How it works
From the first email to the client's verdict
What happens underneath, in the order it happens.
1. Every project gets an address
When a project is created, it gets its own email address on your domain. Forward a client thread to it, copy it on a reply, or set a rule so a client's mail lands there on its own. The message is held in a staging area first, so nothing touches the board until it is understood.
2. Email becomes work, or is recognised as noise
The router reads the message. If it belongs to an existing task (same thread, same subject, a reply to a task's own mail), it is appended as a comment and the task is updated. If it is new, it becomes a task in the project's Emailed Items group with a written summary and suggested field changes. Calendar notices, receipts, out-of-office replies and other automated mail are recognised as noise and closed as "not an issue", so nobody triages a mailbox inside the board.
Filed as a comment, the summary and the fields on that task are updated.
Lands in Emailed Items with a written summary and suggested field changes.
Closed as not an issue. Nobody triages a mailbox inside the board.
3. The board stays in the views your team uses
List, kanban and timeline are the same tasks. Groups, sub-items, dependencies, custom fields, owners, dates and hour categories carry across all three. Boards imported from Monday keep their structure. The default layout is the one your team agreed on, applied to every project, so nobody re-learns a board.
4. The project's memory
Each project keeps a memory: its tasks, the email threads filed to it, and the meetings recorded for it, with summaries, decisions, action items and risk signals pulled out. The AI PM answers from that memory only, and every answer points to the email or the meeting it came from. If the memory does not hold an answer, it says so.
5. Diagnostics, every day
Nine checks run on every project: stalled tasks, missing owners, dates that slipped twice, clients gone quiet, hours climbing without progress, and the rest. Findings can be acknowledged, dismissed, or re-run. Across projects, briefings and risk alerts roll up, and each person gets a morning brief with the items that need them.
run 07:00 on every project · each finding cites the email, task or transcript behind it
6. Hours and billing
Time is logged against tasks under hour categories you define, so billing and capacity read from the same record as the work. The project header shows where the hours went.
7. Discovery at the front
Before the kickoff, Workup Agent runs the discovery interview from an emailed link and the answers arrive as requirements in the project. How discovery works.
8. Close, survey, referral
Mark a project ready for survey and the client receives a short one: a recommendation score, four ratings and a comment. Promoters see a review ask and a referral ask with a real credit behind it; passives and detractors raise a flag and an internal note instead. Every consent is recorded with the exact wording it was granted under.
Guardrails
- Your tenant, your data. Projects, memory and email are isolated per tenant, and you can bring your own AI key with a monthly cost ceiling.
- The AI never invents a task, a date or a decision. It proposes; a person applies.
- Client-facing pages run on your own branded domain.
- Guests see their project and nothing else.