Best Gmail Add-Ons for Task Management

Your Gmail inbox can be more than just a place for emails - it can help you manage tasks efficiently. By using Gmail add-ons, you can turn emails into actionable tasks, prioritize them, and keep your workflow organized without switching between apps. Here are the top tools to consider:

• Todoist for Gmail: Converts emails into tasks, syncs with Google Calendar, and offers multiple views (list, Kanban, calendar). Free for basic use; premium starts at $4/month.
• Sortd for Gmail: Transforms your inbox into a Kanban board for visual task management. Free version available; premium starts at $12/month.
• Gmelius for Gmail: Ideal for teams, offering shared inboxes, task assignment, and automation. Plans begin at $12/user/month.
• Boomerang for Gmail: Focused on email timing and follow-ups, with features like reminders and inbox pause. Free for basic use; premium starts at $4.99/month.
• MailSweeper: AI-powered email cleanup tool that organizes unimportant emails. Lifetime access starts at $13.

These tools save time, simplify workflows, and help you stay on top of tasks directly from your inbox.

Quick Comparison

Add-On	Key Features	Free Plan	Premium Pricing
Todoist	Email-to-task conversion, syncs with Google Calendar	Yes (basic)	$4/month (individual)
Sortd	Kanban boards, drag-and-drop organization	Yes (basic)	$12/month
Gmelius	Shared inboxes, task assignment, automation	No	$12/user/month
Boomerang	Follow-up reminders, email scheduling	Yes (10 credits)	$4.99/month
MailSweeper	AI email cleanup, scheduled cleanups	No	$13 (lifetime access)

Choose the add-on that best fits your workflow and team needs.

The To-Do List App Made Just for Google Users

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Best Gmail Add-Ons for Task Management

Adding the right tools to your Gmail can make managing tasks a breeze - no need to leave your inbox. These add-ons integrate seamlessly with Gmail, helping you streamline your workflow. Here’s a closer look at some top options:

Todoist for Gmail

Todoist makes turning emails into tasks effortless. With just one click, it converts the email subject into a task title and includes the entire thread for context. You can prioritize tasks, set deadlines, and even sync everything with Google Calendar. The sidebar interface also offers flexibility with list, Kanban, and calendar views, so you can organize tasks in a way that works best for you.

Key features:

• Instantly convert emails into tasks with subject and body extraction
• Add priorities, deadlines, and recurring tasks
• Integrate with Google Calendar for a unified schedule
• Choose from list, board, or calendar views

Pricing:
Todoist offers a free plan for basic task management, while premium options start at $4/month (billed annually). For teams, the Business plan costs $6/month per user, adding collaboration tools.

Plan	Price	Best For	Key Limitations
Free	$0	Individuals with simple needs	Limited to 5 active projects
Premium	$4/month	Advanced individual task management	Single user only
Business	$6/month per user	Teams needing collaboration tools	Requires at least 2 users

Sortd for Gmail

Sortd transforms your inbox into a Kanban-style board, perfect for visual task management. You can create columns like "To-Do", "Follow-Up", and "Later", then drag and drop emails into the right spot. This approach makes prioritizing tasks intuitive and keeps everything visible at a glance. Plus, it syncs across mobile and desktop for seamless use.

Key features:

• Turn your inbox into customizable Kanban boards
• Drag and drop emails to organize tasks
• Create personalized task lists and columns
• Sync across devices for consistent workflows

Pricing:
Sortd’s free version includes basic board functionality, while premium plans start at $12/month, unlocking features like shared boards, task assignments, and priority support.

Feature	Visual Boards (Sortd)	Traditional Lists
Quick prioritization	Drag-and-drop	Manual sorting or tagging
Workflow visibility	View all stages	Sequential task view
Learning curve	Moderate	Minimal
Best for	Visual thinkers	Traditional list users

Gmelius for Gmail

Gmelius turns Gmail into a collaborative workspace, ideal for team-based task management. It allows teams to share inboxes, assign tasks, and track progress using shared labels and Kanban boards. Built-in automation features can route emails, assign tasks, or send follow-ups automatically, streamlining communication and reducing confusion.

Key features:

• Shared inboxes for team collaboration
• Kanban boards to track workflows visually
• Automation tools for email routing and task assignment
• Shared labels for organized teamwork

Pricing:
Plans start at $12/month per user for basic collaboration, with advanced options at $24/month per user for features like analytics and integrations.

Team Size	Recommended Plan	Key Features Needed	Monthly Cost
2–5 users	Basic	Shared inbox, basic boards	$12/user
6–15 users	Pro	Automation, analytics, integrations	$24/user
16+ users	Enterprise	Advanced security, dedicated support	Custom pricing

Boomerang for Gmail

Boomerang is perfect for managing email timing and follow-ups. Its standout feature is the follow-up reminder, which brings emails back to your attention if no response is received. You can also schedule emails to send later and pause your inbox to focus on tasks without distractions.

