How labels work

Note: Your Algominds team typically sets up a starter set of labels during onboarding. You can apply and tweak labels from the inbox at any time. If you want new labels added or the structure changed, hit the Ask Algominds button.

What labels are (and why they matter)

Labels categorise replies by intent, sentiment, or the action needed.

They're your context layer.

Labels don't move messages between lists and don't trigger actions on their own — but they power everything else: filters, views, and follow-up sequences.

When used consistently, labels let your team:

• Understand intent at a glance
• Build powerful filters
• Prioritise replies
• Separate signal from noise
• Keep the inbox clean and actionable

What labels can do

• Tag conversations with intent (Interested, Follow-up, Not interested, etc.)
• Identify message context visually using colours
• Combine with filters to decide what shows where
• Keep the team consistent

What labels can't do

• Send replies automatically
• Move messages between lists
• Replace pipeline stages
• Make decisions on their own

Labels give context — not decisions. Pair them with filters and sequences to actually drive action.

How to create a label

1. From the left menu, click Labels. This is where you manage every label in your workspace.
2. Click Create label in the top right.
3. Enter a clear, descriptive label name — Interested, Follow-up, Client question.
4. Pick a sentiment: Positive, Neutral, or Negative.
5. Pick a colour. Use consistent colours for similar intents (green for positive, yellow for neutral, red for negative) — it makes scanning much faster.
6. Click Create label.

The new label is now available to tag conversations and power filters.

Sentiments, explained

Positive The reply shows interest, engagement, or forward movement. Use for buying intent, demo requests, call confirmations, warm responses. Common labels: Interested, Booked call, Warm lead. Action: reply now. Prioritise.

Neutral The reply is informational or unclear — not a yes, not a no. Use for clarification requests, polite non-committal replies, follow-up-later notes. Common labels: Follow-up, Needs info, Not now. Action: reply later, set a reminder.

Negative The reply closes the loop. Use for rejections, opt-outs, unsubscribes, irrelevant messages. Common labels: Not interested, Do not contact, Unsubscribe. Action: no reply needed — archive or exclude from workflows.

Sentiment works with filters, not alone. Common setup:

• Positive → Reply now view
• Neutral → Follow up later view
• Negative → No action needed view

Obligations: which labels require a reply

Once a label exists, you'll see an Obligations toggle on the right. This tells the system which labels require a response.

When obligations are turned on, the team can:

• See exactly what needs a reply
• Cleanly separate "must reply" from "no action needed"
• Stay aligned across the inbox

Labels that usually require a reply

• Interested — prospect shows buying intent
• Requested demo — explicit demo ask
• Pricing request — asking about cost or plans
• Booked call — meeting confirmation or scheduling
• Client question — active client support
• Follow-up — prospect asked to reconnect later

These belong in Reply now and Follow-up views.

Labels that don't require a reply

• Not interested — clear rejection
• Unsubscribe — opt-out
• Spam / Noise — irrelevant
• Warmup — inbox warmup emails
• Internal / FYI — informational only

These can be archived, ignored, or excluded from workflows.

Edit or delete a label

• Click the three dots (⋯) next to the label
• Update the name, colour, sentiment, or obligation
• Or delete it if it's no longer used

Edit and apply labels straight from the inbox

You don't need to leave the inbox to manage labels — you can apply, edit, or create them while you're inside a conversation.

Apply an existing label

1. Open a conversation from the inbox.
2. Click Label in the message actions.
3. Pick a label from the list — it's applied instantly.

Edit a label from the inbox

1. Click Label in the inbox.
2. Hover the label you want to update.
3. Click the three dots (⋯) next to the name.
4. Edit the name and/or colour.
5. Save — the change applies everywhere the label is used.

Best practices

Do

• Keep labels simple and intent-based
• Use consistent naming across the team
• Review and clean up unused labels regularly
• Start with a small core set before expanding

Don't

• Use labels as pipeline stages (that's what lists are for)
• Create near-duplicates with similar meanings
• Over-label every message
• Change the meaning of an existing label

A solid starter set: Interested, Follow-up, Not interested, Client question, Internal / FYI, Warmup / Noise. Build from there once the team is in the habit.