10 Productivity Tips for Gmail and Todoist Integration

Make the most of your InboxAct setup with these proven productivity strategies.

1. Use Gmail Labels Strategically

Create labels that align with your Todoist projects:

@Action for emails requiring immediate action

@Waiting for emails pending responses

@Someday for non-urgent items

2. Set Up Smart Filters

Configure filters to automatically process:

Emails from your team members

Messages with specific keywords like "deadline", "urgent", "action required"

Calendar invitations that need preparation

3. Customize Task Templates

Use consistent formats for better task creation:

Include context: "Email from [Sender] about [Subject]"

Add due dates when mentioned in emails

Link back to original email for reference

4. Batch Process Your Inbox

Review tasks created by InboxAct once daily

Adjust priorities and add additional context

Archive processed emails to keep inbox clean

5. Use Todoist Projects Effectively

Map Gmail labels to specific Todoist projects:

Client work → Separate projects per client

Internal tasks → Company/team projects

Personal items → Personal project

6. Set Up Notification Rules

Enable notifications for high-priority task creation

Set quiet hours to avoid interruptions

Use different notification styles for different types of emails

7. Review and Refine Regularly

Weekly review of task accuracy

Monthly filter optimization

Quarterly AI prompt refinement

8. Leverage Todoist Features

Use labels for task categories

Set recurring tasks for regular email follow-ups

Create templates for common task types

9. Maintain Inbox Zero

Trust InboxAct to capture important items

Archive emails once processed

Use filters to auto-archive non-actionable emails

10. Track Your Productivity

Monitor email processing metrics

Measure task completion rates

Adjust workflow based on data insights

Ready to implement these tips? Start your free trial today.