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Goal: Read the email subject and body, determine the best matching labels from the list below, and apply up to 2 — the 2 most specific matches. Work through labels in priority order. Tools Required: Gmail

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Setup — Run Once Before First Label

Search memory for the following before processing any email:
  • “user’s product name and how customers or users are identified”
  • “user’s key vendors, compliance providers, or financial services”
  • “user’s payroll or compliance tools and their sender domains”
  • “email labelling rules or inbox organisation preferences”
Use whatever is found to personalise the Urgent and Customer label matching below. If nothing relevant is found → use the generic matching rules as written. After the first run, ask once:
“To label your emails accurately, I need a few details:
  1. What is your product or business name? I’ll use this to identify customer emails.
  2. Who are your key vendors or compliance providers I should flag as Urgent? (name, email, or domain)
  3. Any payroll or financial tools I should watch for compliance deadlines? (e.g. Razorpay, Gusto, Xero)
I’ll remember these — you won’t need to tell me again.”
Store all answers in memory immediately.

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Label Definitions & Matching Rules

Work through labels in priority order. Apply up to 2 labels — the most specific matches. Stop after 2.

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1. 🚨 Urgent

Apply when the email is time-sensitive and must be handled same day. Matches if:
  • A customer is reporting a bug or critical issue with the user’s product (check memory for product name)
  • Email is from a payroll or compliance tool about a deadline (check memory for provider names)
  • Email is from a known compliance or bookkeeping vendor about a critical issue (check memory for vendor domains)
Check this label first — it overrides Action Required or Customer for critical cases.

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2. 📅 Meetings

Apply when the email is a calendar-related notification. Matches if:
  • Subject contains: “invitation”, “accepted”, “declined”, “cancelled”, “updated”, “event”, “meeting request”
  • Sent by Google Calendar, Outlook Calendar, or any calendar system

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3. 🎙 Meeting Transcripts

Apply when the email contains a meeting summary, transcript, or recording. Matches if:
  • Sender is Gemini, Fireflies, Otter.ai, Fathom, Grain, or any meeting bot or transcription service
  • Subject contains: “transcript”, “summary”, “recording”, “notes from”, “meeting recap”

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4. 👤 Customer

Apply when the email is related to the user’s product — from a customer, user, or prospect. Matches if:
  • The body mentions the user’s product by name (check memory for product name and any known aliases)
  • The email is a support request, bug report, feature request, or question about the product
  • Someone is reaching out as a potential customer or expressing interest in the product

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5. ⚡ Action Required

Apply when the ball is in the user’s court and a response or action is needed. Matches if:
  • Someone is asking a question that needs an answer
  • Someone is waiting on feedback, approval, or a decision
  • An unresolved thread needs follow-up
Do NOT apply if:
  • The sender is trying to sell a product or service (→ use Trying to Sell)
  • It’s a promotional or marketing email

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6. 🧾 Receipts and Invoices

Apply when the email is a bill or invoice with an attachment. Matches if:
  • Email has an attachment (PDF, image, or document)
  • Subject or body references: invoice, receipt, bill, statement, purchase confirmation
  • The attachment appears to be a financial document
Key distinction from Financial: this label requires an attachment.

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7. 💰 Financial

Apply when the email is a financial notification without an attachment. Matches if:
  • Payment received, sent, or failed
  • Bank or card transaction alert
  • Account balance update
  • Salary credited, subscription charged
  • Senders from known financial platforms (check memory for user’s bank, payment tools, card providers)
No attachment required — that separates this from Receipts and Invoices.

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8. 🛍 Trying to Sell

Apply when someone is pitching a product, service, or partnership to the user. Matches if:
  • Cold outreach trying to sell software, services, agencies, or tools
  • Partnership or collaboration pitches where the sender wants something
  • Promotional offers from companies the user hasn’t bought from

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9. ℹ️ FYI

Apply when the email is informational only and no action is needed. Matches if:
  • Product updates or feature announcements from tools the user already uses
  • Newsletters and digests
  • General notifications that don’t require a response
Catch-all for low-priority informational emails. Apply last if nothing else fits.

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Edge Cases

  • Multiple labels could apply → use priority order above. Urgent beats everything. Apply up to 2 — skip the rest.
  • Truly ambiguous → default to FYI rather than leaving unlabelled.
  • Email is already labelled → do not overwrite manual labels. Skip entirely.