Inbox and All Work are two views of the same thing: the work waiting on you in your connected tools, brought into one place. Both are built only from your own connections, and nobody else can see them. Example: the Inbox shows an Acme launch task that is three days overdue next to Dana's email asking whether the launch deck still ships Friday, so you answer her knowing exactly where the task stands.
What they show today: the tasks, emails, calendar events, intake matters, leads and activities your connected tools feed into the lists. Each tool's card under Settings, Connections says whether it feeds these lists, and where a tool has its own page in this guide, that page describes exactly what it brings (for example, Clio Manage and Clio Grow show a matter number or a time instead of a client or lead name in the lists). Other connected tools stay available to the Binee Assistant but do not feed these lists yet, and Slack messages do not appear in them. The lists hold the work Binee has indexed from your connections, which is not a complete copy of every connected tool; a coverage line under the page title explains the current sync state (which tool is waiting for its first sync, needs to be renewed, is pausing for a moment to stay within the tool's own request limit, or has more items available in the source tool), reminds you when an Odoo API key you entered an expiration date for is within 14 days of expiring, says how many notification emails were hidden because a connected tool already shows them (see Notification emails below), and links to Manage connections.
Inbox
Inbox is your queue of work that needs attention. The page title and the Open tab number count the items needing attention right now (unread or updated items, urgent work, items due today or overdue, and emails waiting for your reply). Filters and search narrow the list but not this number, and an item you open stays listed until you resolve it, so with 12 items needing attention and Priority set to Urgent the list can show 3 rows while the number still says 12. The Inbox count in the header is different on purpose: it counts only unread items. It has two tabs with counts, Open and Resolved, and each tab is one flat list with no groups, newest first. An item's place in the list follows its latest activity in its own tool (the newest email message, the task's last update), so a client's reply that arrived ten minutes ago sits above the overdue task from last week, and a thread that gets a new message moves to the top. Priority and tool are narrowed with the Filters button rather than by grouping. The Inbox includes unread or updated items, urgent work, items due today or overdue, and emails that your What Binee watches choices flag as waiting for your reply. Already-read work that is dated in the future stays in All Work without appearing in Inbox.
Each row shows the tool's logo, the item's name, why it is here (for example Due today, Overdue, Needs a reply or Urgent), a one-line preview, and the tool and kind. The Inbox has a search box and a Filters button, the same bar All Work uses. Filters opens one panel with the Tool and Priority options listed in place, one column per field side by side, with a Clear link on any field that has a value chosen, a count of the items that match and a Done button; the button shows how many filters are on, and each active filter also appears as a chip under the bar that you can remove with one click. Selected values within a field match any of them and different fields must all match. The Tool column also carries the Choose what Binee watches line and the per-tool gear described under All Work, opening the tool's connection panel over the list. Beside the Filters button there is an Unread button: press it once and the list shows only items you have not read, press it again to see everything (it shows only unread items, which can be fewer than the page title counts because the title also includes urgent, due and awaiting-reply items you have already read; an item you open stays in the list until you press the button again or reload, so it never disappears under your pointer, and with nothing unread the list says so and offers Show all items). The Tool and Priority filters you choose are remembered in this browser, so refreshing the page or coming back later keeps them (the Inbox always opens on the Open tab, and search text is not remembered). Opening the Inbox from a link that carries its own filter shows what the link says instead. Only one panel or menu is open at a time: opening another closes the first, an outside click closes it, and Escape closes the topmost one first (so Escape never also closes the item pane behind it). On a computer the item pane stays open beside the list and starts on the first item; on a phone the pane has a close button to return to the list.
Inbox has two tours. The first starts by itself the first time you open Inbox (after the top bar tour). Its five steps cover what Inbox is and what lands in it (a client email waiting for an answer, a task just assigned to you), the Open and Resolved tabs, the Resolve in Binee tick on a row (it changes only Binee and never the item in its own tool; opening the item is how you also complete it or mark it read in its tool), search (by a name, a title or words from the content) with the Tool and Priority filters and Unread, and opening a row beside the list. The second tour, Opening an item, follows on the Inbox while an item is open beside the list (always on a computer with items, never on a phone, where you replay it from Help) and has six steps: the pane as a whole (details, a Binee Insight and the actions its tool offers, updated by itself), the Binee Insight (read together with your other tools, and Update when the item has changed), the tabs (Overview, Evidence, Related and Activity), Actions in the tool (a reply is a draft you send yourself or, where sending with Binee is on, a review card you confirm first), Review before an edit (on a task that offers them, More actions holds larger edits that show a Review details step before anything is written) and Resolve (it clears the item from your Inbox in Binee; on a task or email it also asks whether to complete it or mark it read in its tool, and Remember skips that question for that tool). When no item is open, a step is shown without a highlight. Settings, then Help and support, has Tours to replay each one. Example: the Inbox tour's first step names a client email waiting for an answer as the kind of thing that lands here, and the Resolve step in the item tour explains that clearing an overdue task here leaves it open in your task tool unless you choose to complete it there too.
