01
Pick the trigger
'When a project is created', 'when a task is completed', 'when a customer goes silent for 14 days', 'every Monday 09:00', '30 days before contract end' — system events or time become triggers.
Feature · Automation & Actions
Let the system handle repetitive work.
Trigger → condition → action. Managelify runs reminders, assignments, status updates, onboarding/off-boarding; Mana AI suggests, you approve. Not a context-free Zapier — inside the system.
Trigger → Action
rule engine · approval-based
Mana AI
suggestions & decision support
One flow
projects · CRM · calendar
AUTOMATION SETUP PREVIEW
Screenshot slot ready
Visuals will land in these frames — sizes and ratios are tailored for the product UI.
Automation rule setupAction suggestion & approvalRun history (audit)
Live system · Real-timeDon't just read about it —
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PROBLEM
Manual reminders, lost renewals, scattered rules.
Pinging the same task once a week isn't work; it's a missing system. Automation tools just shift the chaos elsewhere — webhook mysteries that don't know your system.
MANUAL REMINDER ROUNDS
Every Friday you ping the same report, every month you chase the same invoice. You're not doing the work — you're reminding others to.
ZAPIER / MAKE CHAOS
You wired triggers across 5 tools; when one breaks no one knows what blew up. Context-free rule engine, every flow is a 'webhook mystery'.
FORGOTTEN STATUS UPDATES
Task is done but status still says 'in progress'; the report goes out wrong, the client asks 'where are you?' — nobody noticed.
ONBOARDING/OFF-BOARDING MESS
New teammate joined — which 12 things must you set up? Someone left — which 8 accesses must you revoke? Every time it's an Excel sheet.
MISSED RENEWALS
Contract expired and nobody knew; the customer quietly churned, recovery cost is 5x. The reminder 'was written down somewhere'.
REPEATING TASK COPY-PASTE
Every sprint the same 14 tasks. No time to build templates; you spin them up from scratch and lose 1–2 hours a day.
One flow · WRM
Trigger → condition → action — inside the system.
Automation is an engine that sees Managelify's projects, customers and calendar. Inside Work Relationship Management (WRM), actions aren't a side system — they live in the same context; Mana AI strengthens them with suggestions.
Event & time triggers
Condition chains
Multi-step actions
Mana AI suggestions
Natural-language rules
Approved actions
Test mode & rollback
Audit log
02
Define the condition
'If priority is high', 'if customer is on the Pro plan', 'if the task is overdue' — conditions chain with AND/OR; no noise, only the right context fires the action.
03
Generate the action
Create a task, assign it, update status, send a customer notification, add a calendar event, post a team message, prepare a file — single action or a multi-step chain.
04
Mana approves · you stay in control
Critical actions (external messages, payments, contracts) are first surfaced to you by Mana AI. Approve, run — or edit. The audit log records every action.
DEPTH
Triggers, conditions, actions, recipes.
Not a context-free webhook — a rule engine that touches your full system context, strengthened by Mana AI suggestions and fully auditable.
TriggerConditionActionRecipeAIScenarioSettings
Triggers
- Event triggers (project / task / customer / file)
- Time triggers (daily / weekly / monthly)
- Date-based (X days before contract end)
- Message / communication trigger (channel + DM)
- Form response trigger
- Post-meeting trigger
- Customer silence trigger
- Webhook & external system trigger
Conditions
- AND / OR condition chain
- Priority & status condition
- Customer segment / plan condition
- Team & role condition
- Date range & day condition
- Capacity & workload condition
- Previous action result condition
- Mana AI risk score condition
Actions
- Create & assign a task
- Spawn project / subtasks
- Update status & priority
- Add a note to the customer record
- Add a calendar event
- Send a channel or DM message
- Send email / notification
- Prepare a contract / form / file
Ready-made recipes
- Onboarding checklist (team member)
- Off-boarding security checklist
- Customer onboarding flow
- Contract renewal reminder
- Weekly team & project digest
- Overdue task escalation
- Customer satisfaction survey trigger
- Invoice / quote follow-up tasks
Mana AI layer
- Mana AI trigger suggestions (sees frequent repetition)
- Action suggestions (from meetings, messages)
- Risk-scored customer automation
- Capacity-aware delegation suggestion
- Anomaly detection (access / time / status)
- Process improvement report
- Template suggestion (from repeated work)
- Build automation from natural language
Use scenarios
- Freelancer · customer renewal & invoice automation
- Agency · onboarding/off-boarding in one click
- Software · sprint open + close rules
- Marketing · triggered campaign checklist
- Customer success · silence → task generation
- Manager · weekly automatic digest & alerts
Settings & control
- Action approval level (always / on critical)
- Active / inactive toggle
- Test mode (no real action, log only)
- Run frequency limit (anti-spam)
- Rollback on failure
- Audit log retention period
- Notification targets (team / person)
- Role-based automation visibility
ENHANCERS
Let the system run — buy yourself time to think.
Not a context-free Zapier — inside the system
Automation is an engine that sees Managelify's projects, customers and calendar. No webhook mysteries; trigger, condition and action run in the same context.
Mana AI suggestion layer
Mana sees what repetition can be automated: 'you ping the same report every Friday — should I make a rule?' — you approve, the rule runs.
Approved actions — you stay in control
Critical actions (external messages, payments, contracts) ask for your approval. The audit log records every trigger, condition and action; rollback is supported.
Build rules in natural language
Type 'open a follow-up task for the account owner 30 days before contract end'; Mana drafts the trigger + condition + action setup. No complex visual editor — just a sentence.
