rule detects sliding-scale language, tags the thread reply-today, and moves it to Primary so it's not missed.
Result
Fee-sensitivity requests surface at the top of the inbox for a same-day, compassionate response.
Access-sensitive inquiries get a prompt human response at the moment the person's motivation is highest.
WHEN body matchesAI: sliding scale / reduced fee (match any)
THEN addTag reply-today
THEN setTab primary
Semantic match
Therapy
Separate referral partner mail
Referral emails from GPs and psychiatrists arriving alongside client mail are easy to mistake for routine patient contact, delaying the relationship-building reply they deserve.
When
An email arrives from a known referring provider domain or contains professional-referral language.
Setup
A rule matches referral-source domains and AI-detects professional-referral language, labeling threads Referral and routing to Primary.
Result
Referral partner emails surface in their own labeled group so the clinician can nurture those relationships promptly.
Referral sources get timely, professional replies that reinforce the relationship rather than getting buried.
WHEN fromDomain in referral-domain-list OR matchesAI: professional referral
THEN addLabel Referral
THEN setTab primary
Any/all: any
Fitness
Flag trial signups
A trial inquiry that goes unanswered for even a few hours is likely to book a class at the studio that replied first.
When
An email asks about a free trial, intro offer, or first class.
Setup
A rule matches trial-interest language, tags it for same-day reply, and routes it to the intake agent.
Result
Hot trial leads surface in seconds instead of aging behind receipts while intent is high.
Trial leads are acted on while the prospect's interest is still warm.
WHEN body contains "free trial" (matchesAI: trial interest)
THEN addTag reply-today
THEN setTab primary
THEN routeToAgent
Fitness
Route booking-platform leads
ClassPass and Mindbody leads mixed into a full inbox can sit unworked for hours while the desk handles walk-ins.
When
A class request lands from the Mindbody, ClassPass, or booking-widget sender domain.
Setup
A rule keys on the booking-platform domain, tags leads reply-today, and routes them to the booking agent.
Result
Every paid and web booking lead is worked the moment it lands, never buried under vendor mail.
Platform leads are separated from vendor noise and reach the right person immediately.
WHEN fromDomain in booking-platform list
THEN addTag reply-today
THEN setTab primary
THEN routeToAgent
Fitness
Cancellation fast lane
A cancellation request that sits unanswered for a day processes itself — the member assumes the silence means approved.
When
A member emails asking to cancel, freeze, or pause their membership.
Setup
A rule catches cancel/freeze language, marks it important, and notifies the owner to run a save conversation.
Result
Retention threads jump to the top so a human can offer a freeze or downgrade before the member walks.
At-risk members get a human response quickly, when there is still a chance to retain them.
WHEN body contains "cancel" (matchesAI: cancellation)
THEN markImportant
THEN addTag reply-today
THEN notify
Fitness
Waitlist requests
A waitlist email buried in the general inbox means a last-minute spot goes unfilled when you don't see it in time.
When
An email mentions a full class, waitlist, or spot for a specific session.
Setup
A rule labels waitlist threads and pins them so no member misses an opening in a booked class.
Result
Waitlist asks stay visible and get worked fast, keeping popular classes full at capacity.
Open spots fill from the waitlist quickly rather than going to waste after a no-show.
WHEN subject contains "waitlist" (match any)
THEN addLabel
THEN setTab important
THEN star
Fitness
File billing receipts
Stripe and dues receipts cluttering the main inbox make every scroll past them a wasted second.
When
A dues charge or Stripe receipt lands with an invoice subject.
Setup
A rule sorts membership-billing receipts to the Receipts tab, tagged and marked read.
Result
Dues receipts stay organized for close-out and out of the reply queue automatically.
Receipts are organized automatically, with no manual filing before close-out.
WHEN subject contains "receipt" (match any)
THEN setTab receipts
THEN addTag receipt
THEN markRead
Fitness
Intercept injury reports
A member who emails to say they hurt themselves in class and gets no response for a day feels both ignored and uncertain about whether they can come back safely.
When
A member email mentions an injury, pain, or physical discomfort experienced during or after a class.
Setup
A rule uses AI matching to detect injury or pain language, marks the thread important, and notifies the manager immediately — no auto-reply is sent.
Result
Injury reports reach a human at once instead of sitting in a queue, and no automated response makes commitments on the studio's behalf.
Every injury mention reaches a responsible person the moment it arrives, protecting both the member and the studio.
WHEN body matchesAI: injury / pain / hurt (match any)
THEN markImportant
THEN notify manager
Stop processing
Fitness
Flag summer-pause requests
A membership freeze request that goes unacknowledged for a week can turn into a chargeback dispute when the member realizes they were billed again.
When
A member emails asking to pause, freeze, or suspend their membership for a defined period.
Setup
A rule detects pause and suspension language, tags the thread reply-today, and routes it to Primary so it gets a human response before the next billing cycle.
Result
Freeze requests surface before billing runs again and a human can confirm or offer alternatives.
Freeze requests are never silently missed, so billing disputes from ignored pauses stop happening.
WHEN body matchesAI: freeze / pause / suspend membership (match any)
THEN addTag reply-today
THEN setTab primary
Semantic match
Fitness
Sort instructor-application mail
A strong trainer application buried under trial leads can go unreviewed for weeks, costing the studio a good hire.
When
An email arrives with subject or body language indicating a trainer or instructor job application.
Setup
A rule matches hiring-related language in the subject and body, labels threads Hiring, and routes them to a designated manager folder.
Result
Every application reaches the hiring manager's folder on arrival rather than competing with member mail.
Hiring conversations start faster because applications are never lost in the general studio inbox.
WHEN subject OR body matchesAI: trainer application / join our team (any)
THEN addLabel Hiring
THEN assignTo manager
Any/all: any
Accounting
Route client documents
Source documents get buried in your inbox and have to be manually hunted down at close time.
When
A client emails bank statements or a QuickBooks export as attachments.
Setup
Match all: hasAttachment is true AND body matchesAI 'financial statement'; tag it and hand it to the intake agent.
Result
Source documents are captured and processed the moment they land, not buried under the day's mail.
Documents reach the right place automatically, so close starts on arrival rather than after a search.
WHEN hasAttachment isTrue
AND matchesAI: financial statement
THEN addTag receipt
THEN routeToAgent
Accounting
Flag audit and notice mail
An IRS notice can sit unread in a busy inbox long enough to miss a response deadline.
When
An email references an IRS audit, examination, or a state agency notice.
Setup
Match any: subject contains 'audit' OR body matchesAI 'tax notice'; mark important and notify the partner.
Result
Audit and notice threads jump to the top and reach a human — never quietly automated away.
Time-critical notices get human eyes the same day they arrive.
WHEN subject contains audit
OR matchesAI: tax notice
THEN markImportant
THEN notify
Accounting
Prioritize deadline threads
During filing season a deadline question can arrive and not be seen until the window has already closed.
When
A client emails about a payroll run, filing, or an approaching compliance date.
Setup
Match all: tag is calendar AND body matchesAI 'deadline'; mark important and flag reply-today.
Result
Time-sensitive deadline questions surface in a dedicated lane and get same-day attention.
Deadline threads surface before they become a missed obligation.
WHEN tag equals calendar
AND matchesAI: deadline
THEN markImportant
THEN addTag reply-today
Accounting
Attach client context
Without history in front of you, every client reply starts from a blank slate.
When
An email arrives from a known bookkeeping or advisory client address.
Setup
Match all: from equals a client address; attach that client's context profile and route to primary.
Result
Every client email carries its open loops and engagement history, so replies are always informed.
Replies go out grounded in the client's file, not from memory.
WHEN from equals client
THEN assignContext
THEN setTab primary
Accounting
Mute practice newsletters
AICPA bulletins and software newsletters compete for attention with actual client documents.
When
AICPA bulletins and software newsletters flood in during close and filing periods.
Setup
Match any: tag is newsletter OR listUnsubscribe is present; route to the newsletters tab and mute.
Result
Bulk mail stays out of the way while the firm focuses on client documents and deadlines.
Client and deadline mail stays uncluttered during the busiest periods.
WHEN tag equals newsletter
OR listUnsubscribe isPresent
THEN setTab newsletters
THEN mute
Accounting
Flag lender and bank requests
A lender requesting verification letters or loan-support documents has a closing date on their calendar — a missed email means the deal falls apart and the client blames the firm.
When
An email arrives from a bank, lender, or mortgage broker requesting financial verification or a CPA letter.
Setup
A rule detects lender and verification language, marks the thread important, and notifies the partner so a qualified person drafts the letter.
Result
Lender requests surface immediately for the partner instead of sitting unseen in the associate's queue.
Time-critical lender requests reach a qualified person the same day, so closing deadlines are not jeopardized.
WHEN body matchesAI: lender verification / CPA letter / mortgage (match any)
THEN markImportant
THEN notify partner
Stop processing
Accounting
Isolate new-client prospect mail
A prospective client asking about services who doesn't hear back for several days has likely already called another firm.
When
An email arrives from an unknown contact asking about bookkeeping, tax services, or pricing.