Unread, read and resolved
Unread items have a small purple dot at the start of the title, with the title in bolder type; the space for the dot is always kept, so titles do not move when an item is read. Selecting an item marks it read straight away. The purple dot clears and the Inbox count in the header, which counts only unread active items, goes down. Opening five of eleven unread items leaves six unread, while read urgent tasks stay active. Resolving an item also marks it read, and a resolved item never shows as unread anywhere, even if it was resolved before you opened it, finished in its tool, or changed after you resolved it. Read state is saved, so it survives reloads; if a save fails the dot comes back and an error says so. Reading does not remove the row: the item stays in your queue while you work through it, and a later change in the source tool can make it unread again. For email, only a new message counts as a change: starring a thread, adding a label, or marking it read in your mail app does not bring the unread dot back, but a new reply does.
Resolve in Binee (the check icon on a row, or the button in the item pane) clears an item from your active work in Binee only. It does not complete, delete, archive or send anything in the source tool, with one exception you choose: in the item pane, Resolve on a task that can be completed there, or on an email that can be marked read there, asks whether to also complete the task or mark the email read in the tool (Resolve in Binee only is always one of the choices, and the check icon on a row never asks). If you ticked Remember for the tool's tasks or emails in that question, Resolve skips it for that tool and does what you chose; you can change it in the tool's settings under When you resolve. Your Resolved choice and any priority you set yourself survive source updates.
Work that is finished in its source tool resolves itself, even if you had already opened it. A task completed, an email you archived or replied to, a meeting that has ended or that you declined, and a deal or lead that was closed or sorted all move to Resolved on their own, so your Inbox shows only what still needs you. For example, a client asks for new work by email and you open it in Binee, then answer from your phone: the thread moves to Resolved by itself and the Inbox count drops, while the task you opened for that work, still unfinished, stays in your queue. An email you delete is different: it is not finished work, so a conversation you delete is removed from Binee instead of moving to Resolved. Moving it to Trash or Deleted Items, or deleting every message of it for good, takes it out of Inbox, All Work and Resolved at the next check (usually within about 15 minutes for Gmail and 10 for Outlook), and the same goes when everything others wrote in the thread is deleted and only your own sent replies are left, unless you starred or flagged the thread. An email you had already resolved is checked again on a slower rotation, so if you later delete it, it can take several hours or longer to leave Resolved (on Outlook this includes one you moved to Deleted Items). One limit: when you delete the incoming mail for good but your own sent copies remain, Binee cannot tell it from a thread you started yourself, so it shows as Replied in Resolved until it ages out of your mail window. Example: you answer a vendor, then delete the whole conversation from your Gmail inbox, and it disappears from Binee rather than showing as Resolved.
A new message in an email thread you resolved in Binee brings it back to Inbox as unread. Say you resolved a client's email on Monday because the delivery date it asked about was already on the project task; when the client writes again on Wednesday, the thread returns with the new message. Your own reply does not bring it back, and anything else you resolved (a task, a meeting, a deal) stays resolved until you restore it. A label or star change on an email thread never brings it back, and the Activity tab shows "Reopened by a new message" instead of "Resolved in Binee" when it has.
The Resolved tab lists what you resolved and what finished in its tool. Open an item you resolved yourself and choose Restore in Binee to bring it back. Work finished in its source tool cannot be restored here, and the item says what applies: a task or deal must be reopened in its tool, an archived or answered email comes back when a new message arrives in the thread, a declined meeting comes back when you accept it in your calendar, and a meeting that has ended cannot be restored.
You can also get new Inbox work in Slack if you want it: the opt-in Send my Inbox to Slack setting in Settings, then Notifications, sends a message with Open in Binee, Mark read and Resolve buttons. Mark read and Resolve there do exactly what they do here, and Open in Binee opens the item in this Inbox even if you have resolved it since (if it is no longer in your lists, the page says so). Reading in Slack follows the same rule as here: a newer update after the message leaves the item unread. See the Slack page.
How long resolved work stays. Binee does not keep resolved work forever: a resolved item stays in the Resolved tab only while Binee still holds it from its tool. Work that finished in its tool (a task completed, an email you replied to or archived, a meeting that ended) stays while its tool still lists it and for a fixed time after it finished: 30 days for tasks, email and Odoo records, 14 days for Clio entries and leads, and 7 days for calendar events, then it leaves Binee. Work you resolved in Binee yourself stays as long as its tool still lists it; an email you resolved leaves when it ages out of the mail window you chose under What Binee watches (7 days for Gmail and 14 for Outlook by default, counted from its newest message), and a starred or flagged one stays while it is starred or flagged. Leaving Binee removes the item's saved working copy with it, and it never changes anything in the source tool. Example: you resolve a client's email on Monday; if nothing new arrives in the thread it leaves your Resolved tab once it is older than your mail window, but a client email you replied to stays in Resolved for up to 30 days once it is out of your mail window. The Resolved tab says so in one line when it is empty or when a search finds nothing.
