01
Break the task down
Split a big job into subtasks in a single line. Each step lives like a real task with its own title, owner, priority and due date.
Feature · Subtasks & Checklists
Big work — broken into small, clear steps.
Managelify combines subtasks, checklists, progress percentage and AI-generated steps via Mana AI on a single task card. No step — left in someone's head.
∞
subtasks and steps
%
automatic progress
AI
generate checklist with AI
SUBTASK & CHECKLIST PREVIEW
Screenshot area ready
When the visuals arrive they'll slot into these frames — sized for the product UI.
In-task subtask panelChecklist & progressTemplate library
Live system · Real-timeDon't just read about it —
Don't just read about it —
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PROBLEM
Steps everywhere — except on the task.
Most teams keep the steps of a task in WhatsApp messages, in their heads, in Excel or in a checklist scribbled on the side. The result is always the same: a step is skipped, a revision is forgotten, a delivery goes out incomplete.
NOTES
Steps stay in the app, never appear on the task card.
WHATSAPP
“Don't forget this too” disappears without being recorded.
EXCEL
Checklist is static; nobody knows who did what.
TRELLO
Checklist exists but lacks assignee, due date and file context.
MEMORY
Steps of recurring work are written from scratch every time.
EMAIL
Brief items get buried in the approval thread without becoming tasks.
Single flow · WRM
Subtask + checklist + assignee + date — on one task card.
Classic tools treat the checklist as a static list. In Managelify every step is alive: it has an owner, a date, an automatic progress calculation. We call this approach Work Relationship Management (WRM).
Subtask
Checklist
Template
Progress
Recurrence
Goal
Notification
Mana AI
02
Move forward with checklists
Use checklists for quick checks; subtasks for deeper work. Both live on the same task card without confusion.
03
See the progress
Completed steps automatically update the parent task's progress percentage. Real status becomes visible across project and dashboard.
04
Generate with Mana AI
Produce a subtask list with a single command, turn briefs into checklists, templatize recurring work. The burden of writing steps is lifted from you.
DEPTH
Everything around the step — in its place.
A subtask has the same rights as the parent task: assignee, priority, date, files, comments. The checklist stays simple for fast checks. Together — no step is missed.
SubtaskChecklistAutomation
Subtask fields
- Title and short description
- Assignee
- Priority (Low / Medium / High)
- Status (To do / In progress / Done)
- Due date and time
- Dependencies and ordering
Checklist features
- Quick bullet entry (single line)
- Drag-and-drop reordering
- One-click checking
- Bulk clear and copy
- Import from template
- Comments and file attachments
Automation
- Steps are auto-generated for recurring tasks
- Templates apply to a project with one click
- Completed steps update the parent task percentage
- Overdue subtasks send early warnings
CHOICE GUIDE
Checklist or subtask?
Both live inside Managelify. Once it's clear when to use which, the team avoids confusion and cards stay clean.
Checklist
Short, fast, single-person checks
- Pre-publish final checks
- Missing-info items in a brief
- Meeting agenda items
Subtask
Work that needs multiple people, dates and files
- Design → revision → approval flow
- Each step of a launch plan
- Customer onboarding process
ENHANCERS
Standard quality — every time.
Recurring steps
Steps for your weekly report, monthly invoice or customer onboarding regenerate themselves every cycle.
Template library
Save the checklists you use most and apply them to new tasks with one click. Standard quality, every time.
Tags & filters
Filter subtasks by tag, owner or date and see today's real to-do list.
Smart notifications
Subtasks assigned to you, overdue steps and completion percentage arrive as real-time notifications.
Hand over the brief — Mana AI lays out the steps.
Mana AI takes the burden of writing subtasks and checklists out of your hands. From a meeting note, brief or short command it produces ordered, logical, ownable steps. AI is not a feature — it's the production layer of the system.
Subtask + checklist generation by commandExtract steps from briefs & meeting notesEarly warnings for delayed stepsTemplate suggestions for repeating lists
EXAMPLE COMMAND
"Lay out the steps for the launch task: design, content, development, QA, release — assign an owner and date to each."
