Your complete guide to
NexusOS
Everything you need to run your executive's world from one platform. Morning briefings, Gmail, CRM, CEO portal, governance — all covered here.
Welcome to NexusOS
Your new executive operating system
NexusOS is the first platform built specifically for the EA and CEO working together. Every other tool — Notion, ClickUp, Gmail, Airtable — was built for someone else and retrofitted for your workflow. NexusOS was designed from day one around how EAs and executives actually operate.
In one platform you manage tasks, generate morning briefings, handle approvals, track contacts, manage your CEO's inbox, and give your executive a live view of everything happening in their world — without you having to explain it every time.
AI-powered briefings
Auto-generated every morning from your live data — tasks, calendar, emails, travel.
Dual portals
Separate EA and CEO views, always in sync. Your CEO sees what you want them to see.
Gmail integration
Full inbox inside NexusOS with AI email drafting and smart triage.
Works everywhere
Install on your phone as a PWA. Works offline. Available on any device.
Your Role as an EA in NexusOS
What you control and what your CEO sees
In NexusOS, you are the operator. You control the data, manage the workflows, and decide what surfaces to your CEO. Your executive logs in and sees a curated, live view of their world — because you built it.
You input and manage everything
Tasks, contacts, travel, approvals, briefings, documents — you create and maintain all of it inside NexusOS.
Your CEO sees a curated view
The CEO portal shows live dashboards, pending decisions, KPIs, and key contacts — all fed by what you manage.
AI handles the repetitive work
Morning briefing compilation, email draft generation, and priority triage are all AI-assisted so you spend time on what matters.
The golden rule
Whatever you put into NexusOS, your CEO can see (if you choose to surface it). Think of NexusOS as the shared memory between you and your executive — no more "I didn't know about that" from either side.
Account Setup
Get NexusOS fully configured in under 10 minutes
Create your EA account
Go to getnexusos.app, sign up with your email, select Executive Assistant as your role.
Invite your CEO
Sidebar → My Clients → Add Client. Enter your CEO's email. They receive an invite to join your workspace.
Connect Google Calendar
Settings → Integrations → Google Calendar → Connect. Calendar syncs within 60 seconds.
Connect Gmail
Click Email in the sidebar → Connect Gmail. Authorise with Google. Inbox loads immediately.
Add your Claude AI key
Settings → Developer → paste your Anthropic API key. Unlocks AI briefings and AI email drafting.
Install as a PWA
Tap the Install NexusOS banner at the bottom of the screen to add it to your phone home screen.
CEO workspace connection
Make sure your CEO signs up with their work email — not a personal Gmail — so the shared workspace links correctly.
Dashboard Overview
Your command centre at a glance
The Dashboard is your home screen. It gives you a real-time snapshot of everything that needs your attention before you dive into any specific module.
Task summary
Total, pending, completed, and high-priority count. Click any card to jump to Tasks.
Today's priorities
Top 3 tasks due today, colour-coded by urgency. Overdue items show in red.
Pending approvals
Items waiting for your CEO's approval — with amount, category, and one-tap action buttons.
Today's meetings
Live from your connected Google Calendar — meeting time, title, and attendees.
Unread emails
Unread badge with quick-view of the latest threads needing attention.
Intelligence alerts
Warning flags for overdue tasks, missed follow-ups, and decisions your CEO hasn't responded to.
Start your day here
Open NexusOS every morning and spend 2 minutes on the Dashboard before checking anything else. It gives you the full picture so you know exactly where to focus first.
AI Morning Briefing
The daily intelligence report you send your CEO
The Morning Briefing compiles your CEO's full daily context — calendar, tasks, email flags, travel — and presents it as a draft for you to review and send. It typically takes 30–60 minutes to build manually. NexusOS gets it 80% there in seconds. You add the judgment AI can't.
Navigate to AI Briefing
Click AI Briefing in the sidebar under Command.
Click "Generate Briefing"
NexusOS pulls today's calendar, due/overdue tasks, flagged emails, and travel alerts. AI writes a structured daily brief.
Review and edit
Read through the draft. Add context the AI doesn't have — relationship nuances, internal dynamics, anything not in the data.
Send to CEO
Click Send to CEO. The briefing appears in your CEO's portal under "Today's Briefing" with a notification.
| Briefing Section | Data Source |
|---|---|
| Today's schedule | Google Calendar sync |
| Pending decisions | Tasks flagged "needs CEO input" |
| Overdue items | Task management module |
| Flagged emails | Gmail — starred/priority threads |
| Travel alerts | Travel Hub — upcoming trips |
| Key follow-ups | CRM — overdue contact follow-ups |
Requires Claude AI key
AI generation uses Claude (Anthropic). Add your API key under Settings → Developer. Without it the briefing template is still available but must be filled manually.
