How to Automatically Route Guide “Availability Request” Emails into a Gmail folder for better organization and easy reveiw
Until we roll out a built-in filtering feature, you can use Gmail’s filters to archive availability-request notifications and send them straight to a dedicated label. Follow these steps:
1. Create a “Availability Requests” Label
In Gmail (desktop), scroll down the left sidebar and click More.
Click Create new label.
Name it:
Availability Requests
4. Click Create.
2. Create a Gmail Filter for Availability Submissions
In Gmail’s search bar at the top, click the Show search options icon (⚙️).
In the dropdown:
From: notifications@guide.co
(or the sender address your Guide emails come from)
Subject: [subject line of your availability request email template]
Note: this must match your subject line exactly
Click Create filter.
3. Configure Filter Actions
In the next dialog, select:
Skip the Inbox (Archive it)
Apply the label: choose Availability Requests
(Optional) Check Also apply filter to matching conversations to immediately move existing emails.
Click Create filter.
4. Test Your Filter
Have a candidate submit availability (or send yourself a test email matching the criteria).
Confirm it no longer lands in your Inbox but appears under Labels → Availability Requests.
5. Manage & Edit Your Filter
Add your filter to your Gmail sidebar for easy access
To adjust criteria or actions, go to Settings (⚙️) → See all settings → Filters and Blocked Addresses, then click Edit next to your filter.
Tips & Troubleshooting
Mobile Gmail: Gmail’s app doesn’t support filter creation—you’ll need to configure filters on a desktop browser.
Refining Criteria: If you see non-availability emails getting filtered, tweak your Subject or add specific body keywords in the “Has the words” field.
Removing a Filter: In Settings → Filters, click Delete next to the filter.
By following this workaround, your availability-request emails will skip your Inbox and live in one place—letting you focus on urgent messages and candidate questions without clutter.