Resolved items can only be shown while the current index still holds them. If a tool is disconnected or an item can no longer be opened, its record is not shown as current work. Your personal state is kept separately: reconnecting the same verified account can recover it, and a different account does not inherit it.
Selecting several items
Inbox and All Work select and change items the same way. Each row has a checkbox, and the checkbox in the header selects every row of the current list, including rows inside collapsed groups on All Work. When only some of the rows are selected, the header checkbox shows a dash instead of a tick. Items that arrive after you selected are not added to your selection, so the dash tells you the selection no longer covers the whole list.
A bar above the list says how many are selected, for example "12 selected, 4 in collapsed groups", and offers Mark read when any selected item is unread, Mark unread when any is read (both when you mixed them), and Resolve in Binee. On the Resolved tab the bar offers Restore in Binee only, because a resolved item counts as read. If you change a filter or the grouping after selecting, your selection stays, the bar acts only on the selected items that are still in the list, and a quiet line says how many selected items your filters are hiding. Example: select the 30 emails waiting in your Inbox from one client, choose Resolve in Binee once the delivery task in your task tool shows the date they asked about, and all 30 clear in one step without touching the emails in your mailbox.
A bulk change appears on screen at once and is saved in one request, not one item at a time. If some items cannot be saved, for example because one changed in its tool or in another tab while you were selecting, the bar's result line says how many were updated and how many could not be, for example "27 of 30 updated, 3 could not be.", and those items go back to how they were. Restore skips work that finished in its tool and says so.
All Work
All Work is the full table of everything waiting on you, with an Active tab, a Resolved tab and up to 12 personal saved views. The page title, the tabs and the search and Filters bar stay at the top while only the table scrolls, with its column headings staying above the rows (on a phone the whole page scrolls as one).
Filters (a button beside the search box, with a count of the filters on): one panel lists Tool, Priority, Date and Binee status side by side, one column per field, each with its options in place (and a Clear link once a field has a value; on a tablet the columns pair up two to a row, and on a phone they stack), plus a count of the items that match, Clear filters (it keeps the Active or Resolved tab you are on; only a custom mix of both statuses returns to Active) and Done. Fields: Tool, Priority, Date (Due today, which means a due, start or follow-up date today, so an email received today is not included; Overdue, Upcoming or No date) and Binee status (Active or Resolved: choose Resolved to include work you resolved). There is no Type filter; Tool, Priority, Date and search narrow the list. A Home card for tasks, emails or meetings still opens All Work showing only that kind of item, and a small chip (for example Meeting) says so and removes it with one click, so nothing narrows your list without showing. Selected values within a field match any of them and different fields must all match. The search box (Inbox and All Work) searches the items Binee holds, nothing else: it does not search your tools live. Type plain words and the list narrows as you type. A word matches an item's name, the people on it, its content and its custom field values, and every word you type must be found. Example: "emily harbor" finds the email from Emily Blaine about the Harbor contract, the meeting she is a guest of, and the task assigned to her; "waiting for client" finds the tasks whose custom field says Waiting for client. People means an email's sender and recipients, a meeting's organizer and guests, a task's assignees and creator, and a lead or matter's contact, client and company. Dates work after the word due, in US form and your time zone: due Nov 10, due 11/10, due today, due tomorrow, due this week (Monday to Sunday), due next week, due this month, due by Nov 10 (that day or earlier), and overdue on its own. A month and day without a year means the next time that day comes around: typed in November, due Jan 5 means the coming January 5 (add the year, due Jan 5 2026, to look back). A due phrase Binee does not recognize, such as due soon or due Nov 31, is searched as ordinary words. Apostrophes do not matter, so O'Brien and obrien find each other. A received email has no due date, so it never matches a due phrase. Content and people come from items Binee has already prepared in the background (the encrypted working copy described under Privacy controls); for a long email or description the newest and most specific words are kept, not every word. People and content load the first time you type in the box, a moment after your first letters: until they arrive the list matches on names and dates, and the page says "Checking people and content…" (if they cannot be loaded it says so, and only names and dates match). Items Binee has not prepared yet, and items prepared before people and content search existed (they are brought up to date in the background, within about a week, or as soon as you open the item), match on their name and date only, and the page says "Some items are not fully checked yet" while that could hide a match (it counts only Active items your list would show; resolved items are covered by the Resolved note). The search covers the tab you are on (Active or Resolved, or both when a saved view includes both), and the empty message names it, for example "No matches among your resolved items", and adds how many items could not be fully checked. On the Resolved tab the page also says that resolved items match on people and content only for a few days after Binee last checked them, then by name: Binee does not read a finished item again, and its saved working copy is dropped a few days after its last check (see How long resolved work stays below). When nothing matches on the Active tab, the page names how far back Binee holds your