Task Management
One shared task list, full visibility for both EA and CEO
Tasks are shared between you and your CEO. Both see the same live list. Tasks have owners, due dates, priorities, and status, so nothing falls through.
Priority levels
High Medium Low plus auto Overdue flag when past due date.
Task ownership
Assign to yourself (EA), your CEO, or mark as shared. CEO sees assigned tasks in their portal.
Sub-tasks
Break large projects into sub-tasks, each with its own status and due date.
Filters & views
Filter by priority, status, owner, or due date. Switch between list and board view.
Create a task
Click + or press N. Add title, due date, priority, and owner.
Flag for CEO input
Tag any task "Needs CEO Input". It surfaces in your CEO's Pending Decisions dashboard immediately.
Mark complete
Click the checkbox or change status to Done. Completed tasks move to history but remain searchable.
Approval Centre
Submit and track every request that needs CEO sign-off
The Approval Centre replaces the email black hole. Every approval request lives in NexusOS with full context — amount, reason, category, and deadline. Your CEO sees it instantly in their portal.
Create an approval request
Go to Approvals → New Request. Fill in title, category (travel / expense / legal / vendor / event / other), amount, and description.
Attach supporting docs
Upload any quotes, invoices, or reference files directly to the request.
Submit
Click Submit for Approval. Your CEO receives a notification immediately.
Track status
Requests show as Pending, Approved, or Rejected. If rejected, the CEO's reason appears in the thread.
Include a deadline in the description
Always note when a decision is needed (e.g., "Flight prices change Friday"). CEOs respond faster to requests with clear urgency context.
Travel Hub
Build complete trip itineraries your CEO can view anywhere
Build full trip itineraries — flights, hotels, ground transport, meeting schedules, key contacts on the ground, and expense tracking — in one place. Your CEO sees the itinerary in their portal.
Create a trip
Travel Hub → New Trip. Enter trip name, destination, and dates.
Add flight legs
Add each leg — airline, flight number, departure/arrival, confirmation number.
Add hotel & ground transport
Hotel name, address, check-in/out, confirmation. Car service or rental details.
Add meeting schedule
Each meeting during the trip — time, location, attendees, purpose. Syncs into AI briefing for travel days.
Set budget & track expenses
Enter approved budget. Log actual expenses as submitted. CEO portal shows budget vs actual in real time.
Gmail & Email Integration
Your full inbox inside NexusOS with AI-powered drafting
The Email module connects your Gmail account directly into NexusOS. Read, triage, reply to, and compose emails without leaving the platform. AI Draft generates email copy on demand.
Full inbox
All Gmail threads in NexusOS. Search, filter by folder, view full conversation history.
Triage actions
Archive, star, and mark read without switching to Gmail.
AI Draft
Describe what you want to say. NexusOS writes the email using Claude AI.
Reply & compose
Reply to threads or compose new emails. Sent emails sync back to Gmail automatically.
Connect Gmail
Click Email in the sidebar → Connect Gmail. Authorise with Google. Inbox loads in 30 seconds.
Triage your inbox
Use the filter bar for Unread, Starred, or specific folders. Click any thread for the full conversation.
Use AI Draft
When composing or replying, click AI Draft. Type your intent in plain English. Review and send.
Flag important emails
Star emails in NexusOS — they surface in your Morning Briefing as flagged items.
CRM & Contact Management
Track every relationship that matters to your CEO
Full contact database for investors, board members, clients, vendors, and partners. You manage it — your CEO sees key contacts in their portal.
Contact tags
VIP, Client, Prospect, Vendor, Partner, Advisor, Investor, Board — 8 types.
Last contact tracking
See how long since last interaction. Overdue follow-ups surface in Morning Briefing.
Notes & activities
Log calls, meetings, and emails against each contact. Build relationship history over time.
CSV export
Export your full contact list at any time for mail merges, events, or reporting.
Add a contact
Contacts / CRM → + Add Contact. Fill in name, role, company, email, phone, LinkedIn, and notes.
Tag the contact
Select one or more tags. Tags appear as colour-coded chips in the contact grid.
Log an activity
Open a contact → click Log Activity. Select type (Call, Meeting, Email, Note) and add description.
