Learn Vrellix in 30 minutes

• Needs your attention — live action rows: support tickets awaiting a reply, deals going stale, new signups to welcome. When there's nothing, you get a green "You're all caught up." Your open tasks sit right beside it.
• Running automatically — a reassurance strip listing what Vrellix is handling without you: welcome-email drafts, the revenue forecast, scheduled campaigns, lead scoring.
• New here? Start with these — a short getting-started checklist (connect email, add a contact, add a deal, take the tour). It disappears once you're set up.
• Your numbers — the metric cards (contacts, deals, this-week activity) moved below the fold, so the things you can act on come first.

Pro tip: the Customize button (top-right of Home) shows or hides sections per person, and the Restart tour button right next to it replays the guided walk-through anytime.

Stage changes save immediately (without clicking Save) because they trigger downstream events. Other fields require Save changes.

AI recap reads the deal context + linked contact's recent emails and tells you in 2 sentences what's happening. Useful before a follow-up call.

What happens automatically

• The new signup is added as a Contact (with company, email, phone, and address when available) — no duplicate if they're already in your CRM
• A deal card drops into your pipeline's Installed stage so the relationship is tracked from day one
• A personalized welcome email is drafted using your product's voice — you review, tweak if needed, and send

Find it under Customers → Signups (it carries the green Auto badge). Connect your product via the events webhook so installs flow in on their own.

The 13 field types

How to use

1. Settings → Custom fields
2. Pick the entity tab (Contacts / Companies / Deals / Tickets / Activities)
3. Click + New field, fill label, identifier, type, default, visibility, save
4. Field now appears on every contact/company/etc. detail page in the Custom fields block

Pro tips

• LOOKUP fields now have a searchable picker (type-ahead) — pick a contact by name instead of pasting a UUID
• Custom fields are included in CSV exports as cf_<fieldName> columns
• Segments can filter on custom fields — e.g. all CUSTOMERs where customer_tier = gold
• Required-on-create makes a field mandatory in new-record dialogs
• Archive (not delete) when a field is obsolete — keeps historical values queryable

Workflow

1. Settings → Bulk operations → Import CSV tab
2. Pick entity type (Contacts / Companies / etc.)
3. Pick duplicate strategy: Skip (default — ignore matches), Update (merge into existing), Create new (allow dupes)
4. Upload file or paste CSV text. Headers like email, company_name auto-map
5. Adjust mappings via drag-and-drop if needed, save as template for next time
6. Preview shows: X creates, Y updates, Z skips. Hit Commit
7. Progress bar tracks the BullMQ job; on completion, download "failed rows CSV" if any rows errored

Pro tips

• Custom-field columns map automatically via the field's identifier
• Mapping templates are saved per-workspace — saves time on recurring imports
• For 50k+ rows, the job chunks and runs in the background — you can navigate away and check Job history tab later

Every delete writes a row to recycle_bin with the full original data + a restorable_until timestamp 30 days out. A nightly cron hard-deletes anything past that date.

Find the bin at Settings → Bulk operations → Recycle bin tab. Each row shows what it was, when deleted, days remaining, and a Restore button.

Pro tip: after a bulk delete, the toast offers an "Undo" link that batch-restores the whole set — no need to find them in the bin individually.

The two tabs

• Needs attention (default) — open support tickets and conversations awaiting your reply. This is what used to be the separate Support page, now folded in.
• All email — every message synced from your mailbox. DeepSeek classifies each into CONTACT / SUPPORT / OUTBOUND / NEWSLETTER / DEV_ALERT / OTHER, and newsletters + dev alerts are hidden until you toggle "Show all".

Pro tips

• Click any row → jumps to the matched contact or ticket with the thread open
• Reply from any thread — it sends through your own connected mailbox, so it threads naturally in the customer's inbox
• Anything urgent also surfaces on Home → Needs your attention, so you don't have to go hunting
• Use Cmd/Ctrl+K to search across every message body, not just what's visible in the list

Smart outbound routing

When you reply or send from inside Vrellix, the message goes out through your connected mailbox — not Resend — so it threads with the original conversation in the customer's inbox and looks identical to your normal email signature.

Bulk sends (campaigns) still route through Resend for better delivery / unsubscribe handling. One-off messages go through your Gmail.

Stale-sync warning

If a connection's last sync is >30 minutes old, an amber banner appears. Click Sync now to force a refresh; if it persists, the OAuth token may have been revoked — Disconnect and reconnect.

Status flow

OPEN → you reply → AWAITING_CUSTOMER → customer replies → AWAITING_US → you mark done → RESOLVED.

How to use

1. One-time setup: Settings → Email accounts → set Support inbox to your customer-facing email
2. Customer emails that address → ticket auto-created → shows in your Inbox under the Needs attention tab
3. Open the ticket → reply box at the bottom → Send reply
4. Reply goes out via your connected Gmail so it threads in the customer's inbox

Pro tips

• Tickets nearing or past their SLA surface on Home → Needs your attention — visible the moment you sign in
• An SLA escalation cron runs hourly and can fire Slack notifications when something's about to breach
• The Source field tells you where the ticket came from: email-sync:gmail, inbound-webhook, manual

Type something like "all CUSTOMERs added in the last 30 days who don't have a tag named 'churned'" → DeepSeek produces the rule JSON for you. Preview shows live match count before you save.

