7 reasons freelancers choose Fleep over Gmail

Fleep over Gmail

Gmail has long been the email platform of choice for the self-employed – but increasingly, freelancers are looking for communication tools that help to organize their time and boost their productivity, too.

Here are the seven main reasons why freelancers choose Fleep over Gmail…

Fleep over Gmail1. You can organize conversations by client

A major frustration for freelancers is keeping on top of different projects for different clients. It can be hard to focus on one thing when updates about other projects pop up in between!

Gmail does allow users to manually organize their contacts and conversations – but not only is this time consuming, it’s prone to bugs that can undo weeks of work.

Fleep, on the other hand, is set up around a “conversation” structure that automatically pulls together all incoming messages and emails from a particular contact.

What’s more, you can use a drop-down system to give conversations an instant, specific label to help you stay organised.

Fleep over Gmail2. Everything’s in one place

Freelancers have to be communication ninjas, able to tap into different clients’ systems of choice.

Fleep allows you to link up to other email addresses, Gmail-style, but you can also use webhooks to pull in selected updates from GitHub, Bitbucket, JIRA and others.

Plus, very soon you’ll be able to access files in Dropbox and Google Drive, making it even easier to keep track of shared projects and documents.

Fleep over Gmail3. It’s easy to add new team members

The trouble with conventional email systems such as Gmail is that every time you brief a new addition to the team, you have to forward all the old email threads for them to trawl through.

If team members reply over the top of each other, rather than to the last email in the chain, this can wreak havoc!

Fleep turns email into a “chat” setup, so that all messages in a conversation are stored together, in order, rather than branching off in their own direction. When you add someone to the conversation, they just scroll back through to check what they’ve missed.

Fleep over Gmail4. You can make calls right from the app

One of the things that makes Fleep so attractive to dispersed teams is that it lets them make phone and video calls directly through the app using its Google Hangouts integration.

Even better, this can be used as a conference call system for group conversations, with members just clicking “join” to drop in when they’re ready.

Fleep over Gmail5. You can find things quickly

We’ve all suffered the tearing-out-you-hair frustration of searching through hundreds of emails, trying to find the one with the right attachment. For freelancers working offsite, this can be a nightmare.

Fleep tackles this with the “file drawer” feature, which shows all the files that have been sent at any point during the conversation on a handy side tab.

Fleep over Gmail6. It supercharges productivity

Time is money, and even more so when you’re a freelancer and don’t get paid for any time you waste at work!

Checking endless, unwanted emails are a major productivity killer. While email systems such as Gmail have tools to cut down spam and categorize mail, they can only go so far.

With Fleep, freelancers have their conversations organised automatically – and they can hit the “snooze” or “mute” button any that they don’t want to be sidetracked by right now.

What’s more, if project chats do start going off piste (hey, it happens), there’s a “pinbar” next to each thread to highlight just most essential updates, tasks and notes.

Fleep over Gmail7. It does all the things Gmail does – and more

Fleep offers full Gmail integration, so you can pick up your messages and reply from inside the Fleep app, either with your Gmail address or with your Fleep ID.

This means that freelancers using Gmail don’t have to make the full switch until they’re totally confident they can do all the things Gmail does inside the Fleep system – and have tapped into the amazing features that Gmail doesn’t offer!

Got a question about a specific feature, or want to make sure that Fleep has the right tools for you?

Take a look at our features page or get in touch with us directly – we’d love to hear from you!

Marek Sanders, copywriter


This is a guest blog post written by Marek Sanders, who is a copywriter, productivity enthusiast and a Fleep evangelist.


Chat for teams

Fleep User Story: Kodasema

Fleep User Stories is a series of blogposts that highlights the cool people, teams and companies that use Fleep in their daily business.

A company called Kodasema is on a mission is to find a better way to build houses – a way that creates space, time and energy instead of wasting these valuable resources. Recently, their first prototype house KODA got a warm welcome at the Tallinn Architecture Biennale and at the Design Night Festival.


The KODA house prototype.

The core team of Kodasema is just under 20 people and they work closely with a group of 40-50 partners and advisors, from academic and practical backgrounds. And by “work closely”, we mean that they are fleeping away… Here’s the Kodasema Fleep User Story, in the words of Taavi Jakobson, co-founder of Kodasema:

Taavi Jakobson

Taavi Jakobson (co-founder of Kodasema)

How did you find out about Fleep?

Several of my business partners and friends recommended trying Fleep for group communication, almost simultaneously – I can’t actually recall who was the first one.

What are you using Fleep for?

The creation of KODA has required a lot of brainstorming, co-invention and combining fresh ideas. To do this, we needed to get various people to cooperate – architects and designers, electrical and HVAC engineers, furniture and device manufacturers.

Instead of the traditional waterfall project management method, we needed to get them all in one room, but facilitating this information exchange in a physical space would have been unnecessarily time-consuming and not very efficient at all. So, we created the necessary rooms in Fleep conversations.

