Inbox Management

How to Use AI for Email Management

2:42 · September 14, 2026

AI email management covers anything from sorting email as it arrives to linking your inbox to your task manager, to-do list or project manager. If you have tried other tools that didn't work, or you are nervous about letting software touch your inbox, the way in is to start small. The workflows tab in Carly lists suggested templates, the most common and most customizable workflows, so you can begin immediately. For a brand-new user the pick is the label promotional email workflow. It shows how much better AI is than Gmail's or Outlook's built-in promotional filters, and it only applies a Gmail label or an Outlook category, so nothing gets moved or lost. You practice correcting it by chatting with or emailing Carly, and you can have it read back through your email history to learn what counts as promotional for you. Once that feels safe, move up to routing email into folders by precedent, so instead of an inbox with thousands of messages you open the folder for one project or client. If your email handles customer support, lead management or lead engagement, prebuilt workflows and integrations cover that too, including CRMs like HubSpot, Pipedrive, Attio, Close, GoHighLevel, Keap and Zoho CRM, or Carly's own built-in CRM. For email, text and phone across a whole business, the Organizations portal at the top right of Carly is where you set it up.

Step by step

1. 01

   Decide what email management means for you

   It can be as simple as sorting email as it comes in, or as involved as linking your inbox to your task manager, to-do list or project manager. Knowing which one you want tells you which template to start from.

2. 02

   Open the workflows tab and browse the templates

   The suggested templates are the most common and most customizable email workflows, so you can switch one on right away instead of building from scratch.

3. 03

   Start with the label promotional email workflow

   If you are new or wary of software touching your inbox, this is the one to turn on first. It judges promotional mail better than Gmail's or Outlook's built-in filters, and it only adds a Gmail label or an Outlook category, so no email is moved or lost.

4. 04

   Correct it in plain language

   When it gets one wrong, chat with Carly or email Carly and say so, for example: "this email about the local playground should have been labeled promotional, change it so the next one like this is." You can also have it look back through your email history to learn what is promotional to you and what is business as usual.

5. 05

   Graduate to sorting email into folders

   Next, turn on the workflow that routes email to a folder or file by precedent. AI sorts each email as it arrives, so instead of scanning an inbox with thousands of messages you open the folder for one project or one client.

6. 06

   Automate support, leads and your CRM

   If your inbox handles customer support, lead management or lead engagement, there are prebuilt workflows for that, such as labeling and routing mail sent to a support address. Connect a CRM like HubSpot, Pipedrive, Attio, Close, GoHighLevel, Keap or Zoho CRM, or use Carly's own built-in CRM.

7. 07

   Set up email, text and phone for your business

   To have AI handle all of a business's communications, open the Organizations portal at the top right of Carly. That is where email, text and phone get set up together.