Use case · Architecture firms

How Alex runs an architecture studio's inbox with Pidgy.

Alex leads a 9-person studio. Clients, contractors, engineers and permits all coordinate through one inbox. This is how Pidgy flies for him.

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Works with Gmail & Outlook Data stays in the EU
Assistant to
Alex Pidgy, the AI email assistant, holding a task list
pidgy · Alex's project overview
🔍  Search clients… All clients Waiting on client
Villa Hoge Duin · design · sign-off
Design sign-off
Client approval · nudge ready
Kade 11 offices · permit
Permit filed
City deadline Fri
Bakkerij Marek · site phase
On site
Waiting on engineer
Studio loft · delivered
Delivered
Handover ✓
8 projects · 3 waiting on decisions · 2 site visits this week

Where projects slip.

5h

Chasing decisions & deliverables

Every week. Client sign-offs, engineer calculations, contractor confirmations: the project waits while the inbox negotiates.

A real Friday email"Hi Marta, friendly reminder nr. 3: we still need your sign-off on the facade design to file the permit…"
25

Open items found on day one

RFIs, selections, permit conditions: coordination living in threads across the studio's inboxes.

Buried in a thread"…the contractor also asks if the window detail on sheet A-402 is final."
2h

Sunday project triage

Rebuilding what every project waits on before Monday's studio meeting.

Alex, before Pidgy"Projects didn't slip on site. They slipped between emails."
Clients · contractors · permits

Pidgy, on the project.

01 · per project

Every project, every ball in the air.

All projects in one list with phase and next action: which design waits on client sign-off, which site waits on the engineer, which permit is with the city.

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Projects
Villa Hoge Duin · design
4 docs · 12 emails · 3 open tasks
64%
Bakkerij Marek · site
2 docs · 7 emails · 1 open task
38%
Kade 11 · permit
6 docs · 4 emails · 2 open tasks
82%
Studio loft · delivered
8 docs · 23 emails · all done
100%
02 · automatic

RFIs & requests become tasks.

The contractor's question from the site, buried in a thread, becomes a task with a deadline, delegated to the project architect in one click. Site delays stop starting in the inbox.

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Inbox
SL
Marta Osei
2 min ago
Re: Villa Hoge Duin, facade design

Hi Alex, we love the revision. We'll give final sign-off by May 2nd.

Could you send the material selections? High priority.

Priority detected. Tasks ranked & delegated.
Today, by priority
Send material selections · Villa
TodayFrom email
File the permit set · Villa
Due May 2Delegated · Nadia
Answer RFI sheet A-402 · Bakkerij
Due Apr 30
Prep the site visit notes
Due May 5
2 to-dos created · 1 auto-delegated
03 · decisions on time

Approvals chased for you.

Client sign-offs and consultant deliverables that went quiet, each with a nudge drafted in Alex's voice. Design phases end when decisions land, so the decisions get chased.

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Waiting on others 3 waiting
MO
Re: Facade sign-off
Marta Osei · waiting 6 days
6d
BI
Re: Structural calculations
Ben Ito · waiting 9 days
9d
LM
Re: Kitchen selections
Livia Marsh · waiting 3 days
3d
Pidgy drafted a follow-up
Hi Marta, quick nudge from our side: we're still waiting on your facade sign-off to file the permit. You can approve via your secure link. Happy to walk through the revision.
Follow-up sent
04 · clients love this

Selections via magic link.

The client gets one secure link: drawings to approve, material selections to confirm, documents to deliver, deadlines visible. Decision rounds stop leaking weeks.

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In your client's inbox
PO
Alex's studio via Pidgy
to m.osei@gmail.com
Mon 09:01
3 decisions your project is waiting on
Good morning Marta,
A short list is waiting for you below. Upload in place, no account needed. It takes about two minutes.
↩ Reply↪ Forward
Villa Hoge Duin · your decision list
3 items · shared by Alex's studio
Facade sign-off (open)Upload
Material selectionsUpload
Signed fee proposalReceived ✓
Sign-off received · the permit is filed
05 · studio weeks

Site visits planned, deadlines blocked.

Permit deadlines, site visits and review rounds dragged into the studio calendar. The project timeline lives in the plan, not in reply-chains.

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This week
9101112
Mon
Standup
Tue
Client call
Wed
Review · A-402 detail
Thu
Reading
Fri
Deadline
Today · 4 tasks
✉Review the A-402 detailest. 1 h · due FriReply
✉Counter-sign the engineer contractest. 6 min · due tomorrowSign
✉Pay invoice 2026-0418est. 3 min · due FriPay
+Prep the site visit notesest. 45 min · due MonYou
Wed · 10:00 → 11:00
Duration
Deadline
Fri · May 23
Remind me 15 min before
Added · Wed 10:00, deadline Fri

Alex's first season.

6.5h

per week back, measured over his first two months

25

open coordination items surfaced on day one

0

permit deadlines missed since the list moved to Pidgy

40s

to chase a sign-off that used to take a site meeting

"The studio meeting starts with the plan on screen now, not with reading email aloud."

Alex · architect, 9-person studio · composite of Pidgy's pilot users

Frequently asked questions.

How does Pidgy connect to our email?+
Pidgy connects to Gmail and Outlook with read access. It extracts RFIs, approvals, and deadlines into the project overview. Nothing is sent without your say.
Is project data safe?+
Data stays in the EU and processing is GDPR-compliant. Drawings and documents move through tracked secure links instead of attachment chains.
Does it replace our project management?+
No. Your planning tools keep the build; Pidgy works the inbox layer where decisions, RFIs and documents actually stall.
Do clients and contractors need an account?+
No. Each gets a secure magic link with their own list: drawings to approve, selections to confirm, documents to deliver. No login, nothing to explain on site.
What does it cost?+
Simple monthly pricing per mailbox, announced at launch. We onboard from the waitlist in order, so early joiners fly first.

Want your own prize-winning assistant?

Pidgy onboards from the waitlist, in order. Join now and you're at the front of the loft when the doors open.

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