Segments power campaign enrollment. A campaign sends to whoever currently matches the segment — adds new matches automatically as time goes on.

Filter on anything

• Lifecycle stage, tags, custom fields, source
• Created/updated date ranges
• Has-or-not deal in a specific stage
• Lead score above threshold

Funnel tracking

Each campaign shows Sent → Delivered → Opened → Clicked → Replied with per-step rates. Replied tracking works because we match the customer's reply by message-ID header against our outbound log.

Auto-pause on unsubscribe

If a recipient clicks the unsubscribe link in any campaign email, their active enrollment in every campaign is paused immediately. No more drip messages to that address — even mid-sequence.

Auto-complete

A campaign moves to COMPLETED status automatically once every active enrollment has finished its last step. No babysitting required.

When a customer asks "did you send me that email?" — open Marketing → Outbound log, search their address, see exact send time + delivery status + click events. Saves the email-archaeology trip.

Variables you can use: {{firstName}}, {{lastName}}, {{company.name}}, {{title}}. Templates render with the recipient's values on send.

Cloudflare Turnstile is built-in spam protection — no captchas users have to solve, just an invisible challenge that blocks bots.

How to embed

1. Sidebar → Web forms → + New form
2. Build the form: drag fields, set required, set default lifecycle stage + tags
3. Click Get embed code → copy the <script> tag
4. Paste into your website's HTML (header, footer, landing page — anywhere)

The form renders inline + submissions hit Vrellix's API directly. Successful submission redirects to your configured URL or shows an inline success message.

Connect Google Calendar (OAuth) → set weekly availability windows (Mon-Sun × hours) → pick meeting duration (15/30/45/60 min) → set buffer time between slots. Vrellix generates a public URL like https://app.vrellix.com/book/your-slug.

When someone books, they get a confirmation email, you get a Google Calendar event auto-created, and a new Contact + Activity log lands in Vrellix.

Pro tip: add the booking URL to your email signature + LinkedIn bio so warm leads can self-serve instead of waiting on the back-and-forth dance.

9 trigger types

• Email opened
• Email clicked
• Form submitted
• Page visited
• Tag added
• Lifecycle stage changed
• Custom field changed
• SMS replied
• Meeting booked

Top-scored contacts leaderboard appears on the page + on the Dashboard. Sort, filter, and reach out to the hottest 10 first thing each morning.

Example: "When a deal hits Qualified"

Trigger: deal.stage_changed with filter newStage = Qualified.
Actions: add_tag "qualified-buyer" to linked contact + create_task "send proposal" due in 2 days.

RECENT RUNS sidebar shows the last 20 fires with status: SUCCESS / SKIPPED (filter didn't match) / FAILED (with error). Click any run to see exactly what happened.

Pro tip: the power-off icon temporarily disables an automation without deleting it. Great for testing.

Settings → Sales playbook → for each stage, add tasks like "Send pricing sheet" (due in 1d) or "Schedule demo" (due in 3d). Each task you add becomes a template.

When a deal moves into that stage on the kanban, Vrellix creates one instance of each active task on that specific deal. No more "what's the next step on Acme?" — the playbook tells you.

12 event types

CONTACT_CREATED / CONTACT_UPDATED / COMPANY_CREATED / DEAL_CREATED / DEAL_STAGE_CHANGED / DEAL_WON / DEAL_LOST / TICKET_OPENED / TICKET_CLOSED / TASK_COMPLETED / FORM_SUBMITTED / BOOKING_CREATED

Use case: pipe DEAL_WON into your accounting system to auto-create an invoice. Or pipe FORM_SUBMITTED into Slack to celebrate new leads.

Recent deliveries view shows every attempt with HTTP status + retry count. Failed deliveries can be manually retried.

Settings → API keys → + Create key. Copy the full value once (it's never shown again). Use as Authorization: Bearer <key>.

Endpoints today are read-only (GET /api/v1/...). Need write access for a custom integration? Email support@vrellix.com.

In Slack: create an Incoming Webhook for a channel, copy the URL. In Vrellix: Settings → Slack → paste the URL → tick which events you want (Deal won, Hot lead, New ticket, Web form submitted, Meeting booked, Deal lost).

Why use this: a tiny dopamine hit in your team channel every time a deal closes does more for team morale than monthly recap emails.

Connect: Settings → SMS → enter your Twilio Account SID (must start with AC, 34 chars) + Auth token + From number (E.164 format like +14165551234).

Once connected, you can send test SMS from the page + use the SMS action in automations.

Generated on page load from the entity's activity log, deal history, and recent emails. Refresh icon re-runs against the latest data.

Why it matters: right before a call, you don't want to read 20 emails. You want one sentence. AI recap is that sentence.