Setup
A rule uses AI matching to detect prospect inquiry language, tags threads reply-today, and routes to Primary so the business-development contact acts promptly.
Result
New-business inquiries surface in a dedicated priority lane rather than mixing with active-client mail.
Prospective clients get a prompt response while their intent is high, before they move on to a competitor.
WHEN body matchesAI: new client inquiry / services pricing (any)
THEN addTag reply-today
THEN setTab primary
Semantic match
Accounting
Quarantine vendor invoices
Software subscription invoices and vendor bills competing with client documents make it easy to miss the actual deadline-critical mail during close.
When
An invoice or bill arrives from a software vendor, subscription service, or office supplier.
Setup
A rule matches invoice language from non-client domains, routes to the Receipts tab, and marks read so vendor bills never compete with client documents.
Result
Vendor billing stays organized and out of the working inbox during close, with no manual sorting required.
Client documents and deadline mail are unobstructed by vendor billing noise during the most critical periods.
WHEN fromDomain NOT in client-domain-list AND matchesAI: vendor invoice / subscription bill
THEN setTab receipts
THEN markRead
Any/all: all
Wealth
Custodian statements
Monthly statements from multiple custodians land in the same inbox as client mail and slow down every review.
When
Monthly and quarterly statement notifications arrive from the custodian's domain.
Setup
Match all: fromDomain in [schwab, fidelity, pershing] AND subject contains 'statement'. Actions: addLabel Finance & Banking, setTab receipts, markRead.
Result
Custodian statements file themselves under a finance label and out of the primary inbox, ready for review without cluttering client mail.
Statement notifications stop competing with client mail for attention.
fromDomain in custodians
subject contains 'statement'
addLabel Finance & Banking
setTab receipts
markRead
Wealth
Trade instruction escalation
A trade request that sits in a busy inbox too long can expose the firm to a missed-execution complaint.
When
A client emails asking to buy, sell, or rebalance a position.
Setup
Match any: body matchesAI 'trade or rebalance instruction' OR subject contains 'sell', 'buy'. Actions: addTag reply-today, markImportant, routeToAgent off, notify.
Result
Any instruction to trade is flagged important and pushed for a same-day human response — never auto-answered — so suitability and execution stay with the advisor.
Trade instructions reach a human the same day, every time, regardless of how busy the inbox is.
body matchesAI 'trade instruction'
subject contains 'sell'/'buy'
markImportant
addTag reply-today
notify
Wealth
Complaint routing
A missed complaint email is one of the fastest ways to turn a service issue into a regulatory one.
When
A message signals dissatisfaction, a grievance, or the word 'complaint'.
Setup
Match any: subject contains 'complaint' OR body matchesAI 'client complaint or grievance'. Actions: markImportant, addTag reply-today, assignContext Compliance, notify, stop.
Result
Complaints jump to the top of the inbox, get tagged for immediate handling, and route to a compliance context — nothing about them is automated away.
No complaint email sits unread or gets an automated reply — a human sees it the day it arrives.
body matchesAI 'complaint'
markImportant
assignContext Compliance
notify
stop
Wealth
VIP household mail
Your highest-value relationships deserve a same-day reply, but a packed inbox makes that easy to miss.
When
Email arrives from a top-tier household or its known contacts.
Setup
Match any: tag equals vip OR fromDomain in [key-client-domains]. Actions: setTab vips, star, addTag reply-today.
Result
Priority household mail lands in the VIPs tab, starred and marked for a same-day reply, so relationship clients are never buried.
Top households consistently get a same-day response without relying on memory or luck.
tag equals vip
fromDomain in households
setTab vips
star
addTag reply-today
Wealth
Market newsletter cleanup
Research digests you meant to read later pile up and turn into noise that obscures actual client mail.
When
Research digests and market-commentary newsletters flood in daily.
Setup
Match all: listUnsubscribe equals true AND tag equals newsletter. Actions: setTab newsletters, setCategory updates, markRead.
Result
Research and market newsletters collect in one tab for later reading instead of interrupting client and compliance work.
Client and compliance mail stays uncluttered from the daily newsletter flood.
listUnsubscribe true
tag equals newsletter
setTab newsletters
setCategory updates
markRead
Wealth
Regulatory notice filing
A regulatory notice from FINRA or the SEC that sits unread for even a day creates a compliance gap that is hard to explain later.
When
An email arrives from a regulatory body or compliance notification service.
Setup
Match any: fromDomain in [sec.gov, finra.org, state-regulators] OR subject matchesAI 'regulatory notice or examination'. Actions: markImportant, addTag reply-today, assignContext Compliance, notify, stop.
Result
Regulatory mail surfaces immediately, is tagged for same-day action, and routes to the compliance context — no automation touches it.
Regulatory notices reach the right desk the same day they arrive, without relying on manual inbox scanning.
WHEN fromDomain in [sec.gov, finra.org] OR body matchesAI 'regulatory notice'
THEN markImportant
THEN addTag reply-today
Any/all: any
Semantic match: on
Stop processing
Wealth
Referral source tagging
Knowing which referral source sent a prospect lets you track which relationships are producing and follow up appropriately — but only if you capture it at intake.
When
An email from a prospect includes a referral source name or arrives from a known referral partner domain.
Setup
Match any: body matchesAI 'prospect referred by a client or partner' OR fromDomain in [referring-CPA-domains, estate-attorney-domains]. Actions: addTag referred, addLabel Prospect, setTab primary.
Result
Referred prospects are tagged at arrival so the advisor knows who sent them and can acknowledge the referral source promptly.
Every referred prospect is identified at arrival, keeping referral relationships visible and easy to follow up.
WHEN body matchesAI 'referred by a client or partner'
THEN addTag referred
THEN addLabel Prospect
Any/all: any
Semantic match: on
Stop processing
Wealth
Estate planning trigger
When a client mentions a will, trust, or POA, the conversation shifts to territory that needs the advisor's attention, not an automated reply.
When
A client email mentions estate planning, a will, a trust, or a power of attorney.
Setup
Match any: body matchesAI 'estate planning, will, trust, or power of attorney'. Actions: markImportant, addTag reply-today, addLabel Estate Planning, notify, stop.
Result
Estate-adjacent mail surfaces immediately with a label and same-day reply tag, so no estate conversation is handled by automation.
Estate planning mentions reach the advisor directly, with no risk of an automated reply creating a paper trail on a sensitive topic.
WHEN body matchesAI 'estate planning, will, trust, POA'
THEN markImportant
THEN addTag reply-today
Any/all: any
Semantic match: on
Stop processing
Law firm
Pin new-client intake
The first firm to respond to a new-matter inquiry typically signs the client — a slow reply means you lose the case before it starts.
When
A prospect emails through the website contact form asking whether the firm can take their case.
Setup
A rule uses AI matching to catch new-matter inquiry language, pins it to the Important tab, and tags it reply-today.
Result
Every intake inquiry surfaces the same day so no potential client is left waiting past a statute-of-limitations window.
Intake inquiries surface immediately, so you respond before the prospect contacts the next firm on their list.
WHEN body contains "can you take my case" (matchesAI: new-client intake)
THEN setTab important
THEN addTag reply-today
Law firm
Escalate deadline language
A court date or filing deadline mentioned in an email can miss its window if it sits unread in a crowded inbox.
When
An email mentions a court date, filing deadline, or an urgent time-sensitive matter.
Setup
A rule matches deadline and court language, marks it important, and notifies the responsible attorney to review.
Result
Anything with a hard date jumps to the top and pings an attorney — deadlines are never buried in the intake queue.
Hard dates reach an attorney immediately, before they become a calendar miss.
WHEN body contains "hearing on" (matchesAI: court date or deadline)
THEN markImportant
THEN notify
Law firm
Route billing questions
Invoice questions that land in an attorney's inbox slow down fee collection and pull the attorney away from billable work.
When
A current client emails about an invoice, retainer balance, or a trust-account question.
Setup
A rule detects billing language and routes it to the billing agent, tagged so it is worked the same day.
Result
Fee and billing questions land with the bookkeeping playbook instead of sitting in an attorney's personal inbox.
Fee questions reach the right person the same day without the attorney acting as a relay.
WHEN body contains "invoice" (matchesAI: billing or retainer)
THEN addTag reply-today
THEN routeToAgent
Law firm
File opposing-counsel mail
Correspondence from opposing counsel needs to be on record and in front of the right attorney — not treated as general intake.
When
An email arrives from a known opposing-counsel domain or the courts' e-filing system.
Setup
A rule matches the sender domain, labels it, and pins it to the Important tab so it is never treated as intake.
Result
Correspondence on live matters is separated from cold intake and filed for the record automatically.
Opposing-counsel mail is separated, labelled, and visible to the right attorney without manual sorting.
WHEN fromDomain in [known opposing counsel]
THEN addLabel Opposing Counsel
THEN setTab important
Law firm
Silence legal newsletters
CLE promotions and bar bulletins that mix with client mail make it slower to spot what actually needs attention.
When
A CLE promotion or legal-industry newsletter lands with a List-Unsubscribe header.