“We use Fleep conversations as ‘big rooms’ that are time- and space-independent.”

IMG_5254The conversations are on different subjects and/or consist of different subgroups of people.

Some include only members of our team, for structuring data and workflow within Kodasema. Other conversations also include our partners and advisors – they are engaged in conversations on topics relevant to them (e.g. architecture and interior design, energy systems, engineering, etc). So, the structure of the conversations follows easily, with some harmless overlaps.

What do you like about Fleep?

The simplicity of structuring and retrieving information – between (sub)groups and fields.

Who would you recommend Fleep to?

We actually recommend Fleep to all of our partners and advisors. With a few exceptions, Fleep is really the only way we communicate with them. ;)

Thank you for sharing the Kodasema Fleep Story, Taavi! You can find all featured user stories under the Fleep User Stories category. Make sure you also follow Fleep on Twitter (#fleepstories) and Facebook to keep an eye on our news and updates!

Chat for teams

The Fleep Top 3: Our Pick of the Hottest New Gadgets for Freelancers

gadgets for freelancers

Need an excuse to splash out on some swanky new tech? How about: But I need it for my job!

As freelancers, you never truly clock off from work – and anything that can make your life and projects run more smoothly and effectively is virtually gold dust. Here’s our pick of the three most exciting gadgets for freelancers, which promise to do just that.

The All-Rounder: The LG G4

When you’re a one man band, you have to be very good at playing all the parts.

For a freelancer, that typically involves running every part of your business on the move, from your phone, and making use of the best mobile tools to streamline operations.

And, of course, when your smartphone is the main channel for all these overlapping workflows, picking the right one for you is essential. While iPhones and Samsung Galaxies remain popular choices, the very best smartphone of 2015 for freelancers might just be the LG G4.

gadgets for freelancersWith its huge, seriously high definition screen and intuitive keyboard, it’s great for writing notes, emails, messages and updates, checking proofs, editing images and generally getting your work done remotely.

It comes with Google Office pre-loaded and 100GB of Google Drive storage space that’s free for two years, helping you to tap into key cloud services for team collaborating and project management.

It’s fast and responsive, thanks to a top-of-the-range processor and a shortcut for waking it up when locked, and comes with expandable (on top of its 32GB internal) storage, fingerprint security and wireless charging.

Plus, it looks great, has a built-in 4K camera and clever image stablisation tools for high quality, gorgeous photos, and offers a “Smart Tips” feature to help you to stay productive while clearing out the junk you never use – keeping your phone (and you) a slick, lean, high-performing machine.

The Practical Lifesaver: LinearFlux Lithiumcard Pro

Having your phone, tablet or other devices die on you when you’re out and about can be a disaster, especially when you’re working remotely or need to be reachable from wherever you are.

gadgets for freelancersLuckily, a wave of great new portable chargers is helping to knock the problem on the head once and for all, and the LinearFlux LithiumCard Pro is one of the lightest, trimmest, sleekest variations on the theme.

Roughly the size of a credit card, the LithiumCard nonetheless has the capacity to fully recharge your smartphone (at a rate of around 1% per minute) and can even be used to back up your data.

Store it in your bag or even your wallet to ward off any project-wrecking, communication-breakdown crises while you’re out and about… just don’t forget to charge it first!

The Fun One: GoPro Hero4 Black

Everyone loves a GoPro. They’re cool, they’re sexy and they have a way of making even your most mundane stunts feel worthy of Tony Hawks.

And, of course, they take tremendous shots.

gadgets for freelancersWhen you’re freelancing, particularly in fields like media, technology and design, self-promotion is key, but creating a steady stream of great, gripping content for your website and social media channels is a constant challenge.

Even more so when you have to be able to create it quickly, on a tiny budget – and on your own.

As the ultimate self-shooting device, with a bit of thought a GoPro can help you take stunning, creative and engaging videos and images, in a short time frame and often with very little video production expertise.

Plus, it can cope with just about any terrain or treatment, is wifi enabled for quick upload or transfer, and is so much fun that you won’t want to put it down. So no more excuses for sub-standard content!

Marek Sanders, copywriter


This is a guest blog post written by Marek Sanders, who is a copywriter, productivity enthusiast and a Fleep evangelist.


Chat for teams

What if you never had to check your email again?

check your email

How much of your working day do you think you spend trawling through your emails? A fifth? A quarter?


In fact, the average office worker spends a whopping 28% of their time – nearly a third of their working life – just dealing with email, according to this report by McKinsey.

All this time spent checking email goes way beyond being an annoying distraction. As Ian M. Paul pointed out in a study published last year by Penn State University, the cumulative effect of email overload can actually be very costly in wasted time.

Plus, given that most of us check our emails on our smartphones around the clock, it’s not just our work time we’re wasting. It’s our personal time, too.

As Kevin Holesh, creator of the Moments app that helps people track time spent on their phones, explains, most of us seriously underestimate the amount of time we spend on emails and social media. When they began trialling the app, says Holesh, both he and his fiancée were shocked to discover that they typically spent twice as long on their phones each day than they thought.