The draft considers: last message timestamp, last deal stage, latest activity, lifecycle stage. It picks an appropriate tone (cold/warm/check-in). You review + edit before sending.

The extracted tasks auto-create on the contact's record with appropriate due dates inferred from context. The summary becomes a Meeting activity on the timeline.

Saves 5-10 minutes per meeting. No more "I'll log this later" → never doing it.

Reuses your existing tag vocabulary so the suggestions stay consistent — won't propose enterprise if you've been using large-co.

Frustrated messages bubble up — even before you read them — so urgent customer issues don't sit in the queue.

Used by campaigns to auto-pause enrollments on UNSUBSCRIBE or OUT_OF_OFFICE intents, and by automations to fire follow-up actions on INTERESTED.

Arrives via email to every workspace member. Optionally also lands in a Slack channel and a Telegram chat if those are configured.

• Pipeline by stage — bar chart of open deal counts + values across stages
• Won value by month — area chart of closed-won revenue over last 12 months
• Activity volume — line chart of daily activity over last 30 days (spot quiet periods)
• Tasks: created vs completed — weekly velocity over 12 weeks
• New contacts by week — acquisition trend
• Campaign performance — sent / opened / clicked for the last 10 campaigns
• Tickets by status — pie of open ticket distribution
• Contacts by lifecycle stage — one bar per stage across LEAD → MQL → SQL → CUSTOMER → EVANGELIST → CHURNED

Explain button on each chart writes a 2-sentence AI read of the numbers — "Most deals stuck in New stage. Move them or expect stagnation." Free analytics consulting on demand.

How the weight is calculated

Each stage has a default probability (New: 10%, Contacted: 25%, Demo: 50%, Installed: 100%, Lost: 0%). Each deal's value × probability = weighted value. Summed by close month.

Why it's useful: "raw open value" lies (assumes everything closes). Weighted forecast is the realistic number you can defend in a board meeting.

5 entity tabs: Contacts / Companies / Deals / Tickets / Outbound emails. Custom-field columns are included as cf_* headers. Use this to share with people outside Vrellix (accountants, lawyers, investors).

Use cases: backups, compliance, migrating to another system. Settings → Export → Download workspace JSON. The job runs server-side; the download starts when it's ready (a few seconds for normal workspaces, longer for 50k+ rows).

• OWNER — everything. Can transfer ownership.
• ADMIN — everything except billing / member removal of OWNER
• MEMBER — read + write contacts / deals / tickets. No settings changes.
• VIEWER — read-only.

Seat limits: Solo = 1, Pro = 3, Scale = 10. Hit your cap? Upgrade or remove someone.

Invites expire in 7 days. If the recipient's email lands in spam, OWNERs can use "Copy accept link" to share the URL directly via Slack/SMS.

Settings → Billing → see your current plan card + the 3-tier grid. Toggle Monthly / Annual (annual saves 2 months). Click Upgrade → opens Stripe Checkout → secure payment.

Manage billing button opens the Stripe Customer Portal — change card, switch plans, cancel, get invoices.

Pro tip: trial banner counts down at the top of every page. ≤3 days remaining turns coral so you don't miss it.

Display name override = use a different label than the workspace name (e.g. workspace is "NTT internal" but customer sees "Net Terms Tracker").

There's also a convert tool — type 100 USD → CAD → live rate. First lookup of the day hits frankfurter; subsequent are cached for speed.

Per-user, per-device — stored in localStorage. Hide what's not relevant to you (e.g. solo founders don't need the All-workspaces rollup). The action sections — Needs your attention, Running automatically, and the getting-started checklist — always stay put.

Use cases: who deleted that contact? Did someone log in from a country I don't expect? When did the stage on this deal change to Lost? The audit log answers all of these.

Note: audit logging started 2026-05-21. Records imported or created before that date aren't tracked here — only mutations going forward.

Three phases: Pre-launch positioning → Launch Week distribution → Post-launch retention. Each phase has a checklist of best-practice tasks (write listing copy, schedule social posts, etc.).

Progress bar tracks completion. Overdue tasks badge in red. Use this when you don't want to invent a launch sequence from scratch.

Searches by name, email, website, deal title, ticket subject. Results group by entity type. Arrow keys to navigate, Enter to open, Esc to close.

Workflow tip: use it instead of clicking through sidebar nav. Once you build the muscle, it's faster for 90% of "go to a thing" trips.

Each step pins its tooltip to a real element on the live page. Yellow outline + dark backdrop spotlight the target. Next/Back arrows + Skip X close.

Pro tip: the tour is per-user — your teammates each get their own first-run experience. If they dismiss too fast, point them at the Restart tour button at the top-right of the Home page.

A bottom-of-page banner appears on first visit: "Install Vrellix for faster access on this device." Click Install and your OS prompts to add it like a native app.

Not a full DocuSign replacement — use for simple agreements (NDAs, freelancer SOWs, basic contracts) where you don't need legally-witnessed signatures.