Integration
Fluidwave + Gmail: triage, reply and turn email into tasks
Connect one or more Gmail accounts and work your inbox from the same app that holds your tasks and calendar. AI summarizes each thread, suggests an action, and one key turns it into a task, a reply or an archive.
What syncs
| Data | Direction | Notes |
|---|---|---|
| Labels | Two-way | Create, delete and recolor labels in Fluidwave and they change in Gmail, and the other way around. |
| Read, archived and starred state | Two-way | Archiving, starring or opening a thread in either app is reflected in the other. |
| Message bodies and attachments (Gmail to Fluidwave) | One-way | Fetched from Gmail only when you open a thread. Never stored on Fluidwave servers. |
| Replies and new messages (Fluidwave to Gmail) | One-way | Sent through your own Gmail account, so they appear in Gmail’s Sent folder with your usual from-address. |
| AI summaries, priority scores and triage buckets (Fluidwave only) | One-way | Computed for each thread inside Fluidwave. Nothing about them is written back to Gmail. |
How to set it up
- 1
Open Settings in Fluidwave and choose Connect Gmail under Email.
- 2
On the Google consent screen, pick the Gmail account you want to connect.
- 3
Review the two requested permissions, gmail.modify and gmail.send, and allow them.
- 4
Wait for the first sync. Your Inbox, Starred, Sent, Drafts, labels and Newsletters views appear in the Emails tab.
- 5
Repeat for any other Gmail accounts. Each gets its own color and shows up in the All accounts view.
- 6
Open the Triage view to work through your inbox one thread at a time with AI suggestions.
Privacy and permissions
Gmail is the most sensitive thing you can connect to a task manager, so here is exactly how Fluidwave handles it. Nobody at Fluidwave reads your email. Full message bodies and attachments are never stored; they’re fetched from Gmail only when you open them. What Fluidwave keeps is the metadata it needs to show your inbox and run triage: senders, subjects, dates, labels, read and starred state, plus the AI summary and priority score it computed for each thread.
Your Google tokens are encrypted with AES before they reach our database. Your email is never used to train AI models, never sold, and never used for advertising. Fluidwave complies with the Google API Services User Data Policy Limited Use requirements.
You can disconnect an account at any time from Settings, and deleting your Fluidwave account removes synced data and encrypted tokens. Fluidwave asks for two Gmail scopes, listed below, and nothing beyond them.
| Permission | Why it is needed |
|---|---|
| gmail.modify | Read your inbox, apply triage decisions (archive, trash, star, mark as read), and keep labels in sync both ways. Message bodies are fetched only when you open a thread. |
| gmail.send | Send replies and new messages you write in Fluidwave, including automation replies you chose to send automatically. |
Features that matter for this
Built-in email client
Read, reply, archive, label and search your inbox without leaving the app.
AI email triage
Every incoming thread gets a summary, a priority score and a suggested action you confirm with one key.
Email to task
Turn an email into a task with one action and keep the thread linked to it.
One-click unsubscribe
Bulk unsubscribe from newsletters using RFC 8058 one-click links.
AI auto-reply
An automation step that drafts or sends an email reply from plain-English instructions.
Visual automation builder
Node-based rules with triggers, conditions and actions across both email and tasks, with live match preview.
What you can do once Gmail is connected
The Emails tab is a full Gmail client: Inbox, Triage, Starred, Newsletters, Sent, Drafts, All Mail, Spam, Trash and your labels, across as many Gmail accounts as you connect. You can read, reply, reply-all, compose with To, Cc and Bcc, pick a from-address, attach files and search, all without opening Gmail.
The part that changes how you work is Triage. It shows one thread at a time as a card with an AI summary, a priority score and a suggested action such as “AI suggests: Archive.” You confirm with a single key: Reply, Task, Archive, Trash, Unsubscribe or Skip. When the last card is gone you get the inbox zero message and a short stats recap.
Pressing Task creates a Fluidwave task from the thread and keeps the two linked. The email shows a task chip, the task shows an email chip, and you can jump between them. From there the task joins your prioritized list, can be dragged onto the calendar as a work session, or can be scheduled by AI alongside everything else. Read more about the underlying method in the email triage glossary entry, or compare options in best task managers with Gmail integration.
Automations that use the Gmail integration
Every email that arrives can run through the visual automation builder. A rule starts with the When an email arrives trigger, adds conditions, and ends with actions. Conditions cover subject, body, from name, from email, from contact, recipients, labels, has attachment, has URLs, is newsletter, can unsubscribe, priority score, triage bucket, is important and is time-sensitive.
Some rules people build on day one:
- Receipts out of the way. Subject contains “receipt” or “invoice” → Add Label “Finance”, Mark as Read, Archive.
- Client mail becomes work. From contact is one of your clients and is not a newsletter → Convert to Task, Set Priority high.
- Polite holding reply. From email ends with a partner’s domain → AI reply: “Thank them and say I’ll get back to them within two days.” Save as draft, or send automatically if you trust the rule.
- Newsletter sweep. Is newsletter and priority score is low → Set Triage Bucket to Archive.
You do not have to start from a blank canvas. In Triage, moving an email to a bucket lets you write a plain-English note like “All emails from Slack are task-related,” and Fluidwave drafts the automation for you. Before saving, the live preview lists the threads that currently match and offers to apply the rule to them in one click. Fluidwave also warns when a rule contradicts itself or overlaps another automation.
Limits and what is not supported
Being clear about the edges matters more than a long feature list, so here is what the Gmail integration does not do today.
- Gmail only. Fluidwave connects to Gmail and Google Workspace accounts. There is no Outlook, Microsoft 365 or generic IMAP support, so if your mail lives elsewhere the email side of the app will stay empty. Tasks, calendar and contacts still work.
- Attachments have limits when sending. Outgoing attachments are capped at 4 MB per file, 4.5 MB per message and 10 files.
- Unsubscribe depends on the sender. One-click unsubscribe uses RFC 8058 links where publishers provide them, with mailto and link-based fallbacks otherwise. A few senders offer none of these, and those need to be handled manually. See one-click unsubscribe for how it works.
- Desktop platforms. The native desktop app is macOS today; Windows and Linux desktop apps are coming soon. The web app and the iPhone and Android apps cover the rest.
- Imports. Google Tasks import is live, and a Todoist import is coming soon.
If Gmail is where your work arrives, the fit is strong. If you split time across Gmail and Outlook, an email client that speaks both will serve the email half better, and Fluidwave can still be your task and calendar layer.
Frequently asked questions
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