Key features:

• Follow-up reminders for unanswered emails
• Schedule emails to send at optimal times
• Pause inbox to minimize interruptions
• Track responses and get read receipts

Pricing:
Boomerang’s free plan includes 10 message credits per month. For unlimited credits, personal plans start at $4.99/month, while professional plans with advanced features cost $14.99/month.

Reminder Type	How It Works	Best Use Case	Limitations
No reply	Resurfaces emails without response	Sales follow-ups, client emails	Manual setup for each email
Time-based	Returns email to inbox at set time	Deferred tasks, future needs	Can clutter inbox if overused
Conditional	Triggers based on recipient actions	High-stakes negotiations	Only in professional plan

MailSweeper for Task Optimization

MailSweeper focuses on clearing out email clutter, so you can focus on important tasks. Using AI, it identifies unimportant emails and moves them to a "Dustpan" label. Starred or flagged emails stay untouched, and you can schedule automatic cleanups every 30 or 90 days. With a one-time payment for lifetime access, it’s a great option for keeping your inbox tidy long-term.

Key features:

• AI-powered email sorting and cleanup
• Routes unimportant emails to "The Dustpan"
• Customizable cleanup schedules (30 or 90 days)
• Excludes priority and starred emails
• One-time payment for lifetime access

Pricing:
MailSweeper offers three lifetime payment options:

Plan	One-Time Price	Lifetime Value	Best For
Very Early Bird	$13	Unlimited cleaning forever	Early adopters (limited slots)
Early Bird	$16	Unlimited cleaning forever	Budget-conscious users
Personal	$20	Unlimited cleaning forever	Long-term inbox organization

How to Choose the Right Gmail Add-On

Picking the right Gmail add-on can make a big difference in how efficiently you manage your inbox. Start by looking for tools that align with your workflow. For example, Todoist or Boomerang can help you turn emails into tasks quickly, keeping your inbox organized. If you're working with a team, consider add-ons that offer shared inboxes and collaboration features, so everyone can work from the same account and track progress together.

Make sure the add-on integrates well with tools you already use, such as Slack, Google Calendar, or your CRM. You can confirm compatibility by checking the Google Workspace Marketplace.

Pay close attention to the permissions add-ons request. They should only ask for access that's absolutely necessary. It’s worth noting that the average office worker deals with roughly 121 emails every day, and by 2026, daily email traffic is expected to hit 392.5 billion messages. With such high email volumes, the right tools can save you a lot of time.

To avoid slowing down Gmail or overcomplicating your workflow, start with just one or two add-ons. Keep in mind that browser extensions usually only work on desktop, while official Gmail add-ons function on both web and mobile platforms.

Finally, make it a habit to review and remove any add-ons you no longer use. This helps maintain performance and protects your data. Whether you’re looking for Kanban boards, automated follow-ups, or tools to declutter your inbox, the best add-on will depend on your workflow, team size, and specific challenges.

Conclusion

Gmail add-ons can simplify your inbox and turn email management into a smoother, more efficient process. By saving over 4 hours each week, they free up time for you to focus on what matters most.

The add-ons mentioned earlier tackle specific workflow challenges, but the real trick is choosing the ones that fit your needs without overcomplicating things.

Keeping your inbox organized is just as critical as handling tasks effectively. Every unprocessed email can drain your mental energy by creating an open loop that lingers in your mind. Tools like MailSweeper, with its clever "Dustpan" feature that automatically clears out unimportant emails, are game-changers for reducing clutter and cutting down on decision fatigue.

FAQs

Do Gmail add-ons work on mobile, too?

Yes, Gmail add-ons work on mobile devices, allowing you to handle tasks like adding reminders and creating tasks directly in the Gmail app. That said, their functionality on mobile is somewhat limited compared to the desktop version. For example, while you can add tasks, managing entire task lists may require using the web version. Additionally, Google Workspace add-ons are designed to function smoothly across both desktop and mobile platforms.

What permissions should a Gmail add-on need?

Gmail add-ons often need permissions to interact with your emails, such as reading, sending, or modifying them. They might also require access to your calendar, contacts, or files, especially if their features go beyond managing emails. When you install these add-ons, permissions are granted, and trustworthy ones typically use encrypted, read-only access. This ensures your privacy is protected and prevents any unauthorized changes.

How do I avoid slowing down Gmail with add-ons?

To ensure Gmail works seamlessly with add-ons, stick to only the essential extensions and keep their number to a minimum. Having too many active add-ons can lead to conflicts and slow down performance. Make it a habit to disable or remove any add-ons you no longer use.

On top of that, regularly clearing your browser cache can help Gmail run more efficiently. Managing your Gmail labels and filters wisely also plays a big role in keeping things organized and responsive. By following these steps, you can enjoy a smoother Gmail experience while making the most of the add-ons you truly need.