The Veloci guideOverviewUser guide

A practical guide to Veloci

Your day starts
in Slack.

Veloci brings the next review to you. Follow the bot’s messages to check meeting actions, close the day and choose what comes next.

First time here?

Connect your account, then meet the bot.

Start setup

Set up once

01Connect your accountConnect Google Calendar, Circleback and Slack.02Start in SlackFind the bot and understand the messages it sends.

Your daily routine

03After a meetingCheck the actions while the conversation is fresh.04Clear the meeting queueReview several meetings together at day’s end.05Close today. Plan tomorrow.Update your tasks and choose a realistic plan.

Go further

06Ask ClaudeExplore open work, priorities and next steps.07Set a subgoalConnect your area’s contribution to a company goal.08Get helpFind the next step when something looks wrong.

Take one topic at a time. Screenshot links open a walkthrough you can browse without leaving the guide.

Set up once

Connect your account

Connect your calendar and meeting source, then choose Slack for your notifications. Work through these steps once using your own work account.

  1. 1Open your Veloci invitation
    Open your Veloci invitation and sign in with the Google account that was invited.
  2. 2Connect Google Calendar
    Connect Google Calendar in the setup flow. Read the permissions shown; the Google connection also covers Meet access.
  3. 3Connect Circleback as your meeting source
    Connect Circleback as your meeting source.

    In Circleback · create the key

    Open Circleback → Settings → API keys ↗ in your own Circleback account.

    Create an API key named Veloci and set its scope to Read.

    Copy the key beginning with cb_. Circleback shows the full key only when you create it.

    Back in Veloci · connect the account

    Return to Veloci, paste it into Circleback API key and choose Connect Circleback.

    The first import brings in a small set of recent meetings; you do not need to import your entire history.
  4. 4Turn on notifications and choose Slack DM
    Turn on notifications and choose Slack DM. Check that the Slack connection names your workspace. If installation is needed, ask your workspace admin to complete it. Open the Veloci app conversation in Slack so you know where the messages will arrive. You can check the delivery channel later in Connections → Notifications.
  5. 5Finish setup
    Finish setup. Open Meetings to find imported calls, Tasks to see recorded work, and Goals to see the outcomes that work supports.

You are ready for a first review when a recent meeting and its suggested actions appear. A meeting needs a completed transcript before Veloci can process it.

Already set up? Start with the Veloci bot in Slack, below.

About the screenshots

Veloci screenshots use example people, meetings and targets. The three Circleback screenshots show its actual API-key flow; the displayed example key was deleted. Select any image to enlarge it.

Set up once

Start in Slack

The Veloci bot is your everyday entry point. Open its app conversation in your Slack workspace: this is where your personal briefs, meeting follow-ups and reminders arrive.

  1. Find the Veloci conversation in Slack. Check that you are in your workspace and using your own work account.
  2. Read the message and choose the relevant link. A meeting-review link opens that meeting in Veloci. Your own-cards link opens your personal queue across meetings. The end-of-day link opens the review and planning flow.
  3. Make the decision in the screen that opens. Check the action, save your changes and finish the review. If asked to sign in, use the Google account invited to Veloci.

What the bot brings you

In SlackYour next step
Morning focusYour main focus areas for the day.
Read Today’s focus before choosing where to start. Use the Claude prompts below when you want to explore the priorities or open work.
Meeting preparationContext before a meeting, when available.
Look for Coming up in the thread under the morning brief. Read the context before joining the call.
Post-meeting reviewThe meeting title, context and suggested-action count.
Choose Review … action items to review that meeting. If shown, Review your own cards opens your personal queue across calls; the older-captures link opens the meeting backlog.
End-of-day check-inAn invitation to clear pending reviews and close the day.
If the message says action items are waiting, follow its review-queue link first. Then use the end-of-day link to review tasks, plan ahead and read the closing summary in Veloci.
Work assigned to youA notice when someone puts work on your list or asks for an update.
Check who asked, what they need and the date. Follow the task link or use the response buttons offered in that message.

You can use the bot’s meeting link immediately after a call, or return to its messages at the end of the day. The review decisions are the same in both routines.

Choose how often you hear from Veloci

In Veloci → Connections → What Veloci tells you, choose which messages you receive. For an end-of-day routine, keep End-of-day review on and switch off Post-meeting capture notifications if you prefer. Meeting capture continues, and the cards remain available to review.

