In many workplaces, tasks often begin with an email. Whether it is a support request, a job application, or a quote inquiry, these messages need follow-up and coordination. But when emails stay stuck in individual inboxes, teams lose visibility and things fall through the cracks. Cubicl’s Email-to-Task feature solves this problem by enabling your team to automatically turn emails into tasks. Each email becomes a trackable task that can be assigned to a project and handled by the right team members. You can reply to the sender directly inside Cubicl and see incoming responses, all without switching between apps.
This feature helps teams stay organized, collaborate more effectively, and never miss an important message. In this blog, we will explain how it works, when to use it, and how to get started.
Turn Emails Into Task with Cubicl Task Management Software
Cubicl is an all-in-one task and project management software designed to help teams work more efficiently and stay organized. It offers everything you need to manage your daily operations in one place, from assigning detailed tasks to chatting with teammates and keeping track of client-related work.
With task management features like subtasks, deadlines, priorities, attachments, and comments, Cubicl ensures that nothing gets overlooked. You can also communicate instantly through built-in team chat, manage customer information through client profiles, and stay up to date using web and mobile apps (both iOS and Android). Thanks to real-time notifications, team members are always informed about updates, even while on the go.
Among all these powerful features, one stands out for turning everyday communication into action: Email to Task. This tool allows you to automatically convert incoming emails into tasks, making collaboration easier and helping your team keep everything on track.
Let’s take a closer look at how this feature works and how your team can benefit from it.
How Does Turning Emails into Tasks Help You?
Let’s explore this through real-world usage examples.
Support & Info Emails
Connect your support, contact, or info email accounts. Incoming messages become tasks that the support team can easily follow up on. You can respond to requests, assign tasks to other departments if needed, and reply directly from Cubicl Project Management Tool.
HR & Recruitment
Connect addresses like career@company.com or hr@company.com to manage job applications. Create a project such as Recruitment and customize task states for each stage of the hiring process (e.g., screening, interview, offer). Use sub-tasks to divide responsibilities between HR members. You can communicate internally without email senders seeing those notes.
Departmental Emails
Departments like Accounting, Sales, or Legal can use shared inboxes (e.g., accounting@company.com). Emails turn into tasks under relevant projects. If an email is sent to the wrong address, simply drag and drop the task into the correct project.
Internal Requests
Manage requests from other teams or offices via email without needing to add everyone to Cubicl Task Management Software. For example, IT can receive requests from other departments and track them as tasks.
Client-Specific Communication
Connect mailboxes used for handling client inquiries. Assign client managers as task assignees automatically to streamline communication and follow-ups.
Quotation & Proposal Requests
Use email boxes for addresses like offers@company.com to receive quote or proposal requests as tasks. Sales teams can track, assign, and respond quickly.
Training or Event Coordination
Connect emails used for event registrations or training inquiries. Use tasks to follow up, assign responsibilities, and coordinate event logistics.
E-mail Services Supported by Cubicl: Outlook, Gmail, Microsoft Exchange and More
Cubicl supports connecting your email accounts from popular providers like Outlook, Gmail, YandexMail, and Microsoft Exchange. To get started, you simply need to give the necessary permissions and follow the email provider’s specific settings. For example, you can turn Outlook emails into tasks, or get Gmail notifications directly within Cubicl. If your email provider is not listed, Cubicl also allows you to add any email account using IMAP/SMTP settings, so you can select and connect your preferred service with ease.
Receive Email Notifications When New Messages Arrive
When a new email message arrives in a connected mailbox, Cubicl Task Management Platform automatically creates a task and sends a notification to the assigned users. Each email task is placed under a selected project, which you choose during the initial mailbox setup. You can later customize this setting by clicking the three dots next to the mailbox and selecting Settings. Assignees must also be defined for each mailbox. These users will receive notifications whenever a mail turns into a task. For more flexibility, you can also enable the Assign Client Managers as Assignees option. This allows you to automatically assign the client’s dedicated manager, defined in the Client Details page, to email tasks and contact-related requests. If no manager is set or the option is disabled, tasks will be assigned to the default mailbox assignees.
Manage Messages and Emails You Don't Want to See
By default, all incoming emails connected to Cubicl Project Management Tool are automatically turned into tasks. However, you can customize this behavior by using the blacklist feature to prevent specific emails from creating tasks. This is especially useful for blocking unwanted messages like newsletters or promotional content. Simply go to the Email Boxes page, open the menu for a mailbox, and click on Black List. You’ll find two tabs: one for blocked email addresses and another for blocked words or phrases. For example, you can block messages from "newsletter@company.com" or any email that contains the word "free". The words you add are case-insensitive and will be scanned in both the subject and body of each email. If a match is found, the email will not be turned into a task.
Another quick option is available directly inside an email task. You can click the Ignore Sender button next to the sender’s address to instantly add that email to the blacklist. This way, you can stop future messages from that sender from turning into tasks with just one click.
Follow-Up Your Emails with Other Users, Managers, and Colleagues
When an email is turned into a task in Cubicl, all the important details are preserved, including the full email content and any attached files and folders. This makes it easy for your team to understand the context without needing to open the original email.
Inside each task, you can collaborate directly with your team. Use the activity section to discuss the task, share ideas, or ask questions. If you need input from a teammate, you can tag them in a comment or assign them to the task. They will instantly receive a notification, so there’s no need to forward the email or wait for a reply separately.
Some important emails require ongoing attention. For example, you may need to follow up with a customer in three days. Instead of setting a reminder elsewhere, you can simply postpone the task’s due date, and it will reappear on your Home page when it’s time to act.
Cubicl also gives you additional ways to stay organized. You can add tags to group similar tasks, run a timer to track how long you spend on an email, and even set personal reminders separate from due dates. All of this makes managing and following up on emails much more efficient, right inside your task board.
Cubicl turns email clutter into clear, trackable action.
More Email Automation: Powered by Monkedo Automation Platform
While Cubicl’s email-to-task feature simplifies internal collaboration, users can go even further with Monkedo, the no-code automation platform developed by the Cubicl team. Cubicl users receive free automation credits to start building custom workflows. With Monkedo, you can create powerful automations not only between Cubicl and your email app (such as Gmail or Outlook) but also across more than 400 other apps. For example, you can set up automations that trigger when a specific type of email is received, forward attachments to cloud storage, or update a CRM automatically based on email content. Whether you're streamlining communication or syncing data between tools, Monkedo enables you to handle email workflows with greater flexibility and control.
Start Free Trial to Experience Email Inbox - Cubicl Integration
Ready to simplify your workday and never miss an important message again? With Cubicl’s Email Inbox integration, you can turn incoming emails into tasks, assign them to the right teammates, and receive notifications for every update, all in one place. It’s an ideal solution for teams that want to stay organized, act quickly, and collaborate more effectively.
Start your free trial today and experience how seamlessly email and task management can work together. Connect your inbox, set up your workflows, and let Cubicl turn your emails into action.