Setup
A rule routes tagged newsletters to the Newsletters tab and marks them read so they never mix with client mail.
Result
Bar bulletins and vendor blasts stay out of the client queue, keeping attention on matters and intake.
Client mail stays uncluttered from the newsletters that accumulate daily.
WHEN listUnsubscribe equals true AND tag in [newsletter]
THEN setTab newsletters
THEN markRead
Law firm
Flag conflict keywords
An email that names a party you already represent, missed because it looked like routine intake, is the kind of conflict that surfaces at the worst possible moment.
When
An inbound inquiry mentions party names, matters, or relationships that could signal a conflict.
Setup
Match any: body matchesAI 'conflict of interest, opposing party, or related matter'. Actions: addTag conflict-check, markImportant, assignContext Conflicts, notify, stop.
Result
Potential conflict inquiries are flagged before any reply is drafted, giving the attorney time to run the check.
Conflict signals are caught at intake rather than discovered mid-matter.
WHEN body matchesAI 'conflict of interest or opposing party'
THEN addTag conflict-check
THEN markImportant
Any/all: any
Semantic match: on
Stop processing
Law firm
Statute-of-limitations alert
A missed statute of limitations is a malpractice claim — an email that mentions an incident date deserves immediate attention.
When
An inbound inquiry mentions an incident date that may be approaching a limitations period.
Setup
Match any: body matchesAI 'incident date, statute of limitations, or deadline to file'. Actions: markImportant, addTag reply-today, notify, stop.
Result
Any inquiry referencing time-sensitive legal deadlines surfaces immediately and pings the attorney, so no limitations window is missed.
Potential limitations issues reach an attorney the same day the inquiry arrives.
WHEN body matchesAI 'incident date or statute of limitations'
THEN markImportant
THEN addTag reply-today
Any/all: any
Semantic match: on
Stop processing
Law firm
Court e-filing notices
An e-filing notice that lands in a general inbox and isn't acted on by the response deadline creates a procedural default that is hard to undo.
When
A court e-filing system sends a notice of service, order, or ruling.
Setup
Match any: fromDomain in [courtfiling-domains, ecf.uscourts.gov] OR subject matchesAI 'court notice, order, or service'. Actions: markImportant, addLabel Court Filing, addTag reply-today, notify, stop.
Result
Every court notice is labelled, marked important, and pings the attorney on arrival — nothing sits unread in the intake queue.
Court orders and service notices reach the responsible attorney immediately, before any response window closes.
WHEN fromDomain in [ecf.uscourts.gov] OR body matchesAI 'court order or service'
THEN markImportant
THEN addLabel Court Filing
Any/all: any
Semantic match: on
Stop processing
Injury law
Flag new-injury leads
A potential client just emailed about their accident — and every minute you don't see it, a competing firm might.
When
An inbound email describes a car accident, slip-and-fall, or other injury.
Setup
Match any: subject contains 'accident', body contains 'injured', body matchesAI 'a new personal-injury inquiry'. Actions mark important, notify the intake specialist, and stop further rules.
Result
Fresh injury leads jump to the top and ping intake instantly, so high-value cases never sit unanswered.
Hot leads surface before a competitor answers them.
WHEN body matchesAI "new injury inquiry"
THEN markImportant
THEN notify
THEN stop
Injury law
Route web-form intakes
Leads from your website or vendor forms arrive already warm — burying them in a general inbox costs you the case.
When
A lead arrives from your website form or a legal lead vendor.
Setup
Match any: fromDomain in [lead vendors], subject contains 'new lead', body contains 'requesting a consultation'. Actions assign the 'New Intake' context, route to the intake agent, and set the Primary tab.
Result
Every new intake lands in the working queue pre-loaded with your intake playbook and handed to the right owner.
No paid lead gets lost in the wrong folder.
WHEN subject contains "new lead"
THEN assignContext
THEN routeToAgent
THEN setTab primary
Injury law
Prioritize adjuster mail
Adjuster emails carry deadlines and offers that can expire — missing one in a full inbox has real case consequences.
When
Correspondence arrives from an insurance-adjuster domain on an open case.
Setup
Match any: fromDomain in [statefarm.com, geico.com, allstate.com, progressive.com], subject contains 'claim'. Actions add label 'Adjuster', mark important, and route to the Important tab.
Result
Adjuster correspondence is grouped and surfaced so no offer, deadline, or request slips past the attorney.
Every adjuster move is visible the moment it lands.
WHEN fromDomain in adjusters
THEN addLabel "Adjuster"
THEN markImportant
THEN setTab important
Injury law
Capture medical records
Medical records arrive from multiple providers at unpredictable times — a missed attachment stalls the file and delays demand.
When
A provider or client emails medical records, bills, or imaging as attachments.
Setup
Match all: hasAttachment is true, body matchesAI 'medical records, bills, or imaging for a case'. Actions add label 'Medical Records', add tag 'reply-today', and mark important.
Result
Incoming records are labeled and flagged the moment they land, keeping the medical file complete and moving.
The medical file stays complete without staff manually hunting attachments.
WHEN hasAttachment is true
THEN addLabel "Medical Records"
THEN addTag "reply-today"
THEN markImportant
Injury law
Escalate settlement talk
An offer or lien reference buried in a busy inbox is the kind of thing that gets missed until it's too late.
When
A message references a settlement offer, demand, or lien negotiation.
Setup
Match any: subject contains 'settlement', body contains 'offer', body contains 'lien'. Actions mark important, notify the attorney, and stop further rules.
Result
Anything touching money or liens is escalated straight to an attorney instead of being auto-handled.
Settlement-critical emails reach the attorney without depending on someone catching them first.
WHEN body contains "offer"
THEN markImportant
THEN notify
THEN stop
Injury law
Flag litigation deadlines
A response deadline, discovery cutoff, or motions date buried in a busy inbox is the kind of miss that turns a winnable case into a crisis.
When
An opposing counsel or court email mentions a discovery deadline, motion deadline, or response window.
Setup
Match any: body matchesAI 'discovery deadline, response due, or motion cutoff'. Actions: markImportant, addTag reply-today, addLabel Court Filing, notify, stop.
Result
Litigation deadline emails surface immediately with a same-day reply tag and notify the attorney — they never sit in the general queue.
Hard procedural deadlines are visible the moment the email lands, before the window can close.
WHEN body matchesAI 'discovery deadline or motion cutoff'
THEN markImportant
THEN addTag reply-today
Any/all: any
Semantic match: on
Stop processing
Injury law
Social media warning signs
A client posting about their case or injuries on social media before settlement creates evidence the other side will use — catching the email reference early lets you address it.
When
A client email mentions posting on social media or references something they shared publicly.
Setup
Match any: body matchesAI 'social media post, Facebook, Instagram, or public post about injury'. Actions: addTag reply-today, markImportant, assignContext Case Notes, notify, stop.
Result
The attorney is alerted the moment a client references social-media activity so the case team can respond before more is posted.
Social-media risk is surfaced when the client mentions it, not after the adjuster finds it.
WHEN body matchesAI 'social media post about injury or case'
THEN markImportant
THEN addTag reply-today
Any/all: any
Semantic match: on
Stop processing
Injury law
Representation dispute alert
An email hinting that a client has spoken with another attorney needs to reach the attorney the same day — before a lien dispute or replacement of counsel becomes a formal problem.
When
A client email references another attorney, a second opinion, or changing representation.
Setup
Match any: body matchesAI 'another attorney, second opinion, or changing lawyers'. Actions: markImportant, addTag reply-today, notify, stop.
Result
Any hint of a representation issue surfaces immediately to the attorney rather than sitting in the general inbox while the situation develops.
Potential representation disputes reach the attorney the same day the client signals them.
WHEN body matchesAI 'another attorney or second opinion'
THEN markImportant
THEN addTag reply-today
Any/all: any
Semantic match: on
Stop processing
Salon & spa
Surface after-hours inquiries
An inquiry that landed at midnight is already hours old by the time the desk opens — it needs to be the first thing they see, not the last.
When
An email with booking intent arrives outside working hours.
Setup
A rule detects out-of-hours booking language and marks it important with a reply-today tag so it tops the morning queue.
Result
After-hours inquiries are pinned to the top of the morning inbox — no overnight lead ages past the morning rush.
Overnight booking intent is the first thing the desk handles, not the last.
WHEN subject contains "book" AND receivedHour outside 9–18 (any)
THEN markImportant
THEN addTag reply-today
Any
Semantic match
Stop processing
Salon & spa
Route allergy and sensitivity flags
An email flagging a chemical allergy or skin sensitivity needs a human response, not an automated one — surfacing it late is a liability.
When
A guest mentions an allergy, reaction, or skin sensitivity in their email.
Setup
A rule matches allergy and sensitivity language and immediately routes the thread to the Important tab, flagged for senior staff review.
Result
Health-sensitive emails are never left in the general queue — they surface for a qualified reply before anyone acts.
Allergy concerns reach trained staff before a reply goes out, protecting the guest and the salon.