Your daily routine

After a meeting

Use this route when you have a moment after the call and the discussion is still fresh.

  1. In Slack → Veloci, find the message naming the meeting and choose Review … action items. This opens the meeting’s review in Veloci. You can also open it from Meetings.
  2. Read each suggested action. Check what needs doing, who owns it, its date and its goal. Open the details if you need the transcript excerpt.
  3. Correct anything that is wrong before making your decision. Check the visibility label as well, especially for sensitive work.
  4. Choose the appropriate action:

Confirm

This is real work that still needs doing.

Swipe right

Done already

This was agreed, and it is already finished.

Swipe up

Reject

This is noise, a duplicate or something nobody committed to.

Swipe left

On a phone, close expanded details before using the upward swipe; with details open, the action buttons provide the same choices.

Confirming puts the action into the task record. It does not mean you have completed the work. “Done already” records work that has already happened.

At the meeting summary, use Add missing if Veloci missed an action. Copy agreed actions gives you text you can reuse in your meeting follow-up. Open Tasks afterwards to check where the confirmed work landed.

If you assign an action to a colleague, check that the owner is correct before confirming. They will receive the request; discuss a mistaken assignment or an impossible deadline with the person who assigned it.

Your daily routine

Clear the meeting queue

Use this route when meetings run back to back. You can combine it with immediate review: deal with some calls as they finish and clear the rest later.

  1. Open the Veloci bot’s end-of-day message in Slack. If it says action items are waiting, follow the review-queue link first. Otherwise, follow the end-of-day link.
  2. From the end-of-day screen, Review … items first also opens the queue. Work through your pending action cards across meetings; each card shows its source meeting.
  3. Use the same Confirm, Done already and Reject decisions. Check owners, dates and goals as you go.
  4. When the queue says All caught up, use Back to where you were if you came from the end-of-day screen. If you opened the queue directly from Slack, return to the bot’s message and follow its end-of-day link.

The meeting queue checks suggested actions. The end-of-day review checks recorded tasks. Clear pending suggestions first so the new work can be included when you plan tomorrow.

If you prefer fewer interruptions, open Connections and find What Veloci tells you. You can turn off post-meeting notifications while keeping the end-of-day reminder. Muting the notification does not stop meeting capture.

Your daily routine

Close today. Plan tomorrow.

Open the end-of-day link in the Veloci bot’s Slack message. This brings you into the review, planning and closing screens below.

ReviewPlanSlotClose

The end-of-day screen moves through Review → Plan → Slot → Close. Slot appears when there is undated work to consider.

Review what happened

Start with Where goals stand, then work through the tasks shown.

  • Done: the work has been completed.
  • Not now: you still intend to do it, but are postponing it. If it is due today or overdue, choose and confirm a new date. Tomorrow is the initial choice; change it if that is unrealistic.
  • Kill: you no longer intend to do the work. Do not use this merely to postpone it.

If a task was delegated to you, its promised date belongs to the person who assigned it. Ask them to change an impossible deadline. Declining delegated work returns it to them; reporting it done lets them review the result.

Make tomorrow’s plan

Read the proposed plan against your actual commitments. It can include work beyond tomorrow, so check the day beside each item. Adjust the suggested placement where needed, then choose Apply plan to save the proposal. This can update task dates and add calendar blocks.

If you do not want to apply the proposal, choose Not now at the plan step. If Veloci could not check your calendar and shows a date-only item, do not assume it has reserved a time slot.

Use the Slot step, when present, to consider work with no date. Give it a date you intend to honour or leave it for later consideration.

Read the closing summary

Check what was completed, moved or left open, and what is in tomorrow’s plan. Review any waiting-on or returned-work items shown. Finish the close using the final button.

The next morning, read Today’s focus from the Veloci bot in Slack, or ask Claude what needs your attention. Update the plan if circumstances have changed.

Go further

Ask Claude

Connect Veloci once, then use ordinary language. You can inspect and update the same task record you see in the browser.

Connect your account

On a Claude Team or Enterprise workspace, an owner first adds the Veloci connector for the organization. You then open Customize → Connectors, find Veloci and choose Connect. Sign in with your own account. In a conversation, open + → Connectors and turn Veloci on.