mail, taken from your own What Binee watches choices (for example, the last 14 days), with a link to change it in Settings. Home cards keep their own search, which looks at the title only, and a list you open with a card's See all link keeps that title-only match for the card's words until you change them, so the card and its list agree. A search saved in a view keeps its words and now also matches people and content. The Unread button beside Filters works the same way as in the Inbox: one press shows only unread work on the tab you are on, another press shows everything again, it keeps an item you have just opened in the list, and it is remembered in this browser for All Work on its own, so it does not change your saved views. Under the Tool column sits one quiet line, Seeing too much from a tool? Choose what Binee watches. It opens that tool's connection panel on its What Binee watches tab (when you ticked one tool, or tools that share one connection such as a mailbox and its calendar; with no tool ticked and only one connection, that one); with several connections to choose from it takes you to Connections instead. The panel is an overlay, the same on the Inbox and on All Work: it slides over the page from the right with a dimmed backdrop, and nothing behind it closes or moves, so an item you have open, the Assistant and your list stay exactly where they are. Pressing the backdrop, Close or Escape closes it. Press Save in the panel's bottom edge to apply your choices; the list behind it updates when you do. Each tool in the column also has a small gear that appears when you point at it or tab to it (always visible on a touch screen) and opens the same panel for that tool. The logos of your connected tools sit above the list on All Work and on the Inbox; press a logo to choose what that tool shows, on this screen or everywhere (see Hiding a tool from one screen below). Clicking a tool's logo on a row still just opens the item. On All Work, as in the Inbox, the panel sits over the list, any item you have open and the Assistant, with a dimmed backdrop: nothing behind it closes or moves, and an open item is still there when you close the panel. It closes with its Close button, Escape or a click on the backdrop, or when you go to another screen. When a list is empty and you have changed what Binee watches for a tool from Binee's starting choices, the empty message adds one quiet line, What you chose for Binee to watch may be narrowing this list, with the same Choose what Binee watches link (it says may because it cannot know that is the reason; a list can simply be empty). Example: your work mailbox floods All Work with newsletters, so you press the gear next to it, tick Updates under Never show and press Save, and the list shrinks behind the panel.
Display (a button next to Filters): its panel lists the choices in place. Group the table by tool, priority or date, or not at all, and sort by priority, date (Oldest first or Newest first, each with a calendar icon; the date is a task's due date, a meeting's start, a lead's follow-up or the day an email's newest message arrived, and work with no date sits at the bottom either way) or title. Within each group the sort applies as chosen. Groups by date run newest first: Upcoming, Today, Overdue (open work whose due date has passed), Earlier (any other past date: an email received or a meeting held before today, or finished work with a past date, which is never overdue), then No date. Finished work dated today or in the future sits under Today or Upcoming like anything else. Group headers collapse and show the tool's logo.
The tabs: Active (everything still waiting on you, the default) and Resolved (everything you resolved in Binee plus everything finished in its tool, the same list as the Inbox's Resolved tab) are always there. Switching between them changes only Binee status, as the Inbox's tabs do, so your filters, search, grouping and sorting stay. For example, group by date and open Resolved on a Monday to see which client emails you cleared last week next to the tasks that finished in your task tool.
Saved views: Save view keeps the current filters, grouping and sort order as a tab after Active and Resolved. Its menu renames or deletes a view, and, on the tab you are on, saves your changes to it. A small dot on a tab means you changed the filters since you saved it; Save changes writes them back. Every tab also keeps the filters, grouping and sorting you were using on it in this browser, even when you have not saved them: filter a view to one tool, open two other views, come back, and the tool filter is still there, with the dot showing it is unsaved. Search text is remembered while you stay on All Work but not after you leave it, and is never stored in the browser. Active and Resolved share one set of filters (they only differ by Binee status). Clear filters clears the filters on the tab you are on, and the tab then stays cleared when you come back; on a saved view it shows the unsaved dot, because the view you saved had filters. Discard changes (next to Save changes, on a saved view with unsaved changes) throws the changes away and shows the view as you saved it. These remembered changes stay in this browser only (they do not follow you to another device and are not part of the saved view), so Save changes is how you keep them everywhere. Opening All Work from a link, such as a Home card, shows what the link says without replacing what your tabs remember; once you change a filter there yourself, those changes become your Active filters and stay when you visit another view and come back. Views belong to your account and survive reloads, and Binee reopens the tab you were on last in this browser when you come back to All Work (a saved view with its filters; Active or Resolved with the grouping and sorting you had), while a link from Home, such as a Home card or the active count, opens exactly what it says. If you changed views in another tab, Binee asks you to reload before saving so nothing is overwritten. If a view held a part Binee can no longer read, or an item type that no longer exists such as a comment, it opens without it and says what was left out; a saved view Binee cannot read at all is kept, counted in a note above the tabs, and never deleted by a save.