WHEN body contains "allergy" (matchesAI: health sensitivity)
THEN markImportant
THEN addTag needs-review
Any
Semantic match
Stop processing
Salon & spa
Separate event and retail inquiry
Spa-day events and retail product questions need different follow-ups — lumping them into the general inbox means both get slower, less relevant replies.
When
An email asks about booking a spa event or purchasing retail products for resale.
Setup
A rule detects event and retail keywords and splits them into their own tabs, tagged so the right person sees each type.
Result
Events land with the events coordinator and retail inquiries land with the retail lead — the desk only touches guest service.
Specialist inquiries reach the right person without the desk manually sorting them.
WHEN body contains "event" OR "retail order" (any)
THEN setTab specialists
THEN addTag event OR addTag retail
Any
Semantic match
Stop processing
Salon & spa
Pin booking requests
A booking inquiry that sits unread for a few hours often walks out the door to whichever salon replies first.
When
An email subject mentions booking, appointment, or availability.
Setup
A rule matches booking language in the subject and pins it to the Important tab, starred for the front desk.
Result
Real booking intent never slips past the desk on a busy day of walk-ins and phones.
Booking intent is visible the moment it lands, not when someone finally scrolls down.
WHEN subject contains "appointment" (match any)
THEN setTab important
THEN star
Salon & spa
Rebooking fast lane
A guest who wants to rebook is already sold — a slow reply is the only thing that sends them somewhere else.
When
A guest emails to move or rebook their color or facial appointment.
Setup
A rule uses AI matching to catch reschedule and rebooking language and tags it reply-today.
Result
Open chairs get refilled quickly because rebookings are cleared before the day fills up.
Rebooking requests get cleared before a gap settles into the schedule.
WHEN body contains "reschedule" (matchesAI: rebooking request)
THEN addTag reply-today
THEN setTab primary
Salon & spa
Flag cancellations
A same-day cancellation that surfaces an hour late means the slot goes empty instead of filled from the waitlist.
When
A guest writes to cancel a same-day or next-day service.
Setup
A rule detects cancellation language, marks it important, and notifies the desk so the slot can be re-offered.
Result
Cancellations surface instantly, giving the salon time to fill the gap from the waitlist.
The chair gets re-offered while there's still time to fill it.
WHEN body contains "cancel" (matchesAI: cancellation)
THEN markImportant
THEN notify
Salon & spa
VIP client to top
Your best clients spend the most and refer others — making them wait behind cold outreach is the wrong priority.
When
Email arrives from a tagged VIP regular or high-spend client.
Setup
A rule matches the VIP tag and routes those threads to the VIPs tab, marked important.
Result
Best clients are always visible first, so their requests never wait behind cold outreach.
High-value clients get the fast response their loyalty warrants.
WHEN tag in [vip]
THEN setTab vips
THEN markImportant
Salon & spa
File product & supply receipts
Invoices from color and retail suppliers land in the same inbox as guest emails and disappear into the noise.
When
An invoice for color, retail product, or supplies lands with a PDF attached.
Setup
A rule matches invoice subjects with an attachment and sends them to the Receipts tab, tagged receipt.
Result
Bookkeeping stays tidy automatically — receipts are one tab away at close-out, out of the reply queue.
Receipts sort themselves away from guest mail so month-end bookkeeping is a filter click.
WHEN subject contains "invoice" AND hasAttachment equals true
THEN setTab receipts
THEN addTag receipt
Photography
Escalate refund and dispute emails
A client who mentions a refund or breach of contract is moving toward a dispute — that email needs a human response, not an automated one.
When
A client emails using refund, dispute, or breach language.
Setup
A rule matches dispute-related keywords and immediately escalates the thread to the Important tab, tagged for photographer review.
Result
Dispute-risk emails surface for a careful, considered reply before any automation touches them.
Potentially contentious threads get human attention before a reply goes out.
WHEN body contains "refund" (matchesAI: dispute or complaint)
THEN markImportant
THEN addTag needs-review
Any
Semantic match
Stop processing
Photography
Pin contract and proposal replies
A prospect who replies to a pricing proposal is at the decision point — that email can't sit unread behind gear newsletters and supplier mail.
When
A prospect replies to a sent contract or pricing proposal.
Setup
A rule detects replies to proposal and contract threads, pins them to the Important tab, and stars them for immediate action.
Result
Decision-stage replies surface at the top of the inbox every time — the date gets held before the prospect goes quiet.
Proposal replies get immediate attention at the highest-stakes moment in the booking journey.
WHEN inReplyTo contains "proposal" OR "contract" (any)
THEN setTab important
THEN star
Any
Semantic match
Stop processing
Photography
Quiet model-release follow-ups
Model-release reminder emails from your management tool are housekeeping, not client communication — they pollute the working inbox if left unsorted.
When
An automated model-release reminder lands from your studio management platform.
Setup
A rule detects the management platform domain and moves the reminder to the Updates tab, marked read.
Result
Studio admin emails sort themselves out of the client inbox without touching the reply queue.
Studio admin noise disappears from the working view without manual sorting.
WHEN fromDomain in studio-management list
THEN setTab updates
THEN markRead
Any
Semantic match
Stop processing
Photography
Pin inquiry requests
Couples email multiple photographers at once — the one that surfaces first and replies fastest usually books the date.
When
A couple emails asking if you're available and what wedding packages you offer.
Setup
A rule matches availability and booking language in the subject and pins the thread to the Important tab, starred.
Result
New leads stay visible through a shoot-heavy week — you reply while intent is high and the date is still open.
Inquiries surface immediately so you reply before the date is gone.
WHEN subject contains "available" (match any)
THEN setTab important
THEN star
Photography
Flag booked-date clients
A signed couple emailing about their shoot shouldn't scroll past unread just because the inbox is full of new leads.
When
An email arrives from a client whose contract and deposit are already signed.
Setup
A rule matches your booked-client context profile and marks their threads VIP, pinned to the VIPs tab.
Result
Paying clients never scroll past unread — timeline and delivery questions from a booked shoot always rise to the top.
Booked clients stay visible above new inquiries — the people who've paid come first.
WHEN contextProfile equals "booked client"
THEN addTag vip
THEN setTab vips
Photography
Route print and album orders
A past client ready to order prints is revenue already earned — letting that email sit unanswered loses the order to inertia.
When
A past client replies to a delivered gallery asking to order prints or an album.
Setup
A rule detects print, album, and order language in the body and routes it to the agent, tagged for a same-day reply.
Result
Order intent reaches a fast reply while the gallery is still fresh — reprints and albums don't stall in the inbox.
Order intent gets a same-day reply while the gallery is still top of mind.
WHEN body contains "album" (matchesAI: print or album order)
THEN addTag reply-today
THEN routeToAgent
Photography
File deposit and payment receipts
Deposit confirmations and payment receipts don't need a reply — they need to be findable at tax time without hunting through the inbox.
When
A deposit confirmation or invoice payment lands from your booking or payment tool with a PDF.
Setup
A rule matches receipt subjects carrying an attachment and files them to the Receipts tab, tagged receipt.
Result
Deposits and final payments collect themselves — a clean money trail is one tab away at tax time, out of the reply queue.
Payment records file themselves cleanly away from client correspondence.
WHEN subject contains "payment" AND hasAttachment equals true
THEN setTab receipts
THEN addTag receipt
Photography
Quiet gear and lab promos
Camera retailer blasts and lab newsletters arrive constantly and bury client email when you're already mid-edit.
When
A camera retailer or print lab sends a promotional newsletter with an unsubscribe header.
Setup
A rule detects list-unsubscribe promos and files them to the Newsletters tab, marked read.
Result
Gear-deal and lab blasts stop cluttering the working inbox — you browse them on your own time, not mid-edit.
Promo noise disappears from the working inbox without any manual sorting.
WHEN listUnsubscribe equals true
THEN setTab newsletters
THEN markRead
Auto repair
Surface recall and safety emails
A customer emailing about a recall or safety defect is describing a situation with real liability — that message can't age in the general inbox.
When
A customer emails mentioning a recall notice, safety defect, or NHTSA complaint.
Setup
A rule matches recall and safety-defect language and immediately marks the thread important, notifying the service manager.
Result
Recall and safety emails surface for a human response before anyone acts — nothing slips to automated handling.
Safety-critical emails reach the right person before a reply goes out.
WHEN body contains "recall" (matchesAI: safety defect or NHTSA)
THEN markImportant
THEN notify
Any
Semantic match
Stop processing
Auto repair
Tag negative review follow-ups
A customer who references a bad experience or a negative review in an email is a churn risk — seeing it late means the damage is already done.
When
A customer emails referencing a negative review they left or a complaint they lodged.
Setup
A rule detects negative-review and complaint language, tags the thread needs-review, and routes it to the Important tab for the manager.
Result
Review-related complaints reach the manager immediately instead of aging in the advisor queue.
The shop can respond to a bad-experience email before the customer writes a second review.
