Guide
Email into gtd_done
Updated 20 August 2026
1. Three kinds of address
gtd_done accepts mail on inbound.gtd-done.com. There are three kinds of address, and they do different things:
- Your capture addresses create a new card on your board. The address you pick decides which column it lands in.
- A card's own address adds your email as a note on that card, with any attachments filed against it.
- A project's address does the same for a project.
In every case: no auto-replies, no bounces. Mail the app doesn't recognise is discarded without a response, so the addresses stay quiet even if they leak.
2. Raise a card by email
Your five capture addresses live under Settings → Account → Email to board. Each one is a full address ending in a personal token — click to copy.
When you email one:
- The subject becomes the card's title. No subject? The first line of the body stands in.
- The body becomes the card's first note.
- Attachments are filed against the card (see Attachments).
- The card lands in your personal workspace, assigned to you.
Save them as contacts. Name them Inbox, Someday, Schedule and so on in your mail app once, and raising a card becomes: forward, pick a contact, send.
3. The five capture addresses
inbox+…
Lands in your Inbox column, ready to triage. The everyday one.
inbox-inprogress+…
Lands in In progress, assigned to you — for work you're already doing.
inbox-someday+…
Parks it in Someday — captured, out of the way, not forgotten.
inbox-done+…
Logs it straight to Done, stamped complete in your history. For recording something you already did.
inbox-schedule+…
Books the card into the first free slot on your calendar — within your working hours, skipping blocked and no-schedule days, looking up to 30 days ahead. Needs Google Calendar connected and your timezone set under Settings → Schedule. If no slot can be booked, the card waits in Inbox with the reason on its note — the email is never lost.
A misspelled prefix doesn't lose mail either: anything unrecognised in front of a valid +token falls back to Inbox.
4. Add notes and files to a card
Open any card and look for Email notes & files to this task — its personal address, click to copy. Mail sent there becomes a note on the card (subject and body together), with attachments filed underneath.
The useful trick: BCC the card's address when you reply to a real thread. The correspondence files itself onto the card and the other people on the thread never see the address.
5. Email a project
Projects have the same affordance — Email notes & files to this project on the project page. Same behaviour: message becomes a project note, attachments file against the project.
6. Who can send
The app checks the From address of every message against gtd_done accounts before writing anything.
- Capture addresses accept mail from you alone — the address you sign in with. Mail from anyone else is discarded, even with a valid token.
- Card and project addresses accept mail from any member with write access to that card or project, each sending from their own sign-in address.
Forwarding works, because a forward is sent by you. Redirect features that resend a message under the original sender's name won't pass the check.
7. Attachments
Accepted: images (PNG, JPEG, GIF, WebP, HEIC, TIFF), PDF, plain text and CSV, and Word, Excel and PowerPoint files. Limits: 10 MB per file, 25 MB per message.
Not accepted: archives (including ZIP), executables, scripts, and web files like HTML or SVG.
A rejected attachment never blocks the message — the note still lands, ending with a line naming any files that were skipped and why.
8. If nothing shows up
There are no bounce messages, so a silent miss is by design. Check, in order:
- Sent from the right account? The From address must be the one you sign in with. Work aliases and secondary addresses don't pass.
- Address exact? Copy it from the app rather than retyping — the token has to match to the letter.
- Looking at the right board? Captured cards land in your personal workspace, not a shared one.
- Autoschedule declined? The card will be in Inbox with the reason on its note — usually calendar not connected, timezone not set, or no free slot in the next 30 days.
Still stuck? support@gtd-done.com.