User Guide
How to use Vortyx
Learn how to capture, review, track and resolve open loops across email, Slack, voice, calendar and shared workspaces.
Last updated July 25, 2026
Quick pathways
What are you trying to do?
Getting started
Understand the Vortyx workflow, choose the right workspace, and configure your first email connection.
6 min read
How Vortyx works
Understand open loops, review-first tracking, lifecycle status, and the recommended daily workflow.
5 min read
Workspaces and members
Create and switch workspaces, invite members, and understand shared versus private work.
7 min read
Email setup
Connect Gmail or Outlook Mail, configure manual or automatic checks, and choose analysis scope.
Capture and follow-through
Learn how information enters Vortyx and how confirmed work becomes Actions and Plans.
6 min read
Slack, calendar, voice and text
Capture selected Slack conversations, use voice or text, and schedule work through connected calendars.
4 min read
Entries and capture history
Understand Recently captured, Entries, Entry Detail, and Save for later.
6 min read
Actions and Plans
Manage tracked follow-through, drafts, dependencies, scheduling, and multi-step work.
Understand your work
Use Insights to understand patterns in unresolved work, timing, waiting items, and recurring drift.
Account and control
Manage account settings, plan usage, connection scope, review-first controls, and service access.
Start with the basics
How Vortyx works
Understand open loops, review-first tracking, lifecycle status, and the recommended daily workflow.
Capture or detect
Bring possible open loops into Vortyx through voice, text, email analysis, Slack actions, or recurring commitment creation.
Review
Confirm only the items that matter. Edit, dismiss, schedule, or track suggestions before they become active work.
Track
Keep confirmed replies, commitments, waiting items, follow-ups, and recurring responsibilities visible until handled.
Act
Reply, follow up, schedule, check later, mark handled, or dismiss with source context still available.
Resolve
Close the loop when work is handled so Vortyx reflects reality and stops resurfacing completed work.
Recommended
Track what would matter if it disappeared.
Use Vortyx selectively for client commitments, approvals, important replies, delegated work, promised documents, operational reviews, and recurring responsibilities.
FAQ
Does Vortyx replace my task manager?
No. Vortyx is focused on continuity: keeping important unresolved work visible until it is handled. You may still use a task manager for detailed project planning or personal task lists.
Does Vortyx automatically send replies?
No. Vortyx can help draft or prepare actions, but externally consequential actions remain under your review and approval.
Should I track every suggestion?
No. Track the items that matter. Dismissing low-value suggestions is part of using Vortyx well.
Does Vortyx monitor everything continuously?
No. Connected-source analysis depends on your configuration, provider, plan, and periodic checks. Slack workflows are explicit and user-invoked.
What Vortyx Is For
Use Vortyx for work that can easily slip across messages, memory, and time.
Examples:
- "I'll send the revised document tomorrow."
- "Can you follow up with the client next week?"
- "Waiting for approval before we move forward."
- "If they do not reply by Friday, check back."
- "Review outstanding invoices every Monday."
- "Prepare the next update before the steering meeting."
These are not just task titles. They often include who owns the next move, what is expected, when it matters, and whether the next move belongs to you or someone else.
Vortyx acts as a continuity layer: it helps you remember what remains unresolved after the original message, meeting, or thought has moved on.
What Vortyx Is Not
Vortyx is not where all your work has to live.
Your email, Slack, calendar, notes, documents, and task tools can continue to hold the underlying work. Vortyx sits across them and helps preserve what still needs closure.
Vortyx is not:
- a replacement for Gmail, Outlook Mail, Slack, or your calendar
- a full project-management system
- an autonomous agent that sends messages without approval
- a tool that turns every sentence into a task
- a guarantee that every possible follow-up will be detected
- continuous real-time monitoring of every connected source
The best use of Vortyx is selective. Track the items that would matter if they disappeared from your attention for several days.