Opening and selecting: selecting a row opens it in the item pane on a single click. Its checkbox selects it for bulk actions (see Selecting several items below).
When All Work is grouped, a group's header (for example Gmail 4) stays pinned under the column titles while that group's rows scroll, and the next group's header takes its place.
Example: filter All Work to your task tool and your email tool, group by tool, sort by due date, and save it as a view called "Client work". Each morning that one tab lists the tasks due and the emails waiting on you side by side, so you can clear a client's late task and answer their email together.
All Work has two tours. The first starts by itself the first time you open All Work (after the top bar tour). It has six steps: what the page is (everything waiting on you from every connected tool, so you decide what to do first without opening each tool), the tools feeding the list, the rows (each shows its tool, kind, priority and date, and you can tick several to resolve or mark them unread together), search and Filters (search matches titles, people and content; Filters narrow by tool, priority, date and status), Display for grouping and sorting (group by tool, priority or date; sort by priority, date or title) and Saved views, where you create your own views by saving any mix of filters, grouping and sorting, like Urgent client work, as a tab. The New button has no tour of its own: Home's tour has a step on it (New creates something in one of your connected tools without leaving Binee, like a task for the client request you just read, and clicking it shows what your tools can create). The second tour is a mini-tour, The New menu, which plays inside the open New menu the first time you open it, on Home or All Work (after the top bar tour, never while another tour is showing). Its two steps are general: only the tools you have connected appear, each with what it can create, and a short form opens for what you choose, with nothing created until you press its button. Settings, then Help and support, has Tours to replay each one; replaying The New menu opens the menu for you (and says so honestly if New is not available on your account). Example: the Filters step suggests searching "emily harbor" to find her email about the Harbor contract, a meeting she is a guest of and a task assigned to her.
New
New opens a source form (not the Assistant) for creating things in your connected tools: a task, a subtask, a comment, an unsent email draft or a calendar event, wherever a connected tool supports it. Fill in the fields and press the button named for what it does (Create task, Save email draft, Create event), and it is created at once. The line above the button says what will change, and a calendar event names who will be invited, before you press it. Tools that do not support a change are shown disabled. These actions use your existing permissions in the tool and do not use credits. Each submission has an identifier, so pressing twice never repeats the change. If a result cannot be confirmed, check the source tool before creating another one.
The email form only ever saves an unsent Outlook draft that you finish and send yourself in Outlook. Sending, replying and forwarding happen from a confirmation card in the Binee Assistant, never from this form.
Each email row shows the date of its newest message (in Inbox, as Received after its reason, for example Needs a reply, Received Yesterday; in All Work, in the Date column), including archived, starred and flagged emails and emails in the Resolved tab. When the newest message is your own reply (an email you answered, or a starred or flagged conversation you already answered) the date is the day you replied and says Replied instead of Received, because that is not when anything arrived. A row whose date your mail tool does not report shows a dash rather than a guess.
Hiding a tool from one screen
Above the list, on the Inbox and on All Work alike, a row of logos shows the connected tools feeding your lists, with a count of connected tools. Pressing a logo opens a small chooser with two clearly separated choices:
What Binee watches, which applies everywhere: it opens the tool's connection panel, where you choose what Binee watches from that account (the window described under Which tools feed the lists). Changing it changes Home, Inbox, All Work and your cards alike.
Show on this screen, which changes only the screen you are on: a checkbox per account that hides that account's items from this one screen. Example: hide your calendar from the Inbox and Thursday's client call stops crowding your queue while it stays in All Work, right next to the email confirming the agenda and the task that prepares for it.
Everything on the screen follows what it shows: the unread count, the tab counts and the empty message all reflect what is hidden, and nothing is hidden silently. Whenever a hide is on, a quiet line above the list says so, for example "2 tools hidden from this screen", with Show all next to it to bring everything back in one press. A new connection always starts visible everywhere.
Hiding is a view choice for one screen, so three things are deliberately never narrowed by it: Home cards (a card keeps its own filters and its numbers never drop because of an Inbox hide), your All Work saved views (a view you saved shows exactly what its filters say), and the Binee Assistant's access to the tool itself. The Slack messages from Send my Inbox to Slack DO follow it: they announce the same Inbox you see, so a tool hidden from the Inbox is not announced in Slack either (see the Slack page). Narrowing by lists, labels or other choices inside a tool is done under What Binee watches and applies everywhere, not per screen; the chooser says so in place.
Example: your personal mailbox mostly brings noise during the work day, while your task tool and work mailbox carry the real work. Hide the personal account from the Inbox and keep it visible in All Work: your Inbox count now counts the client emails sitting next to their overdue tasks, and a personal errand that does matter is still one press away under Show all.