Link to CEO client workspace
Use the Client dropdown to link contacts to a CEO. They appear in that CEO's Key Contacts panel.
Document Hub
Centralised storage and approval flows for key documents
Centralised storage for all documents that matter — contracts, proposals, board decks, invoices — with approval flows and version tracking. Replaces shared drives and email attachments.
Upload & categorise
Upload any file type. Tag and categorise for fast retrieval.
Document builder
Build contracts and proposals directly in NexusOS using templates with AI-assisted drafting.
Approval flows
Submit documents for CEO review. Status tracks through Draft → Pending → Approved.
Version history
Every revision is tracked. Roll back or compare versions any time.
CEO Portal
What your CEO sees — and how you control it
The CEO Portal is your CEO's view of NexusOS. They see a curated, live dashboard of everything relevant to them. You control what appears here by what you manage on the EA side.
Decision Analytics
Decisions made vs pending, quality scores, category breakdown.
KPI Benchmarks
Key metrics benchmarked against industry standards.
Executive Summary
AI-generated weekly summary of what was accomplished and what needs attention.
Governance Dashboard
Board items, compliance tasks, policy reviews, and audit log.
Key Contacts
Top CRM contacts surfaced with last-contact dates and follow-up flags.
Pending approvals
All requests awaiting CEO decision — approve or reject in one click.
Preview your CEO's view
You can view the CEO portal from your EA account. Go to Settings → Switch to CEO View to see exactly what your executive sees before they log in.
Analytics & Governance
Decision tracking, KPIs, and compliance visibility
Log decisions
After your CEO makes a significant decision, log it in CEO Portal → Decision Analytics. Record type, outcome, and confidence level.
Update KPIs
Go to CEO Portal → KPI Benchmarks. Update monthly values. NexusOS benchmarks against industry averages.
Track governance items
Add board meeting dates, compliance deadlines, and policy reviews to the Governance Dashboard with owners and due dates.
Generate Executive Summary
CEO Portal → Executive Summary → Generate. NexusOS produces a weekly summary. Send it every Friday.
Calendar & Scheduling
Google Calendar sync and AI scheduling intelligence
Auto-sync
Calendar syncs every 60 seconds. New events, changes, and cancellations appear in real time.
Meeting Prep AI
For any calendar event, click Generate Prep Brief for attendees, objectives, and a prep checklist.
Availability assistant
Ask NexusOS to find the next available 1-hour slot. Checks the calendar and suggests options.
Conflict detection
Flags double-bookings and back-to-back meetings with no buffer — surfaced in Morning Briefing.
Integrations
Connect NexusOS to your existing tools
| Integration | What it does | Where to set up |
|---|---|---|
| Google Calendar | Syncs your CEO's schedule into NexusOS in real time | Settings → Integrations → Calendar |
| Gmail | Full inbox with AI drafting and triage | Email screen → Connect Gmail |
| Slack | Send NexusOS notifications to a Slack channel via webhook | Settings → Integrations → Slack |
| Claude AI (Anthropic) | Powers Morning Briefing generation and AI Draft email | Settings → Developer → API Key |
| Outlook (Enterprise) | Email integration for Microsoft 365 users | Enterprise plan — contact support |
Tips & Best Practices
How the best EAs use NexusOS
The 5-minute morning routine
Open NexusOS → check Dashboard (1 min) → generate and review Morning Briefing (3 min) → send to CEO (1 min). Do this before anything else every day.
Log everything in CRM
Every meaningful interaction a contact has with your CEO — call, meeting, email chain — log it. In 3 months you'll have an invaluable relationship history that surfaces in briefings automatically.
Name tasks with verbs and dates
Don't create a task called "Board deck." Name it "Prepare Q3 board deck for October 15 meeting." Specific task names mean your CEO knows exactly what's expected without asking.
Use AI Draft for every outbound email
Even if you know what to write, type a 1-sentence prompt and let AI Draft give you a starting point. It's usually better and always faster.
Send the Executive Summary every Friday
Generate it from the CEO Portal every Friday afternoon. It shows everything accomplished that week and primes your CEO for Monday.
Install the PWA on your phone
The NexusOS PWA means you can triage approvals, check tasks, and read emails without a laptop. Essential for business travel.
| Key | Action |
|---|---|
| N | New task |
| B | Generate Morning Briefing |
| E | Compose new email |
| C | Add new contact |
| / | Focus search |
| Esc | Close any modal |
Frequently Asked Questions
Quick answers to common questions