Forward emails to rivo and let it extract contacts, facts, tasks, and sentiment automatically — no copy-pasting required.
Every rivo account gets a unique capture email address. When you forward an email to this address, rivo processes it just like any other capture — extracting people, companies, facts, tasks, and sentiment from the email content.
This means you can capture information from client emails, vendor messages, or any conversation without opening rivo at all. Just forward and go.
People, companies, projects, facts, tasks, and sentiment are all extracted from the email body.
Multiple forwards from the same email thread are grouped together as a single conversation.
New people in emails are flagged for your review, so your Connections stay accurate.
Your capture email address is automatically created when you sign up. You can find it in Settings.
Your address is unique and private. Only emails sent to your specific capture address are processed. No one else can send captures to your account unless they know this address.
Forwarding is simple — just forward any email to your capture address. rivo handles the rest.
| What you forward | What rivo extracts |
|---|---|
| Client email: "We'd like to move the launch to March 15. Can you update the timeline?" | Fact: Client wants launch moved to March 15. Task: Update the timeline. Sentiment: Neutral. |
| Vendor email: "The permit was approved. We can start demolition next Monday." | Fact: Permit approved. Fact: Demolition starts next Monday. Sentiment: Positive. |
| Team email: "Lisa is concerned about the budget overrun on the Henderson project." | Person: Lisa. Project: Henderson. Fact: Budget overrun concern. Sentiment: Negative. |
CC your capture address. Instead of forwarding after the fact, add your capture address to the CC field of important emails. This captures the conversation in real time without an extra step.
When you forward multiple emails from the same thread, rivo groups them together. This means a back-and-forth conversation with a client becomes a single, coherent capture rather than isolated fragments.
Threading is automatic — rivo uses email headers to detect which messages belong together. You don't need to do anything special.
Thread metadata is visible. On captures created from email, you'll see the original sender, subject line, and thread indicator. This helps you trace facts back to specific email exchanges.
Not every email is worth capturing. rivo automatically filters out noise so your captures stay meaningful:
| Filtered out | Why |
|---|---|
| Automated replies (noreply@, no-reply@) | No human content to extract |
| Out-of-office messages | Temporary, no actionable content |
| Calendar invitations | Scheduling data, not relationship context |
| Mailing list messages | Bulk content, not personal interactions |
| Delivery failure notices (bounces) | System messages, not conversations |
| Auto-submitted messages | Machine-generated, no human insights |
Emails you send yourself are also filtered. If you're the only participant (e.g., you forwarded your own draft), rivo skips it. Captures are meant for content involving other people.
When rivo detects a new person in a forwarded email who isn't already in your Connections, it creates a pending contact for your review.
Why pending? Not every person in an email is someone you want in your Connections. A receptionist CC'd on one email or a random vendor rep might not be worth tracking. Pending contacts let you decide.
If you have a list of contacts in a spreadsheet, you can import them all at once using a CSV file.
Export from your email client first. Most email apps (Gmail, Outlook) let you export contacts as CSV. This is the fastest way to seed your Connections when getting started with rivo.
Add your capture address as a contact. Save it as "rivo Capture" in your email app. Then forwarding is just typing "rivo" in the forward field.
CC instead of forward. For important conversations, add your capture address to CC so every reply is captured in real time. No extra forwarding step needed.
Review pending contacts promptly. Pending contacts from emails sit in a queue. Review them to keep your Connections up to date and ensure extracted facts link to the right people.
Don't forward everything. Focus on emails with substantive content — client conversations, project updates, vendor negotiations. Marketing emails and newsletters add noise without value.