It’s pretty clear that emails are bad for our productivity. 

So how can we cut down the amount of time we spend checking them?

Part of the problem is that many of us use our emails as a legitimate way to procrastinate.

check your emailIdly scrolling through Instragram or watching YouTube videos of cute micropigs getting stuck on the stairs is an obvious break from what we’re supposed to be doing. We feel guilty for using our time in this way and if we’re busy, we usually try our best to cut it out.

Emails, on the other hand, are part of our job. Because of this, we can keep jumping back to them all day long while telling ourselves that we’re really hard at work.

“For the first few days my fingers felt almost twitchy when I couldn’t look at my inbox for hours at a time,” writes the author Laura Vanderkam in an article for Fast Company about trying to limit the time she spends on email.

“Every time I encountered a tricky spot in a chapter I was writing, I started moving my cursor toward the Firefox icon on the bottom of my screen. I caught myself but it was still interesting to see that checking email is how I cope with creative roadblocks, stress, and boredom.”

But, she says, forcing herself to step back from her inbox meant that she could stay deeply focused on her work for longer and, as a result, got loads more done.

Of course, the biggest problem with constantly checking our email isn’t even that it breaks up the task in hand. It’s that we could well be breaking up a task for no good reason at all.

“We all love to complain about our inboxes, but this is because we don’t want to read most things that are in there,” says Vanderkam. The messages are irrelevant, or we have to deal with messages we don’t want to deal with.”

check your emailFinding a way to screen out all the unnecessary or unwanted communication is the first step in cutting down the amount of time lost to checking our messages – and boosting our productivity as a result.

Fleep does this by replacing email with a conversation system and letting you “snooze” or “mute” conversations that you don’t need to monitor right now – cutting out much of the distracting noise that makes email such a productivity drain.

What would you do if you never had to check your email inbox again? 

However you opt to make use of the extra time, breaking out of the inbox cage can give your productivity a huge boost and bring far more freedom to your workplace and your general life.

Perhaps you’d take on more clients, improve your turnaround time, or finally get that internal project off the ground that no one had time for before?

Or maybe you’d simply take the opportunity to go home a little bit earlier and improve your work-life balance?

Marek Sanders, copywriter


This is a guest blog post written by Marek Sanders, who is a copywriter, productivity enthusiast and a Fleep evangelist.


Chat for teams

What makes an awesome hackathon? People, communication and location!


Garage48 e-Residency hackathon

Recently, Fleep partnered up with Garage48 for a hackathon that focused on e-Residency. More than 100 people gathered on a small remote island in Estonia, to develop services for e-Residents. We left the hackathon re-energized, inspired and only slightly sleep-deprived.

Priit and Kai from Garage48 running the hackathon

This clearly was not the first rodeo for Garage48. What made the hackathon so awesome? We think it was the people, the hackathon communication and the location.

The people

This is pretty straightforward – just look at the Garage48 e-Residency hackathon example.

First, the people organizing it were pros, making sure there was a good framework to work with (theme for the hackathon, in this case, e-Residency), that everything ran to schedule and that there was a good support system present: food, caffeine and mentors.


e-Residency program director Kaspar Korjus was a key mentor at the hackathon

Secondly, the people who were invited to the hackathon as mentors were professionals whose advice and guidance was crucial – e-Residency specialists, e-governance professionals, information system pros etc.

Third, the people participating were a diverse bunch – there were 26 nationalities present and, even more importantly, the hackathon had attracted people with diverse skills: design, front-end and backend development, QA, marketing, etc.

The communication

The organizers, mentors and participants of the hackathon used Fleep as the team communication tool throughout the event.

First, there was a general conversation for all general hackathon communication and sharing information – the schedule, any updates and last minute notes etc.

Evelyn Sepp getting acquainted with Fleep at the e-Residency hackathon

Additionally, the participants created their own conversations in Fleep for team communication throughout the hackathon. Newbies discovered Fleep, veterans shared Fleep best practices, some older users re-discovered Fleep and all of its newer features… (There was even a Fleep user story was born out of the conversations we had at the hackathon!)

The location

The idea of having a hackathon in a remote location is just brilliant. As all the participants at the e-Residency hackathon on Vormsi island were cut off from their normal environment, the secluded location helped make sure there were few distractions. Additionally, the remote island made the hackathon feel a little like a summer camp, sparking feelings of camaraderie between the participants.


Vormsi – the remote island where the e-Residency hackathon took place

Sure, there is a lot more that goes into hosting an awesome hackathon. We chose these three variables as it seems that what the success of a hackathon really boils down to is the community and teamwork. And to build up the community and teamwork, you need the right mix of people, brought together in a great location, and you need to ensure seamless communication. That’s when the hackathon event format is at its best, with diverse people having fun together in a slightly unconventional way.

All photo credit goes to Maido Parv.

Chat for teams