WHEN body contains "review" (matchesAI: complaint or negative experience)
THEN addTag needs-review
THEN setTab important
Any
Semantic match
Stop processing
Auto repair
Prioritize same-day drop-off requests
A customer who wants to drop off their car today is ready to hand over keys right now — a reply that arrives tomorrow doesn't help either of you.
When
A customer emails asking whether they can drop off their vehicle today for a diagnostic.
Setup
A rule detects same-day drop-off language and flags the thread important with a reply-today tag so it leads the morning queue.
Result
Same-day intent surfaces at the top of the inbox the moment it lands — the bay gets filled, not missed.
Same-day drop-off leads are worked while the customer is still available to bring the car in.
WHEN body contains "today" AND "drop off" (any)
THEN markImportant
THEN addTag reply-today
Any
Semantic match
Stop processing
Auto repair
Triage tow-in breakdowns
A stranded customer's email sits behind estimate replies while they're already calling the next shop.
When
An email body says the car won't start, is stranded, or is being towed in.
Setup
A rule catches breakdown language, marks it urgent, routes it to the intake agent, and pings the service manager.
Result
Stranded-customer emails jump the queue instead of aging behind estimate approvals.
Breakdowns reach the advisor immediately, before the customer gives up.
WHEN body contains "won't start" (any)
THEN markImportant
THEN addTag reply-today
THEN routeToAgent
THEN notify
Auto repair
Route booking-portal requests
Online and referral booking requests get buried under parts invoices and never get the fast reply that fills the bay.
When
An appointment request lands from your online scheduler or a review-site lead domain.
Setup
A rule tags portal appointment requests for same-day reply and routes them to the scheduling agent.
Result
Web and referral bookings get worked in seconds, never buried under parts invoices.
Portal leads are worked before the customer calls a competitor.
WHEN fromDomain in booking-portal list
THEN addTag reply-today
THEN setTab primary
THEN routeToAgent
Auto repair
Flag status-check emails
Customers waiting on their car email for an update, but those messages disappear behind supplier threads and sit unanswered.
When
A customer emails "is my car ready?" or asks for an update on their repair.
Setup
A rule matches status-check language, keeps it in primary, and tags it for a same-day reply.
Result
"Is it done yet?" emails surface immediately so no customer waits without an answer.
No waiting customer goes unanswered while the advisor is on the floor.
WHEN body contains "is my car ready" (any)
THEN setTab primary
THEN addTag reply-today
THEN markImportant
Auto repair
Pin fleet-account mail
Fleet accounts bring repeat volume but their emails mix in with walk-in threads and lose the priority treatment they expect.
When
An email arrives from a commercial fleet or company account domain.
Setup
A rule labels fleet mail, pins it to the important tab, and assigns the fleet context profile.
Result
Commercial accounts get priority handling separate from walk-in customer mail.
Fleet relationships stay tight with the attention commercial clients notice.
WHEN fromDomain in fleet-account list
THEN addLabel
THEN setTab important
THEN assignContext
Auto repair
File parts-supplier mail
Supplier order updates and backorder notices crowd the same inbox as customer replies and slow down the real work.
When
Email from a parts distributor or dealer about orders, backorders, and delivery.
Setup
A rule sorts supplier mail to updates so it doesn't crowd customer service threads.
Result
Parts confirmations and backorder notices stay organized and out of the primary view.
Customer threads stay clean while parts updates are a tab away when you need them.
WHEN fromDomain in supplier list
THEN setCategory updates
THEN addTag fyi
THEN markRead
Restaurant
Catch catering leads
A private-event inquiry is worth far more than a standard reservation, but it arrives in the same inbox and can sit unseen until the couple books elsewhere.
When
An inquiry mentions catering, private event, or a buyout for a party of thirty.
Setup
A rule uses AI matching on the body to spot catering and private-event intent, pins it to Important, and routes it to the events agent.
Result
High-value catering leads never sit unseen behind the daily reservation noise — they surface and get worked first.
Catering and private-event inquiries are captured before they go cold.
WHEN body contains "catering" (matchesAI: private-event lead)
THEN setTab important
THEN routeToAgent
Restaurant
Pin large-party requests
Group bookings fill the floor on a Friday night, but the email asking about a table for twelve gets buried under routine reservation replies.
When
A subject or body mentions a party of eight or more, a group booking, or a big table.
Setup
A rule matches large-party language and pins the thread to the Important tab, starred for the host to handle.
Result
Group bookings — the tables that make a night — stay front and center instead of scrolling past the host stand.
Your highest-revenue tables get the host's attention before the slot fills.
WHEN body contains "party of" (matchesAI: large-party request)
THEN setTab important
THEN star
Restaurant
Escalate complaints
A complaint email that sits unread for hours hardens into a bad review rather than a recovery story.
When
A guest writes upset about a cold dish, a long wait, or a botched reservation.
Setup
A rule detects complaint and dissatisfaction wording, marks it important, and notifies the manager to respond.
Result
An unhappy guest reaches a manager fast — the recovery happens while it still matters, not days later.
Complaints reach the manager while the window for a genuine recovery is still open.
WHEN body contains "disappointed" (matchesAI: guest complaint)
THEN markImportant
THEN notify
Restaurant
File vendor invoices
Supplier invoices mix into the working inbox and eat time at close-out when someone has to fish them out manually.
When
A produce, seafood, or beverage supplier sends an invoice with a PDF attached.
Setup
A rule matches invoice subjects carrying an attachment and files them to the Receipts tab, tagged receipt.
Result
Supplier statements collect themselves for the bookkeeper — one tab away at close-out, out of the reply queue.
Bookkeeping is faster because every supplier statement is already in one place.
WHEN subject contains "invoice" AND hasAttachment equals true
THEN setTab receipts
THEN addTag receipt
Restaurant
Quiet delivery-app blasts
Promotional emails from delivery platforms and suppliers clutter the inbox every day and make real guest emails harder to spot.
When
A delivery platform or supplier sends a promotional newsletter with an unsubscribe header.
Setup
A rule detects list-unsubscribe promos and files them to the Newsletters tab, marked read.
Result
Marketing blasts stop cluttering the working inbox without anyone unsubscribing by hand.
The working inbox stays clean for guest emails, automatically.
WHEN listUnsubscribe equals true
THEN setTab newsletters
THEN markRead
Restaurant
Catch last-minute cancellations
A same-day table cancellation that goes unread for two hours is an empty table you could have re-sold — the email was there; it just wasn't seen.
When
A guest emails to cancel their reservation for tonight with an apology and their booking reference.
Setup
A rule uses AI matching to detect same-day cancellation intent, pins it to Important, and notifies the front-of-house so the table can be offered to the waitlist.
Result
Same-day cancellations surface immediately rather than sitting in the inbox until the table sits empty.
Last-minute cancellations are actioned while there is still time to fill the table.
WHEN body matchesAI "cancellation intent" (semantic match)
THEN markImportant
THEN notify
Any
Stop processing
Restaurant
Route health and food-safety concerns
A food-safety concern sent by email needs to reach the manager immediately — not sit in a general inbox until the end of service.
When
A guest emails describing a possible food-safety issue, illness after a meal, or a foreign object in their dish.
Setup
A rule detects food-safety and illness wording using AI semantic match, pins it to Important, and routes it to the manager.
Result
Food-safety emails reach the manager the moment they arrive, before they become a regulatory or reputational crisis.
Urgent health concerns are escalated before they compound into a larger problem.
WHEN body matchesAI "food safety, illness, foreign object" (semantic match)
THEN markImportant
THEN routeToAgent
Any
Stop processing
Restaurant
Separate press and media requests
A journalist's review-request email looks like any other inquiry in a busy inbox, and a late or missed reply means you're not the feature — someone else is.
When
A food critic, blogger, or journalist emails requesting a press visit, a media kit, or a chef interview.
Setup
A rule uses AI matching on press and media intent, applies an amber label, and pins it to Important for the owner to handle directly.
Result
Press enquiries surface immediately with a distinct label instead of ageing behind reservation noise.
Media opportunities are never missed because an important-looking email was treated like routine mail.
WHEN body matchesAI "press visit, media kit, interview, critic" (semantic match)
THEN markImportant
THEN addLabel "Press & Media" (amber)
Any
Semantic match
Events
Catch date-availability requests
A couple is emailing multiple venues at once, and the first one to answer their date question usually wins the tour.
When
A couple emails asking if a specific Saturday is still open at the venue.
Setup
A rule catches date-availability language and routes the inquiry to the intake agent for a same-day reply.
Result
Availability questions are answered in seconds, before the couple emails the next venue on their list.
You reply to availability requests before competitors do.
WHEN body matchesAI "date availability"
THEN addTag reply-today
THEN setTab primary
THEN routeToAgent
Events
Prioritize new inquiries
A fresh inquiry from a referred couple is your best lead of the week, but it can sit buried under vendor emails until the moment passes.
When
A wedding inquiry arrives through the contact form or a referral partner.
Setup
A rule tags fresh inquiries important and pins them so no booking lead ages in the inbox.
Result
Every new couple surfaces to the top, where fast replies win the booking.
New inquiries never age past the hour where a warm, fast reply wins the booking.