Items from more than one account
When you have connected more than one account of a tool, each item says which account it came from: in All Work next to the tool name, and at the top of the item pane. Each account is read on its own, so an account that needs reconnecting shows its own Reconnect needed message, which names the account (for example "Gmail (Work): Connection needs to be renewed"), while your other accounts keep updating. In New, when you have more than one account of a tool, the form asks which account to use before it saves anything.
Merged items
A duplicate you merge into another item (for example the email notification for a task) appears once, as the item you kept, with the duplicate listed on its Related tab. In Inbox and All Work the merged item matches a search or a Tool filter by any of the items inside it. It counts as unread when any item inside it has news, and Resolve in Binee resolves everything merged into it. Unmerge on the Related tab brings a duplicate back as its own row. The Work items and actions page explains Related items and merging.
How priority is set
Priority (Urgent in red, Normal in amber and Low in blue, always shown as a coloured dot with its name: as a tinted pill in All Work, and as a small dot and name on Inbox rows, Home card rows and in the item pane) is worked out by fixed rules, never by AI. For tasks, overdue or marked Urgent in the source means Urgent; due within 48 hours or marked High means Normal; anything else is Low. A task with a due date but no time of day is counted as due at the end of that day in your time zone, so it only becomes overdue, and so Urgent, once that day has ended; a task due at a set time becomes overdue at that time. When Binee cannot tell that a due date has no time of day, for example when it was set by someone working in a different time zone or your profile has no time zone, it uses the exact stored time instead. Example: an Acme proposal task due today with no time shows as Normal this afternoon and as Urgent tomorrow morning if it is still open. You can set an item's priority yourself from the item pane; your choice sticks and is marked as set by you. Due dates come from the item itself: an undated task stays undated, and an email row never invents a date from a sync time (read the real message time in the pane's Evidence tab).
Which tools feed the lists, and how fresh they are
Each tool is read only through your own connection (Settings, then Connections):
Tasks assigned to you that are overdue, due soon or in progress.
Emails where someone wrote to you and is waiting on your reply, and starred (Gmail) or flagged (Outlook) emails.
Meetings with at least one other person today and tomorrow, and invitations you have not answered.
In Settings, then Connections, press Manage on the ClickUp, Google Workspace or Microsoft 365 card and open What Binee watches. The window there is called "What Binee watches from this connection" (the first time you connect a tool, it opens before anything is pulled, under the name Choose what Binee watches, with a single Confirm and start button; see the Connections page), and it belongs to one connected account: if you connected two Gmail accounts, each has its own settings, the account is named in the window and in its tab, and changing one never changes the other. Your choices are yours only. What to show has one example under its options. Examples: switch on Starred for Gmail so the contract you starred to sign before a client call shows up next to that client's onboarding task, choose which task lists count, or exclude newsletters and automated notifications from email. Save applies them at the next sync, usually within a few minutes, and Use defaults goes back to the starting rules. Home cards only ever show work these rules already include. Your choices in this window change only what you save. The one thing that works without you opening it is hiding duplicate notification emails, described next, which switches on by itself when a covering tool is connected and which you can turn off here.
Only options Binee can really compute are offered. For ClickUp you can choose overdue, due soon (7, 14 or 30 days), in progress, everything assigned to you, and which lists, tags and statuses count (see ClickUp: lists, tags and statuses below). "Tasks where I am mentioned" and "tasks I am watching" are not offered: ClickUp gives Binee no way to list tasks or comments that mention you or that you watch, and reading every comment of every task would not be a bounded read, so Binee does not show a setting it could not honour. For email you can choose waiting on your reply, starred (Gmail) or flagged (Outlook), all unread, how far back to look, whether mail that reaches you in Cc, Bcc or through a group counts as waiting on your reply (on by default; turn it off to count only mail sent To you; newsletters and promotions stay out of the Bcc and group part, because Binee leaves out Gmail messages in the Promotions, Social, Updates or Forums categories and any message with a List-Unsubscribe or List-Id header, while mail addressed to you in To or Cc is never excluded by this check, and your never-show choices still apply to it), what never to show, which Gmail labels to include or leave out (see Gmail: labels below), which sender domains count, and whether to show notification emails (next section). Google Calendar and Outlook Calendar have the same window. You choose four things to show: upcoming meetings (meetings with other people in them), invitations you have not answered, meetings you declined (off by default: declining a meeting in your calendar then marks it Done in your list) and events with nobody else in them, such as focus blocks and reminders. Two rows of buttons set how far ahead each one looks: upcoming meetings from today only up to 14 days (2 days is today and tomorrow, counted from the start of today in your own time zone), and unanswered invitations from 3 to 30 days. Below them, Extra calendars adds up to three more calendars that you own to your main calendar, such as a Kids or a Team calendar. Press Choose calendars to open a searchable list of your calendars by name, tick the ones you want and see them as chips above the list; the list reads your calendar tool only when you open it, so nothing is read from a newly connected calendar before you choose. Calendars someone else shared with you are not offered, because Binee reads only calendars you own, and a calendar you chose that has since been deleted or is no longer yours shows as "not found" until you remove it. If the list cannot be loaded, the window says why and offers Try again; it never shows an empty list as if you had no calendars. For each extra calendar you can also tick whether events with nobody else in them count, even while that stays off for your main calendar, which suits a calendar of a child's practices. Example: add your Kids calendar and tick its events with nobody else in them, and Thursday's practice shows up in your Inbox next to the task due that morning and the email asking you to confirm pickup. You can also ask the Binee Assistant to show one of your calendars in your Inbox; it sets the same choices after you confirm a card, and the window and the Assistant always agree because they save to the same place.