If you use an individual Claude account, add a custom connector under Customize → Connectors using the connector URL supplied by ArcticRex, then connect your account. See Claude’s connector setup instructions for the current steps.

Check the connection with:

Use Veloci to show my open and in-progress tasks, grouped by goal.

Claude should retrieve your task list from Veloci. If it only gives general productivity advice, check that the connector is enabled in this conversation.

Useful requests

See your commitments

Use Veloci to show what is still open for me, including overdue work.

Decide where to start

Use Veloci to tell me what most needs my attention today, and why.

Look ahead

Use Veloci to show what needs my attention over the next seven days.

Understand a priority

Why does this need attention now? Which goal does it support?

Inspect a subgoal

Show the open work linked to [subgoal name].

Record new work

Add a Veloci task for me: [action], under [goal], due [agreed date].

Start work

Start [task] in Veloci. Help me work on it.

Close finished work

I have finished [task]. Mark it done in Veloci and show its saved status.

Use the task name or ID when there could be more than one match. Give Claude the date you actually mean; you can omit a date for goal-linked work that has no agreed deadline.

“What is open?” retrieves the record. “What needs my attention?” asks Veloci to judge priorities. After a change, read the saved result so you know the record reflects your decision.

Go further

Set a subgoal

A company goal describes an outcome the organization wants. A subgoal describes the contribution you own towards that outcome. Tasks are the concrete actions that advance it.

  1. Open Goals and find the relevant active company goal. Expand its row to see the subgoals and available actions.
  2. Choose Add subgoal on that goal.
  3. Describe the outcome you want, how you will know it has happened, and when it needs to happen. Answer the guide’s follow-up questions.
  4. Check the proposal: parent company goal, one owner, team if applicable, success measure, deadline and contribution. The contribution explains how achieving this subgoal helps its parent.
  5. Save the subgoal and check that it appears beneath the intended company goal.
  6. Link the relevant tasks to it, including actions you confirm from meetings.

As a member, create a subgoal that you own. An admin or the parent goal’s owner can help with ownership changes. Teams come from the workspace’s team list; if the team you need is missing, ask an admin to add it.

Worked example

This is an illustration, not a target for your organisation.

Company goal

Bring production to monthly break-even.

Subgoal

Bring rework on retained-client delivery within the agreed monthly limit.

Owner
The manager accountable for delivery operations.
Success measure
Compare recorded rework hours with the agreed monthly limit. Set the baseline and limit before saving.
Deadline
The date agreed with the company-goal owner.
Contribution
Reducing unplanned rework lowers the delivery cost of the existing client portfolio.
First task

Review last month’s rework and identify its main causes.

You can also start in Claude:

Help me define a subgoal under [company goal]. I own [area]. The outcome I want is [outcome]. Ask me for the success measure, deadline and contribution if anything is unclear. Show me the proposal before creating it in Veloci.

Keep the hierarchy to company goal → subgoal → tasks. Review the outcome and its task links when priorities change.

Go further

Get help

No messages from the Veloci bot in Slack
Check Veloci → Connections: Slack DM should be the selected delivery channel, the connection should name your workspace, and the relevant notification should be on. If these look right, check whether the app conversation is muted in Slack and contact the rollout lead.
A meeting has not appeared
Check that its transcript is complete and that Circleback is connected in Connections.
End-of-day tasks are empty, but meeting cards are waiting
Open the pending review link first. Unconfirmed suggestions are not yet tasks.
A card has the wrong owner, date or goal
Edit it before confirming.
An action does not belong to the meeting
Reject the suggestion. If the whole meeting is unfamiliar, raise it with ArcticRex before filing its actions.
A card remains after your decision, or shows an error
Read the error, correct the fields if needed and use Retry when offered. Check Tasks before adding a second copy.
Claude cannot find your work
Check your sign-in and enable Veloci in the conversation. Ask it explicitly to retrieve the list from Veloci.
You cannot change a goal owner or select a team
Ask the workspace admin or parent-goal owner for help.

For support during the rollout, give your rollout lead or ArcticRex the meeting or task name, what you tried, and what happened.

Your first successful day ends with reviewed meeting actions, a task list that reflects reality, and a plan you have chosen for tomorrow.

SCREEN WALKTHROUGH