The production layer that builds, suggests and audits automation.
Mana spots frequent repetition and proposes automation; drafts trigger+condition+action setups from a natural-language prompt; adds risk score and capacity data as conditions. On critical actions it always asks for your approval — control stays with you.
Repetition spotting & suggestionNatural-language rule buildingRisk & capacity conditionsApproved, auditable action
EXAMPLE RULE
"Open a follow-up task for the account owner 30 days before contract end and set up a weekly reminder."
Date-based trigger Customer + task + calendar action Weekly recurring chain Mana suggestion + approval
WHO IT'S FOR
From solo to team — let processes systemize, then scale.
Freelancer
Set the same customer flow once — then forget.
When a new customer signs up: a 'welcome' email goes out, the brief form is shared, an onboarding call lands on the calendar, a payment reminder fires after 7 days, and 30 days before renewal you get a follow-up task. 5 actions, 0 manual work.
Agency
Onboarding & off-boarding aren't checklists anymore — they're automations.
New teammate joins → 12 tasks open automatically (accounts, training, mentor, first project). They leave → 8 access-revocation tasks fire from one trigger (email, drive, code, channels). No more Excel sheets; the process is now a system.
Software & B2B team
Sprints open and close — you just steer.
When a sprint opens: 14 standard task templates load, the planning meeting drops on the calendar, retro is reserved. On close: the completion report is auto-generated, the retro agenda is prepared, the next sprint opens. The process is systemized; the team stays focused.
COMPARISON
Zapier, Asana Rules, Trello Butler — pieces. Managelify is a system.
The table below shows the strengths of popular automation tools and how Managelify differentiates with context + Mana AI + approved actions.
TOOLSTRENGTHGAP
Zapier / Make (general automation)Wide integration catalogContext-free webhook engine; doesn't know your system, no task/assignment context
Asana RulesSimple in-task rulesTasks module only; weak CRM, calendar, external messaging; no AI
ClickUp AutomationsReady-made templatesComplex UI; no AI suggestions; no natural-language rule building
Notion + 3rd party scriptsFlexible documentsNo native automation; needs third-party glue, single flow breaks
Trello ButlerCard-level rulesBoard-only; team, customer and calendar integration is limited
Automation & Actions (Managelify)WRMInside the system · Mana AI suggestions · natural-language rules · approved actions · audit—
CONTINUE
Explore Automation alongside the rest of Managelify.
Mana AI Assistant
The production layer for automation suggestions, rule setup and decision support.
Command-Driven Task Creation
Build actions and automation rules in natural language.
Task Management
Actions tie to tasks; priority, status and assignment update automatically.
CRM
Customer silence, renewals, tone — wired into automation as triggers.
Calendar
Actions land on the calendar; date-based triggers run in sync with it.
Access Control
Off-boarding triggers a one-shot access-revocation checklist.
FREQUENTLY ASKED QUESTIONS
Clear answers about Automation & Actions.
What exactly is Automation & Actions? How is it different from Zapier?
Automation & Actions is a rule engine inside Managelify that chains trigger (event/time) → condition → action. Zapier connects 'from outside' to your system; it doesn't know your projects, customers or calendar — it's a context-free webhook engine. Managelify's automation lives inside the system: it runs in the same task, customer, team and calendar context, with Mana AI providing suggestions and decision support.
Which triggers are supported?
Event triggers (new project, task completed, customer added, file uploaded), time triggers (every Monday 09:00, the 1st of the month), date-based triggers (30 days before contract end), communication triggers (channel message, DM), form responses, post-meeting events, customer silence, and external system webhooks — all are supported.
What actions can I run?
Create and assign tasks, spawn projects/subtasks, update status and priority, add notes to a customer record, add calendar events, send channel or DM messages, send emails/notifications, prepare contracts/forms/files. You can run a single action or a multi-step chain; every step can branch on a condition.
Do I need code or a visual editor to build automation?
No. You can build it in natural language: type 'open a follow-up task for the account owner 30 days before contract end' and Mana AI drafts the trigger + condition + action setup; you approve, the rule activates. No complex node-based editor — just command, preview, approve.
Do I stay in control on critical actions?
Yes. Critical actions like external customer messages, payments and contracts run in 'request approval' mode — they're surfaced to you, you approve or edit. You can also run an action in test mode and see its effect without firing for real (log only). The audit log records every trigger, condition and action step.
What does Mana AI do for automation?
Mana AI works on three layers: (1) suggestion — 'you ping the same report every Friday, should I make a rule?'; (2) build — drafts the trigger + condition + action setup from a natural-language prompt; (3) decision support — wires risk scores, customer tone and capacity data in as conditions. Not intuition, data.
What if an automation runs incorrectly? Can I roll it back?
Yes. You can run a rule in test mode and see its effect first (no real action). If a live action ran wrong, the audit log lets you trace it step by step; one-click rollback is supported for most actions. The frequency limit (anti-spam) prevents chained actions from spiraling out of control.
How does automation connect to other Managelify modules?
Automation is wired straight into the Work Relationship Management (WRM) core: Task Management, Project Management, CRM, Calendar, Team & Roles, Access Control, Recording & Transcript, Forms & Contracts — all are usable as triggers and actions. It's built in natural language with Command-Driven Task Creation, and reasoned about with Mana AI. One flow: project + task + communication + CRM + calendar — automation touches all of them.
MANAGELIFY
Build one rule — then forget it. Let the system run.
Set up your first automation, kill the first repetition. Mana suggests, you approve — control stays with you, and your throughput compounds.