WHEN subject contains "wedding inquiry" (any)
THEN markImportant
THEN addTag reply-today
THEN setTab primary
Events
File signed contracts
A returned contract is a critical document, but it arrives as an email attachment and can quietly disappear into a thread you stop watching.
When
A couple returns a signed contract or proposal as a PDF attachment.
Setup
A rule catches contract attachments and labels them so the paperwork never gets lost in the thread.
Result
Signed contracts land in one place the moment they arrive — ready for the file.
Every signed contract is labeled and findable the moment it hits the inbox.
WHEN hasAttachment
WHEN subject contains "signed" (all)
THEN addLabel
THEN markImportant
Events
Route vendor coordination
During event week, vendor logistics emails land in the same inbox as couple messages and make it hard to see what urgently needs your reply.
When
A florist, caterer, or DJ emails about a confirmed event's logistics.
Setup
A rule files known vendor domains to the team tab, out of the couple-facing flow.
Result
Vendor threads stay grouped for coordination and off the primary inbox.
Couple-facing threads stay clean while vendor logistics are grouped where the team can work them.
WHEN fromDomain in vendor list
THEN setTab team
THEN addTag fyi
THEN addLabel
Events
Silence wedding-lead spam
Lead-broker cold pitches arrive every day and add noise that makes it harder to spot a real inquiry the moment it lands.
When
Cold pitches selling "exclusive wedding leads" and directory listings hit the inbox daily.
Setup
A rule sends lead-broker solicitations to spam by subject pattern and stops further processing.
Result
The inbox stays clear of the daily broker and listing-site cold pitches.
Real couple inquiries are easier to spot when the daily noise is gone.
WHEN subject contains "exclusive leads" (any)
THEN moveToSpam
THEN stop
Events
Flag same-week event questions
A couple emailing a logistics question the week of their event needs an answer today, not when you surface it at the end of the inbox.
When
A booked couple emails a question in the seven days before their event date.
Setup
A rule uses AI semantic match to detect event-week logistics questions from booked-couple addresses, marks the thread important, and tags it for same-day reply.
Result
Week-of questions from booked couples always surface immediately instead of sitting in the general queue.
Couples get answers during the week they need them most, reducing last-minute stress for both sides.
WHEN from in booked-couple list (any)
WHEN body matchesAI "week-of logistics" (semantic match)
THEN markImportant
THEN addTag reply-today
Events
Route competitor comparisons
A couple who mentions another venue in their email is actively comparing options — that thread needs to reach the right person fast, not sit in the general inbox while they book elsewhere.
When
A prospect mentions comparing your venue to a named competitor in their inquiry.
Setup
A rule uses AI semantic match to detect competitor comparison language and routes the thread to the sales agent for a same-day reply, tagged hot-lead.
Result
Comparison shoppers are identified immediately so you can make a compelling case before they decide.
Competitive inquiries get a fast, considered response while the couple is still in discovery mode.
WHEN body matchesAI "comparing venues, other venues, also looking at" (semantic match)
THEN addTag hot-lead
THEN routeToAgent
Any
Events
Separate elopement enquiries
An elopement or micro-wedding enquiry has different logistics and pricing than a full wedding, and routing it into the standard intake flow means the couple gets a reply built for someone else.
When
A couple emails asking about an intimate ceremony for under fifteen guests or specifically mentions eloping.
Setup
A rule uses AI matching on micro-wedding and elopement intent and applies a dedicated label, routing the thread to the coordinator who handles intimate events.
Result
Elopement enquiries are routed to the right person with the right context rather than receiving a standard full-wedding reply.
Couples planning an intimate event get a response that matches their vision, not a template built for two hundred guests.
WHEN body matchesAI "elopement, micro-wedding, intimate ceremony" (semantic match)
THEN addLabel "Elopement" (teal)
THEN routeToAgent
Any
Semantic match
SaaS
Demo requests to top
A warm demo lead buried under support mail is a trial you lose before it starts.
When
An inbound demo or trial request lands from your website form provider.
Setup
A rule matches the form sender domain, tags for a same-day reply, and routes the lead to the agent.
Result
Every demo request jumps to the front of the day instead of getting buried under support mail.
Hot leads reach you before they cool.
WHEN fromDomain contains "forms"
THEN addTag reply-today
THEN routeToAgent
THEN stop
SaaS
Cancellation intent flagged
By the time you notice a cancellation signal, the window to run a save has usually closed.
When
A trial or paying user's message reads like churn or cancellation intent.
Setup
A rule uses matchesAI on the body to detect cancellation intent, marks important, and routes it.
Result
At-risk accounts surface the instant they signal, giving you time to run a save.
Save conversations start before the customer has moved on.
WHEN body matchesAI "cancellation intent"
THEN markImportant
THEN addTag reply-today
THEN routeToAgent
SaaS
Billing questions to Important
An upgrade question that waits until tomorrow often turns into no upgrade at all.
When
An email subject or body mentions invoice, upgrade, seats, or a plan change.
Setup
A rule matches billing keywords in any field and pins the thread to the Important tab.
Result
Upgrade and billing conversations never wait, because they light up on arrival.
Revenue-intent threads get attention the same hour they arrive.
Match: any
WHEN body contains "upgrade"
THEN markImportant
THEN addTag reply-today
SaaS
Investor mail to VIPs
A board member's email buried in operations noise signals that your prioritization is off.
When
Any email arrives from an address on your investor or board list.
Setup
A rule matches the sender against your investor list and routes them to the VIPs tab, tagged vip.
Result
Investor and partner threads always land in the tab you check first.
High-trust relationships stay warm and never feel deprioritized.
WHEN from in "investors"
THEN setTab vips
THEN addTag vip
SaaS
Product alerts filed
Automated system noise competes with real human conversations for your attention every day.
When
An automated status-page, error-monitoring, or CI notification hits the inbox.
Setup
A rule tags these as fyi, files them to the Updates category, and marks them read.
Result
System noise self-files for reference without crowding out human conversations.
Your inbox surface stays clear for conversations that need you.
WHEN fromDomain contains "statuspage"
THEN addTag fyi
THEN setCategory updates
THEN markRead
SaaS
Surface trial-expiry questions
A trial user emailing two days before their trial ends to ask about pricing is one of the highest-intent signals you'll see — letting it sit in the inbox until tomorrow means they've already decided.
When
A trial user emails asking about what happens when their trial ends or how to convert to a paid plan.
Setup
A rule uses AI semantic match to detect trial-expiry and conversion intent, marks the thread important, and tags it for a same-day reply.
Result
Trial-expiry questions always surface immediately so the conversion conversation happens while the decision is still being made.
The moment a trial user signals intent to convert gets the same-hour attention it deserves.
WHEN body matchesAI "trial ending, trial expiry, how to upgrade" (semantic match)
THEN markImportant
THEN addTag reply-today
Any
Semantic match
SaaS
Route GDPR and data-privacy requests
A data-subject access request or deletion request sitting in the inbox past its legal response window is a compliance exposure, not just a missed email.
When
A user or customer emails submitting a GDPR data request, a right-to-erasure request, or a data-processing query.
Setup
A rule uses AI semantic match on privacy and data-request language and routes the thread to the compliance owner immediately, marked important.
Result
Data-privacy requests surface the moment they arrive and reach the person responsible for the legal response window.
Compliance-sensitive emails are handled in the appropriate timeframe rather than discovered at the end of the week.
WHEN body matchesAI "GDPR, data request, right to erasure, data deletion" (semantic match)
THEN markImportant
THEN routeToAgent
Any
Stop processing
SaaS
Flag partnership and BD outreach
A strategic partnership email that looks like cold outreach and sits in the spam-adjacent zone can be a deal that changes the trajectory of the year — or it can age there until the sender moves on.
When
An email arrives with a substantive partnership, co-marketing, or integration proposal from a company in your space.
Setup
A rule uses AI semantic match to distinguish genuine partnership proposals from generic sales pitches, labels them amber, and surfaces them to the BD or founder inbox.
Result
Genuine partnership and co-sell enquiries are separated from cold spam and reach the right person with the right framing.
Strategic outreach gets a considered response rather than a form rejection or no reply at all.
WHEN body matchesAI "partnership proposal, co-marketing, integration partner" (semantic match)
THEN addLabel "BD & Partnerships" (amber)
THEN markImportant
Any
Semantic match
IT / MSP
P1 outage triage
A Sev-1 report that ages behind newsletters is an SLA breach before anyone has typed a reply.
When
A client emails that a server is down, the site is offline, or the whole office can't work.
Setup
A rule matches outage language in the body, marks it important, routes it to the dispatch agent, and pings on-call.
Result
Sev-1 tickets jump the queue and page the on-call tech instead of aging behind newsletters.
Critical incidents are seen and dispatched in seconds, not minutes.
WHEN body contains "server down" (any)
THEN markImportant
THEN addTag reply-today
THEN routeToAgent
THEN notify
IT / MSP
Route ticket-portal mail
Ticket updates buried in vendor and marketing mail are ones your engineers can't act on fast enough.