Clio Manage, Clio Grow and Odoo have the same window, and each list-shaped choice there is picked by name from a searchable list in the same way: Clio Manage practice areas, Clio Grow lead sources, matter types and offices, and Odoo activity types, sales teams, stages to leave out and projects, plus a row of buttons for the kinds of record an Odoo activity is about. Each list reads the tool with your own connection only when you open it, shows your choices as chips, and says why if it cannot load; a choice that was deleted since shows as "not found" until you remove it. Their own pages in this guide give the details. Example: choose the Family law practice area in Clio Manage, and a custody filing task sits next to the client's email while the firm's other matters stay out of your lists.
For Outlook email the window has the same time window and sender choices as Gmail: how far back to look (7, 14, 30 or 90 days), whether mail that reaches you in Cc, Bcc or through a group counts (on by default; Binee cannot tell Bcc from a group or alias, because your address is simply in neither To nor Cc, and for that part it leaves out mail Outlook files under Other instead of Focused; unlike Gmail it cannot check list headers, so a newsletter that Outlook files as Focused can still count; mail addressed to you in To or Cc is never excluded by this check, and your never-show choices still apply to it), and which sender domains count. Choices are limited to 50 sender domains; if a set of choices is ever too long to save, the window says "Those choices are too long to save" and changes nothing.
ClickUp: lists, tags, statuses and lists watched in full
Under the Show switches and the Due soon window, the ClickUp window has four searchable choices. Each one opens only when you press its button (Choose lists, Choose tags, Choose statuses, and Choose lists under Lists to watch in full), so nothing is read from a newly connected ClickUp account before you choose, and each shows the ones you picked as chips with a short sentence saying what the choice means. If a list cannot be loaded, the window says why and offers Try again; it never shows an empty list as if you had none.
Lists. Pick up to 50 lists, shown with their space and folder (for example "Clients · Acme"). Type to find one: the search covers every list ClickUp shows you, even in a workspace with more than 500 lists. Picking none means every list you can see counts, as before. If a space could not be read, or you have more than 60 spaces, the window says so and names the spaces whose lists cannot be chosen right now. A list you picked that has since been deleted or hidden from you shows as "not found" until you remove it.
Tags. Pick up to 20 tags. ClickUp keeps tags inside each space, so Binee gathers the tags of all your spaces and shows each name once; a task counts when it has at least one of the tags you picked, whatever the capital letters. Picking none means any tag, or no tag, counts.
Statuses. Pick up to 20 statuses; a task counts only while its status is one of them. The list shows the statuses your spaces use and says so, because a list that sets statuses of its own can have others that cannot be chosen here. Finished statuses such as Done are not offered, since only open tasks are listed, and a task you complete in ClickUp still leaves your lists whatever its status is. Picking none keeps the earlier behaviour: In progress counts any in-between status. Once you pick any status, tasks in lists whose statuses have other names stop showing: if you pick "In review", a list that calls its review step "Client review" disappears from your lists until you also pick the status its tasks use (or clear the choice).
Lists to watch in full. Pick up to 20 lists whose every open task Binee should know about, whoever it is assigned to. These tasks are for Home cards only: a Home card set to Everything in the chosen lists shows them (see the Home page), and they never appear in your Inbox or All Work, in the unread count or in Slack, because those only show what waits on you. Example: watch the Acme launch list in full, and a Home card can show the whole list next to the client's email about it while your Inbox still lists only your own tasks. Saving a Home card set to Everything adds its lists here for you, and the tasks of those lists then arrive over the next few minutes (a very large list takes longer), without a refresh; removing a list here is always yours to do, and Binee never removes one for you. They are read in addition to your own tasks and share the same limit of items Binee keeps per connection, but your own tasks always come first: a watched list fills only the space left, and the coverage line says when it is partial. If Binee cannot read the watched lists at some refresh, your own tasks still update and the status line says the watched lists could not be checked, and if a list keeps failing it tells you to remove that list in Choose what Binee watches and refresh. Picking none watches nothing in full.
The choices work together: a task must be in a list you picked (if you picked any), have a tag you picked (if you picked any), be in a status you picked (if you picked any) and still match one of the Show switches, such as Overdue. Binee reads up to 500 of your open assigned tasks (soonest due first) and then applies the tag and status choices, so if more than 500 tasks are assigned to you, the connection's status line says the read was partial and some matching tasks may be missing. Saving any of these choices refreshes the connection, and a task whose tag or status no longer matches drops out of your lists at the next refresh or as soon as ClickUp tells Binee about the change.
