Workflow
Nothing diesquietly in your inbox.
AIVA watches the threads you care about, notices when one goes quiet, and drafts the nudge before the deal, the intro, or the answer slips through the cracks. You approve; it sends.
Say it once“Who am I waiting on — and who’s waiting on me?”
The problem
The ball is in someone’s court — but whose?
A thread goes three days without a reply. A promising intro never got a response. You said you’d circle back and didn’t. None of it is on a list anywhere, so the only thing standing between a stalled thread and a lost opportunity is whether you happen to remember it in time.
How it works
Set it up once. It just keeps happening.
Connect your mail
Link Gmail or any SMTP/IMAP account. AIVA reads full threads — headers, context, and history — to understand what’s actually open.
Ask for a sweep
Say “Who am I waiting on a reply from that I should nudge?” or set it on a schedule. AIVA scans recent threads for ones that have gone quiet and promises you made that are still open.
Review what surfaced
AIVA hands you a short list: threads where the other side went dark, threads where you’re the one who owes a reply, and commitments approaching their deadline.
Approve the nudges
For each, AIVA drafts a follow-up in your voice and queues it in Messages. Skim, edit if you like, approve — and AIVA tracks the next round automatically.
What AIVA does
The work, handled.
Spot the stalled threads
AIVA notices when a conversation you care about has gone quiet and flags it before it goes stale — not weeks later when it’s awkward.
Tell you who owes whom
It separates threads where you’re waiting on a reply from threads where the other side is waiting on you, so you know exactly where to push.
Draft the nudge in your voice
A warm, specific follow-up — referencing the actual thread, not a generic “just checking in” — queued for your review.
Sweep promises you made
“I’ll send the deck Friday” buried in an email becomes a tracked open loop, surfaced before the date you gave.
Keep the timing honest
AIVA waits a sensible interval before nudging and never double-sends — so you stay persistent without being a pest.
What changes
What it’s like once AIVA runs this.
Stalled threads, surfaced
AIVA watches the conversations you care about and notices when one goes quiet — before it goes stale and awkward, not weeks later.
- Quiet threads caught early
- Sorted by who owes the next move
- Nothing left to die in the inbox
Swept
- Scanned 6 weeks of threads
- 4 have gone quiet
- Nudges drafted for each
You stay the sender
AIVA writes the follow-up — specific to the actual thread, in your voice — and holds it. One tap to send, edit, or skip. Nothing goes out unseen.
- Drafts held for your review
- One tap to approve or edit
- No message ever auto-sends
Approval needed
AIVA drafted a nudge to Acme about the proposal. Send it?
It remembers who owes whom
Across every inbox, AIVA tracks the state of each thread — who replied, who didn’t, what you promised — so you always know exactly where to push.
- Thread state tracked across inboxes
- Promises you made, surfaced
- Re-nudges if it stalls again
Tracking
Set it up by saying
Just say it in plain language.
Who am I waiting on a reply from that I should nudge?
Sweep my inbox for threads that have gone quiet in the last week and draft follow-ups.
Did I promise anyone anything by email this week that I haven’t delivered?
Every Monday at 9, find stalled threads with customers and draft nudges for me to approve.
The apps it uses
Built on the tools you already have.
Connected app
AIVA for Gmail
AIVA reads the threads that matter, drafts replies in your voice, tracks the promises buried in your email, and follows up so nothing quietly dies in your inbox. It only sends after you say so.
Connected app
AIVA for Email
Not on Gmail? Connect any provider over SMTP/IMAP — Fastmail, Migadu, ProtonMail bridge, self-hosted — and AIVA reads, drafts, and sends with the same approval-first care. It can even run its own mailbox on your behalf.
Built-in app
AIVA for Contacts
AIVA builds a deduplicated contact book from your email, calendar, Slack, and GitHub — with relationship context, identities across channels, and the history that makes “when did I last talk to Sam?” a one-line answer.
Permission model
You stay in control of every consequential action.
Read-only work happens silently. Anything that changes the world waits for your approval — and destructive actions always ask prominently.
Without your approval, AIVA won’t
No surprises.
These never happen on their own. AIVA drafts and asks; you decide.
- Send any follow-up or reply
- Schedule a send for later
- Message a contact you didn’t intend to reach
Local-first notes
Your data, on your machine.
AIVA reads your mail through a revocable OAuth token (or your own IMAP credentials), stored encrypted on your Mac.
In Local mode, threads are read on-device and queried on demand — never bulk-uploaded anywhere.
Disconnect any time from Settings → Apps and AIVA’s access stops immediately.
FAQ
Good questions to ask.
How does AIVA know a thread “matters”?
From context and your guidance — who it’s with, whether you replied before, how you’ve described the relationship. You can tell it to focus on customers, investors, or candidates and ignore the rest.
Will it send follow-ups automatically?
Only if you explicitly set that up, and even then it drafts first. By default every nudge waits in Messages for your approval before it goes out.
How is this different from Promise Tracker?
Follow-Up Sweep watches threads that went quiet and gets them moving again. Promise Tracker captures commitments — yours and others’ — and reminds you before they slip. They work well together.
Can I run it on a schedule?
Yes. Many people run a sweep every Monday morning or Friday afternoon. Say when, and AIVA handles the rest, surfacing only what needs a nudge.
Related workflows
AIVA works better together.
Workflow
Promise Tracker
The commitments you make in passing — in email, in Slack, mid-conversation — become open loops AIVA holds for you, and reminds you about before they go stale. Nothing you said you’d do quietly disappears.
Workflow
Quiet Inbox Triage
Say the word and AIVA reads your unread mail, tells you who it’s from and what it’s about in a line each, flags what genuinely needs you, and drafts the replies that can be handled — holding every one for your approval.
Workflow
Daily Context Restore
Every morning, AIVA reads what happened overnight across your email, calendar, Slack, and GitHub, and hands you one short, ranked brief — the few things that actually need you, before you’ve opened a single tab.
Get started
Let AIVA run Follow-Up Sweep for you.
Create your account on the web — it carries straight into the Mac app.