When
A new ticket or reply arrives from the PSA/helpdesk portal domain (ConnectWise, Autotask, Halo).
Setup
A rule catches the portal sender domain, tags it for same-day work, and files it to the team tab.
Result
Every ticket update lands in one worked lane, never buried under vendor and marketing mail.
Engineers always find their ticket queue without digging through noise.
WHEN fromDomain in ticket-portal list
THEN addTag reply-today
THEN setTab team
THEN routeToAgent
IT / MSP
Prioritize VIP-tier clients
A premium-SLA client who doesn't get first-look attention is a client who quotes your response time in the next renewal.
When
Email arrives from a domain on your top-SLA client list during business hours.
Setup
A rule matches the client domain and vip tag, marks important, and drops it in the VIPs tab.
Result
Premium-SLA clients get first-look attention so response times stay inside contract.
Your highest-tier clients are always worked first, automatically.
WHEN fromDomain in vip-client list
AND tag equals vip
THEN markImportant
THEN setTab vips
IT / MSP
Flag patch & security notices
A zero-day advisory that lands at 3pm and sits unread until morning is an overnight exposure window.
When
A vendor email mentions a critical patch, CVE, or emergency security advisory.
Setup
A rule matches advisory language, labels it, and pins it important so nothing security-related slips.
Result
Zero-day and patch notices surface at once instead of drowning in routine vendor mail.
Security advisories are acted on the same day they arrive.
WHEN subject contains "critical" (any)
AND body contains "CVE" (any)
THEN addLabel
THEN markImportant
THEN setTab important
IT / MSP
File monitoring & backup alerts
Hundreds of green-status monitoring emails crowding the inbox hide the red ones that actually matter.
When
Automated RMM, backup, or uptime-monitor mail floods in about routine job status.
Setup
A rule sorts healthy monitoring mail to updates and marks it read so it doesn't crowd human tickets.
Result
Green backup and monitoring noise stays organized and out of the way of real support work.
Human tickets surface clearly; automated noise stays out of the way.
WHEN fromDomain in monitoring list
AND subject notIn "failed,error"
THEN setCategory updates
THEN addTag fyi
THEN markRead
IT / MSP
Auto-close resolved-ticket replies
A thread marked resolved that gets a stray 'thanks, all good' from the client shouldn't reopen a ticket and pull an engineer back in.
When
A client sends a closing courtesy reply on a thread already tagged as resolved.
Setup
A rule matches courtesy-close language on resolved threads, marks the reply read, and keeps the ticket status closed without routing it back to the queue.
Result
Engineers stop getting pulled back into closed tickets by thank-you emails.
Resolved tickets stay closed and engineers stay focused on open work.
WHEN tag equals resolved (all)
AND body matchesAI: courtesy close
THEN markRead
THEN stopProcessing
Semantic match
Stop processing
IT / MSP
Escalate slow-SLA threads
A ticket approaching its SLA boundary sitting unread is a breach that could have been caught with one more look.
When
A ticket thread has been open past half its contracted response window with no reply sent.
Setup
A rule checks the open-since timestamp against the SLA tier variable and marks the thread urgent, notifying the on-call lead.
Result
Slow-to-respond tickets surface before the SLA clock expires instead of after the breach email arrives.
SLA breaches are caught at the warning stage, not after the client already noticed.
WHEN tag equals open (any)
AND contextVariable sla_age > 50%
THEN markImportant
THEN notify on-call
Any/all: all
Stop processing
IT / MSP
Flag vendor invoice disputes
A disputed charge buried in vendor billing mail that isn't acted on quickly becomes a collections issue or a service interruption.
When
A vendor emails about an unpaid invoice, disputed charge, or service suspension warning.
Setup
A rule matches billing-dispute and suspension language from vendor domains, marks it important, and routes it to the account manager tab same day.
Result
Billing disputes surface immediately and reach the right person before a service is shut off.
Disputed vendor bills are caught and routed before they escalate to a suspension.
WHEN fromDomain in vendor list (any)
AND body matchesAI: invoice dispute
THEN markImportant
THEN setTab account-manager
Semantic match
Stop processing
Tutoring
Flag new-student inquiries
A parent comparing tutors will go with whoever responds first — that inquiry aging behind receipts is a family you lose.
When
A parent emails asking about tutoring, test prep, or a first session for their child.
Setup
A rule matches new-inquiry language, tags it for same-day reply, and routes it to the intake agent.
Result
New-family inquiries surface in seconds instead of aging behind receipts while a parent is comparing options.
Families hear from you before they move on to the next name on their list.
WHEN body contains "tutoring" (matchesAI: enrollment inquiry)
THEN addTag reply-today
THEN setTab primary
THEN routeToAgent
Tutoring
Route reschedule requests
A reschedule request that sits unread until the session time means a tutor shows up to an empty seat.
When
A parent writes to move, cancel, or reschedule an upcoming session.
Setup
A rule catches reschedule language, marks it important, and routes it to the scheduling agent before the session time.
Result
Time-sensitive schedule changes jump the queue so no tutor shows up to an empty slot.
Schedule changes are caught and acted on before they become no-shows.
WHEN subject contains "reschedule" (match any)
THEN markImportant
THEN addTag reply-today
THEN routeToAgent
Tutoring
Surface progress-update asks
A parent who asks how their child is doing and waits days for an answer starts wondering if you're paying attention.
When
A parent asks how their child is doing or requests a progress report.
Setup
A rule matching progress-update language pins the thread and notifies the assigned tutor.
Result
Progress questions reach the right tutor fast, keeping families confident and informed.
Tutors see progress questions the same day and can respond with intention.
WHEN body contains "progress" (matchesAI: progress request)
THEN setTab important
THEN star
THEN notify
Tutoring
Priority for enrolled families
A paying family whose emails wait behind cold inquiries quickly notices they're not being treated like a priority.
When
Email arrives from an active, paying family already in the program.
Setup
A rule keys on the contact's context profile tier and sends current families to the VIPs tab.
Result
Enrolled families never wait behind cold inquiries; their messages are worked first.
Current families always get faster attention than prospective ones.
WHEN contextProfile tier equals current-family
THEN setTab vips
THEN addTag vip
THEN markImportant
Tutoring
File tuition receipts
Payment receipts mixed into the reply queue are ones you'll open, realize aren't actionable, and close — repeatedly.
When
A tuition payment confirmation or Stripe receipt lands with an invoice subject.
Setup
A rule sorts tuition-billing receipts to the Receipts tab, tagged and marked read.
Result
Payment receipts stay filed for bookkeeping and out of the reply queue automatically.
Receipts go straight to bookkeeping; the reply queue stays clean.
WHEN subject contains "receipt" (match any)
THEN setTab receipts
THEN addTag receipt
THEN markRead
Tutoring
Fast-track test-date emails
A parent who mentions an upcoming exam date that's only weeks away needs a same-day answer — their window to start is closing.
When
A parent emails about availability for an exam that is fewer than six weeks away.
Setup
A rule matches urgent test-prep language and close date signals, marks the thread important, and routes it to the intake agent as a priority inquiry.
Result
Near-term exam families jump the queue so the coordinator can respond before the only viable start window closes.
Time-pressured families get a same-day response while there's still time to help them.
WHEN body matchesAI: urgent test prep (any)
AND body contains weeks away (semantic match)
THEN markImportant
THEN addTag reply-today
THEN routeToAgent
Stop processing
Tutoring
Separate sibling-family threads
When a family has two students, their emails blend together and it's easy to mix up progress updates or session details for the wrong child.
When
An email from a family address mentions a second child's name or a different subject than the existing student profile.
Setup
A rule detects a second student signal and applies a sibling tag, routing the thread to a separate sibling-account label so each child's correspondence stays distinct.
Result
Each child in a multi-student family has their own filtered view, so no details cross between siblings.
Sibling families are managed cleanly with no mix-ups between students.
WHEN contextProfile siblings isTrue (any)
AND body matchesAI: second student
THEN addTag sibling-thread
THEN setTab team
Semantic match
Stop processing
Tutoring
Catch school-break availability asks
Every school holiday triggers a wave of 'do you have sessions over break?' emails that pile up faster than they can be answered one by one.
When
A parent asks about availability during an upcoming school holiday or summer break.
Setup
A rule matches break-availability language, tags the thread for a batch reply, and files it to a seasonal-planning label so they can all be answered in one coordinated pass.
Result
Break-availability questions land in one place and can be answered as a batch instead of trickled out across a busy week.
Seasonal inquiry surges are handled in one organised pass, not one fragmented email at a time.
WHEN body matchesAI: school break availability (any)
THEN addTag batch-reply
THEN addLabel Seasonal (amber)
THEN setTab primary
Semantic match
Stop processing
Coaching
Flag discovery-call inquiries
A discovery-call email sitting unread for a day is a warm lead that went cold while you were in session.
When
An email asks about a discovery call, free consult, or a chat to see if coaching is a fit.
Setup
A rule catches discovery-intent language, tags it for a same-day reply, and routes it to the intake agent.
Result
Warm discovery leads surface in seconds instead of aging behind newsletters while intent is high.
