Routing emails and meetings to projects

Once your email, calendar and notetaker are connected, the question becomes where should each thing go? Ambital routes with per-project rules, and two Settings pages show every rule in one place: Settings → Email Routing and Settings → Meeting Routing.

The routing rules

Each project can carry rules for meetings and for email — kept separate, so you can route them differently if you need to:

• Domain rules — "anything involving @acme.co.uk belongs here." For meetings this matches attendee addresses; for email, the people on the thread. Usually the only rule you need: one client, one domain, one project.
• Title / subject keywords — for the cases a domain can't split, such as two projects with the same client: "meetings titled Phase 2 go to the Phase 2 project."
• Exclusions — inverse rules that stop a match: exclude a domain or keyword and matching items won't auto-link, even if another rule would catch them.
• Email label filters — only sync messages carrying certain labels, or drop messages carrying others, so your mail app's own organisation can drive what reaches Ambital.
• Catch-all (email only) — for a dedicated project mailbox, sync all mail pulls everything from that explicitly-linked account into the project.

What happens without a match

• A meeting that matches no rule falls back to the calendar account's linked project — so an account used mostly for one client routes sensibly by default. Still no match, and nobody from outside your organisation on the meeting? It goes to the default project set at the top of Settings → Meeting Routing (most people point this at their internal Business project). A client meeting that matches nothing stays unassigned on purpose — the fix is a rule on that client's project, not a default.
• An email that matches no rule stays out of your projects entirely.

Recurring meetings: rules beat guessing

For a recurring series, set the series rule once — "this weekly call belongs to Project X" — from the Calendar's series panel. A series rule outranks the heuristics for every past and future occurrence, which is why it's the first thing to set when a recurring call mis-files.

Notetaker transcripts

Transcripts from your connected notetaker follow their meeting: when the meeting is routed to a project, its notes land there too. Ambital checks the notetaker every hour (just after the calendar sync, so the transcript finds its already-routed meeting) and again whenever you open Meeting Notes. Anything the rules can't place waits on the Meeting Notes page for a manual assign — or a dismiss, for meetings that don't belong in Ambital at all.

Desktop recordings have no attendees. A notetaker recording started from the desktop app or a browser tab, rather than the bot joining from the invite, arrives with no attendee list and a title like "Google Chrome" or "Zoom". Domain rules can't see anything to match, so give client projects a few title keywords as well (the client's name, the project's name, a product) — those route desktop recordings too. Anything internal lands on the default project.

Two recordings of one meeting (the bot and the desktop app both running) are recognised as duplicates: the second transcript is filed under Dismissed on Meeting Notes rather than becoming a second meeting, and if the app-titled one arrived first the real title takes over.

Fixing a mis-file

1. Open Settings → Email Routing or Meeting Routing — every project's rules on one screen, editable in place.
2. Adjust the rule (or add an exclusion for the false positive).
3. For meetings, run a scan from the same page to re-route what's already synced under the new rules.

Tip: start with one domain rule per client project and add keywords only when something actually mis-files. Routing that mirrors reality needs very few rules; routing that anticipates every case needs constant gardening.