Organizing Your Inbox with Max Email Labeling
Max’s Email Labeling feature helps you stay on top of your inbox by automatically categorizing incoming messages.
With labeling enabled, Max can tag, prioritize, and even filter emails — allowing you to focus only on what matters most.
This guide explains how to use system labels, create custom ones, and fine-tune Max’s labeling preferences.
🧭 What Email Labeling Does
When Email Labeling is enabled, Max scans your incoming messages and applies relevant tags. These tags help you:
Quickly identify which emails need a response.
Distinguish between newsletters, meeting updates, or automated notifications.
Automatically move certain messages into folders for better organization.
📸 Screenshot: Email labeling settings panel with Enable Labeling toggle.
⚙️ Enabling Email Labeling
Go to Max → Settings → Email Labeling.
Toggle Enable email labeling to ON.
(Optional) Add a Labeling prompt — a short description of how you want Max to organize your inbox.
Example:
Label internal reports as “To Review” and newsletters as “FYI”.
Once activated, Max begins tagging new emails automatically.
📸 Screenshot: Labeling prompt input example.
🏷️ System Labels
Max comes with a predefined set of System Labels — common categories that cover most use cases. You can toggle these on or off and decide whether labeled emails should move into folders.
Label | Description |
1: to respond | Emails you need to reply to |
2: watching | Important emails where you’re CC’d but not expected to respond |
3: scheduling needed | Direct requests to book or change meetings |
4: awaiting reply | Messages waiting for someone else’s response |
5: actioned | Threads already resolved |
6: FYI | Informative messages that don’t need action |
7: meeting update | Calendar or scheduling notifications |
8: comment | Collaboration updates from shared tools |
9: notification | Automated alerts from integrations or systems |
10: marketing | Promotional or cold emails |
📸 Screenshot: System Labels list with descriptions and folder toggles.
🎛️ Labeling Preferences
Customize how Max decides which emails to tag or prepare responses for.
Which emails should Max prepare responses for?
Choose how selective Max is when drafting replies:
Highly Selective: Only critical or clearly actionable emails.
Balanced: A mix of work-related and follow-up emails.
More Inclusive: Almost all emails that might warrant a response.
How much should Max filter marketing emails?
Adjust how aggressively Max hides or deprioritizes newsletters:
Focused filtering: Only filters obvious promotional content.
Aggressive filtering: Removes most marketing emails from view.
📸 Screenshot: Labeling preferences dropdowns for response and filtering.
🧩 Creating Custom Labels
Custom labels let you define your own inbox rules — perfect for company-specific workflows or recurring updates.
To create a custom label:
Scroll to Custom Labels and click Add Label.
Choose a color and enter a Name.
Add an Instruction to tell Max when to apply it.
(Optional) Enable actions:
Generate Draft: Max prepares a reply automatically.
Move to Folder: Email gets sorted automatically.
Click Enable and Save Changes.
📸 Screenshot: Example of a custom label configuration panel with Move to Folder enabled.
Examples of Useful Custom Labels
Here are a few examples that work across different industries:
Invoices and Billing
Automatically group incoming invoices and payment confirmations.
Instruction: “Apply this label to all incoming invoices or receipts.”
Action: Move to folder “Finance” or “Accounting.”
Customer Support Requests
Organize customer messages or service tickets.
Instruction: “Use this label for all customer inquiries or complaints.”
Action: Generate draft replies or forward to support email.
Project or Client Updates
Track updates from key clients or partners.
Instruction: “Apply this label to emails from specific clients or project leads.”
Action: Move to folder “Projects” and notify on Slack.
💡 Best Practices
Start by enabling email labeling and observing how Max categorizes messages.
Use custom labels for department- or client-specific workflows.
Review your labels every few weeks to refine instructions.
Combine Generate Draft with specific labels for semi-automated responses.
Keep labeling prompts short and specific — Max understands concise instructions best.
🔍 Next Steps
Learn how Max drafts replies automatically in Email Drafting and Follow-Ups.
Explore Scheduling with Max to handle meeting invites seamlessly.
See Using Max Day-to-Day for a full overview of Max in action.