Hot leads stay hot — you reply while they're still deciding.
WHEN body contains "discovery call" (matchesAI: consult interest)
THEN addTag reply-today
THEN setTab primary
THEN routeToAgent
Coaching
Route enrollment questions
When someone asks if spots are still open, every hour they wait is an hour they talk themselves out of it.
When
An email asks whether the cohort still has spots, when the next round opens, or how to enroll.
Setup
A rule keys on enrollment language, marks it important, and routes it to the enrollment agent to draft.
Result
Every buy-signal question is worked while the prospect is deciding, never buried under student threads.
Buy-signal threads get answered before hesitation wins.
WHEN body contains "enroll" (matchesAI: enrollment question)
THEN markImportant
THEN addTag reply-today
THEN routeToAgent
Coaching
Payment-plan requests
A prospect asking about installments is one unanswered email away from deciding they can't afford it.
When
A prospect asks about installments, a payment plan, or splitting the program fee.
Setup
A rule detects payment-plan language, marks it important, and notifies you to handle the money conversation.
Result
Price-and-plan threads jump to the top so you can close the sale before hesitation sets in.
The money conversation happens while they still want in.
WHEN body contains "payment plan" (matchesAI: installment ask)
THEN markImportant
THEN notify
THEN setTab primary
Coaching
Pin active-client support
Paying clients buried behind cold outreach feel like an afterthought — and they notice.
When
An email arrives from an address on your current-cohort or 1:1 client list.
Setup
A rule matches enrolled-client senders, pins the thread, and assigns their context profile for grounded replies.
Result
Paying clients never wait behind cold outreach, and every reply already knows their program and status.
Enrolled clients feel prioritised, not forgotten.
WHEN from in active-client list
THEN setTab primary
THEN star
THEN assignContext
Coaching
File program receipts
Invoices and receipts clog the reply queue unless something moves them out automatically.
When
A course purchase or Stripe receipt lands with an invoice subject line.
Setup
A rule sorts enrollment and renewal receipts to the Receipts tab, tagged and marked read.
Result
Program-payment receipts stay filed for bookkeeping and out of the reply queue automatically.
Bookkeeping stays clean without any manual sorting.
WHEN subject contains "receipt" (match any)
THEN setTab receipts
THEN addTag receipt
THEN markRead
Coaching
Separate client vs. prospect threads
When enrolled clients and cold prospects share the same inbox view, it's easy to give prospect energy to a paying client who needed priority attention.
When
An email arrives and it's not immediately clear whether the sender is an active client or a new lead.
Setup
A rule keys on the context profile tier — active-client vs. prospect — and routes each to the appropriate tab with a matching tag, so the two groups never blend.
Result
Enrolled clients always appear in one lane and prospects in another, so attention is allocated without a manual sort.
Paying clients and new leads are always in separate lanes, eliminating priority confusion.
WHEN contextProfile tier equals active-client (any)
THEN setTab primary
THEN addTag client
WHEN contextProfile tier equals prospect
THEN setTab pipeline
Stop processing
Coaching
Catch unsubscribe and opt-out signals
A prospect who says 'please remove me' buried in a reply thread and never gets removed is a complaint — and potentially a legal issue — waiting to happen.
When
A contact replies to any email with an opt-out, unsubscribe, or do-not-contact signal.
Setup
A rule detects opt-out language using semantic match, immediately mutes the thread and tags it for the suppression list, so no automated send ever reaches that address again.
Result
Opt-out signals are caught on arrival and the contact is suppressed before the next send cycle, with no manual step required.
Opt-outs are honoured immediately, keeping the list clean and avoiding unwanted contact.
WHEN body matchesAI: unsubscribe signal (any)
THEN addTag suppressed
THEN mute
THEN notify admin
Semantic match
Stop processing
Coaching
Flag cart-open purchase confirms
During a launch, purchase confirmations buried under FAQ threads mean you don't know in real time how the cart is converting.
When
Your payment processor sends a purchase notification during an open-cart window.
Setup
A rule matches purchase-confirmation language from your processor domain, routes it to the enrolled tab, and marks it important so you see each conversion as it lands.
Result
Every new sale surfaces in real time during launch week instead of sitting invisible under FAQ threads.
Conversions are visible as they happen, giving you a live read on cart performance.
WHEN fromDomain in processor-domain list (any)
AND body matchesAI: purchase confirmation
THEN markImportant
THEN setTab enrolled
Semantic match
Stop processing
Nonprofit
Route donation receipts
Gift confirmations that land in the general inbox get missed at reconciliation and delay acknowledgement letters.
When
Your payment processor emails a donation confirmation or a gift receipt.
Setup
Match all: fromDomain contains your processor AND body matchesAI 'donation receipt'; tag it and file it to the receipts tab.
Result
Every gift confirmation lands in one place, ready for acknowledgement letters and year-end reconciliation.
Gift confirmations are always findable when acknowledgement letters are due.
WHEN fromDomain contains processor
AND matchesAI: donation receipt
THEN addTag receipt
THEN setTab receipts
Nonprofit
Surface major-donor mail
A board member or major-gift officer whose email sits unread for hours notices — and so does the relationship.
When
An email arrives from a board member, foundation officer, or major donor on your VIP list.
Setup
Match any: from is a VIP address OR tag is vip; mark it important, attach their context, and route to the VIPs tab.
Result
Your most important relationships never sit unread — they surface at the top with their history attached.
High-value relationships get a fast, informed reply every time.
WHEN tag equals vip
OR from equals major donor
THEN markImportant
THEN assignContext
THEN setTab vips
Nonprofit
Flag grant deadlines
A funder email about a reporting window or application deadline buried under bulk mail is a missed grant.
When
A funder emails about an application, report, or an approaching grant deadline.
Setup
Match all: body matchesAI 'grant deadline' AND isImportant; mark important and flag reply-today.
Result
Time-sensitive funder mail gets a same-day lane so no reporting or application window slips.
Grant deadline emails surface the same day they arrive, not after the window closes.
WHEN matchesAI: grant deadline
AND isImportant isTrue
THEN markImportant
THEN addTag reply-today
Nonprofit
Sort volunteer signups
A supporter who raised their hand to volunteer and waited days for a reply often doesn't show up.
When
A supporter replies to a volunteer callout or fills in a signup form that emails you.
Setup
Match any: subject contains 'volunteer' OR body matchesAI 'want to help'; tag it and route to primary.
Result
Volunteer interest is captured in its own lane, so no willing helper waits days for a reply.
Volunteer intent gets a warm reply before enthusiasm cools.
WHEN subject contains volunteer
OR matchesAI: want to help
THEN addTag reply-today
THEN setTab primary
Nonprofit
Quiet appeal newsletters
During campaign season, peer-org appeals and sector bulletins drown the donor and volunteer threads that actually matter.
When
Peer-org appeals, sector bulletins, and vendor newsletters pile up during campaign season.
Setup
Match any: tag is newsletter OR listUnsubscribe is present; route to the newsletters tab and mute.
Result
Bulk mail stays out of the way while the team focuses on donors, volunteers, and beneficiaries.
The team works donor mail, not sector newsletters, during a campaign.
WHEN tag equals newsletter
OR listUnsubscribe isPresent
THEN setTab newsletters
THEN mute
Nonprofit
Surface beneficiary intake requests
Someone reaching out for help who gets buried under donor and volunteer mail might give up before a staff member ever sees the message.
When
A community member or potential program participant emails asking how to apply or access services.
Setup
A rule matches intake-request language using semantic match, tags the thread reply-today, and routes it to the primary tab ahead of newsletter and donor-update mail.
Result
People asking for help always surface at the top of the queue, never behind routine correspondence.
No one seeking services waits in line behind donor receipts.
WHEN body matchesAI: program intake request (any)
THEN addTag reply-today
THEN setTab primary
THEN markImportant
Semantic match
Stop processing
Nonprofit
Tag year-end giving threads
Year-end is your highest-volume giving period — donor threads that slip into the general inbox during that window are direct revenue risk.
When
Donation, gift, and tax-receipt emails arrive in higher-than-usual volume during November and December.
Setup
A rule matches year-end giving language and dates, tags threads as year-end-giving, and routes them to the development tab with a priority marker.
Result
Year-end donor threads land in a dedicated lane so nothing time-sensitive slips during the highest-stakes period of the fundraising calendar.
Year-end donor correspondence stays visible and prioritised throughout the giving season.
WHEN body matchesAI: year-end donation (any)
AND date between Nov 1 – Dec 31
THEN addTag year-end-giving
THEN setTab development
Semantic match
Stop processing
Nonprofit
Separate media and press inquiries
A journalist on deadline whose email sits behind donor receipts is a press opportunity that becomes a missed story.
When
A reporter, journalist, or media outlet emails about your organization or a current program.
Setup
A rule matches press-inquiry language and media domain signals, marks the thread important, and routes it to the communications lead's tab for same-day handling.
Result
Press and media inquiries reach the right person within minutes instead of aging in a shared inbox no one monitors specifically.
Media opportunities are caught and responded to on the journalist's timeline, not yours.