Subtasks are created Owners are assigned Dates are bound Progress percentage kicks in
FOR WHOM
From solo to team — steps stay in place.
Freelancer
Client brief — instantly turned into actionable steps.
Paste the brief into the task card and ask Mana AI for a checklist. You're the owner of every step with clear dates and durations. Time logs ready for invoicing accumulate automatically.
Agency
Design, revision, approval — every step on record.
Across multi-client flows, subtasks show exactly where revisions get stuck. Template checklists deliver every project at the same quality.
Startup & team
Not a single step of the launch plan gets lost.
Break sprint tasks into substeps, order their dependencies. The progress percentage tells the real story in your weekly review.
COMPARISON
Asana, Trello, Notion — each solves a piece. Managelify ties them together.
The table below shows the strengths and gaps of popular tools for subtasks and checklists, and the integrated experience Managelify provides in one panel.
TOOLSTRENGTHGAP
AsanaSubtasks + assignmentWeak communication, CRM and file context
TrelloSimple checklistLimited assignment, dates, progress %
TodoistQuick to-dosNo team, project or template management
ClickUpMulti-layered subtasksComplex, steep learning curve
NotionFlexible checklist pagesWeak task ownership and workflow
ManagelifyWRMSubtask + checklist + AI + WRM in one flow—
Project context
Each subtask lives with the files, customer and calendar of the project it belongs to.
Comments & files
Comments, emoji reactions and files on every step; context never leaves the task.
History & transparency
Who updated the step, when and how — fully traceable activity history.
CONTINUE
Explore the subtask system together with Managelify's other modules.
Task Management
Discover the central hub where tasks live across List, Kanban and Timeline.
Project Management
The project hub and detail tabs that tasks belong to.
All modules
See Managelify's 8 categories and 33 modules in one panel.
Pricing
From freelancer to agency, transparent usage-based plans.
Workshop & Training
How to set up the checklist and subtask system — operations guide.
Demo & Contact
Schedule a one-on-one introduction call with your team.
FREQUENTLY ASKED QUESTIONS
Clear answers about subtasks & checklists.
What is the difference between a subtask and a checklist?
A checklist is for quick, single-line checks — pre-publish reviews, missing brief items, agenda points. A subtask is a full task with its own owner, priority, due date and files; used for revisions, approvals or any flow that needs multiple people. In Managelify both live on the same task card.
How many subtasks or checklist items can a task have?
There is no practical limit. You can add as many checklist items and subtasks as you need. Progress is calculated automatically based on completed steps, so the parent task's real status stays current.
Can subtasks recur or be saved as templates?
Yes. Set up frequently repeated work (weekly report, monthly invoice, customer onboarding) once and let it auto-generate via recurrence. You can also save the entire checklist to the template library and apply it to new tasks in a single click.
Can Mana AI generate checklists?
Yes. Give Mana AI a brief, meeting note or a simple command — it returns an ordered, logical subtask or checklist list. Saying “lay out the steps for this launch” turns minutes of planning into seconds.
Do subtasks support ordering and dependencies?
Yes. You can drag-and-drop subtasks to reorder them and define logical dependencies. Mana AI evaluates delay risk based on this ordering and recommends prioritization.
Can I share checklists with my teammates?
Yes. Whichever project the task belongs to, members of that project can see, claim and update checklists and subtasks. Comments, files and tags are available on every step.
Do completed steps automatically close the parent task?
The progress percentage updates automatically. You can close the parent task manually, or enable a rule so that when all subtasks are completed it transitions to “Done” by itself.
Can I try it for free?
Yes. Without signing up, you can launch the live demo with one click and explore the subtask and checklist system as if you were inside a real account. No credit card required.
MANAGELIFY
Don't read about it — use Managelify.
No sign-up, no card, no setup. Open a real task panel in one click; try subtasks, checklists and Mana AI as if it were your own account.