Example: pick the tag "Client" and the status "In review", and the task waiting on a client's sign-off shows up in your Inbox next to that client's email asking for an update, while the same client's tasks still in "To do" and your internal housekeeping tasks stay out of your lists.
Gmail: labels
Under Never show, the Gmail window has two searchable lists of Gmail labels. They offer your own labels (nested ones such as "Clients/Acme" by their full name), plus Important and the Primary tab when your mailbox uses category tabs. The inbox itself, Sent, Trash, Spam, Starred, Unread and the other category tabs are not offered: the first four are already handled, Starred and Unread have their own switches, and the category tabs have the Never show chips.
Only these labels. Pick up to 10 labels. "Waiting on your reply" and "All unread" then count only conversations that carry at least one of them. Starred emails still show, because starring is your own choice. Picking none means labels do not narrow your list.
Never show these labels. Pick up to 30 labels. A conversation with any of them stays out of your lists, starred ones too, because a label you chose to leave out wins over a star. These are in addition to the Never show chips above them. A conversation counts as carrying a label when any message in it has that label. A conversation that gets one of these labels leaves your lists; it is not marked Done.
A label cannot be in both lists: in the second list the labels you already chose in the first are shown greyed with the reason, and the server refuses a save that has the same label in both. A label you chose that has since been deleted shows as "not found" until you remove it. If your labels cannot be loaded, the window says why and offers Try again.
Example: pick your Clients label under Only these labels, and a client asking about a delivery date appears in your Inbox next to the ClickUp task that decides the answer, while the rest of your inbox stays out. Add a Receipts label under Never show these labels, and a supplier's invoice never lands between that client's email and the task.
Notification emails
Many tools tell you about their own changes by email. When the item an email is about is already in your lists, Binee leaves that email out so you see the news once. Example: ClickUp emails you that "Ship the Acme launch deck" changed. If that task is in your Inbox, the email about it is hidden. If that task is not in your lists (it is in a workspace you did not connect, a list you excluded, or it is not assigned to you), the email stays, because it is the only place you see it. Dana's own email asking whether the launch still ships Friday is never hidden.
Binee hides an email only when all of these are true: it comes from a known notification sender of that tool (for example ClickUp task notices and Google Calendar event notices); the email is proven to come from that sender, not just labelled with its name; the task or event it names is already in your lists, matched on its full title (when the match is not exact, the email stays); every message in that conversation since your last reply is such a notification (one message from a person keeps the whole conversation visible); and the connection that holds the item is working right now (any one of several accounts is enough; a paused, disconnected, failing or out-of-date account holds nothing, so its emails come back). A reply or message from a person is never hidden, neither is an email you starred or flagged. A meeting invitation in Outlook is hidden only when the same event is already on the same account's calendar list, and an invitation whose event is not there stays.
Hidden emails come back by themselves: when the tool stops working or is paused, the conversations are checked again at that mailbox's next sync (Gmail changes show within about 15 minutes, Outlook email is rechecked every 10), and a notification whose task arrives a few minutes later is hidden at the next check once the task is in your lists.
Binee never hides this silently. The status line under the page title names the count, for example "Work from your connected tools · 12 notification email threads hidden"; open it to see which account and why ("Gmail (Work): 12 notification email threads are hidden because ClickUp already shows them") and a link to Manage connections. The count is conversations, not individual messages. To see them anyway, open that account's What Binee watches window and turn on Show notification emails anyway (off by default), then Save. Gmail calendar invitations from other people are not recognised yet and stay in your list.
Binee keeps only a small index of each item (its name, link, dates, status in the tool and why it is here), never email bodies, task descriptions, comments or meeting guests (those sit in a separate encrypted working copy, described under Privacy controls), and nothing in it is shown to anyone but you. It follows your tools on its own: task changes usually show within a minute or two (ClickUp tells Binee when a task changes) and every task is rechecked about every 15 minutes, Gmail changes show within about 15 minutes, Outlook email is rechecked every 10 minutes and your calendars every 5. When a task is closed in its tool, you answer an email, or a meeting ends, the item leaves your active work by itself. The index holds up to 300 items for each of ClickUp, Clio Manage and Odoo, and up to 200 items for each of Gmail, Outlook mail, Google Calendar, Outlook Calendar and Clio Grow; if more match your rules, the page says how many are left out and they are added as room frees up. Narrowing what Binee watches keeps the list complete.
Provider sync timing, queued background work and limits can delay an update: this is not an instant copy of every change in a source tool. The pages check for changes about once a minute while visible and online, and do not call a tool or spend credits when they do.
The information buttons on Home, Inbox and All Work explain how each view works. The item pane that opens from any row is described on the Work items and actions page.