Send the right email the moment a step is done

Attach an email to any step in your workflow. When a teammate completes that step in a run, Manifestly sends the message for you — personalized with tokens and delivered to the addresses collected during the run. No more manual “just letting you know” notes after every hand-off.

Get started Let's Talk

Start your free trial. No credit card required.

Email on step completion Onboarding kickoff
To {{Customer email}}
Reply‑To success@acme.co
From Acme (your org)
Subject Your onboarding for {{run.title}} is underway
Body Hi {{Contact name}}, your kickoff step is complete and your account is being set up. Questions? Just reply to this email.
Fires when the step is completed Save message

Stop chasing hand-offs with manual emails

Every finished step used to mean someone remembering to email the customer, the next team, or the requester — with the right details, spelled correctly, to the right address. Attach the email to the step once and Manifestly sends it every single run, exactly when the work is done.

Doing it by hand
  • Someone has to remember to send it after each step
  • Copy-pasting names, dates, and details every time
  • Missed and mistyped notifications slip through
With step-completion emails
  • Configured once on the step, sent every run
  • Tokens fill in the run's real details automatically
  • Delivery is logged in the run's activity

Set it up once, and every run sends it for you

1

Attach an email to a step

On any step in your workflow, add an email message. You can attach more than one message to the same step when several people need to hear about it.

2

Write it with tokens

Set the recipients, reply-to, subject, and body. Drop in tokens for run details and for values captured earlier in the run, so each message reads like you wrote it by hand.

3

Complete the step

The next time someone checks that step off in a run, Manifestly fills in the tokens and sends the email — then records the delivery in the run's activity.

One message, personalized for every run

Write the email once and let tokens do the rest. Reference run details like {{run.title}}, the current date, your organization, or the person completing the step — plus any value someone captured earlier in the run, referenced by its field label. When the step is completed, each token resolves to that run's real data.

  • Use tokens in the recipients, subject, and body alike.
  • An “insert variable” helper lists every token available on that step.
  • Anything a token can't fill is flagged in the run's activity, so nothing goes out half-blank unnoticed.
Template → what sends
You write
Subject: {{run.title}} — step complete

Hi {{Contact name}},
“{{step.name}}” is done as of {{current_date.full}}.
What actually sends
Subject: Acme Corp onboarding — step complete

Hi Priya Shah,
“Provision the account” is done as of August 9, 2026.

Email the people who matter to this run

The recipient doesn't have to be decided in advance. Point the To field at an email address collected during the run — the customer, the vendor, the requester — and the message goes to whoever this particular run is about. You can also list fixed addresses, mix several together, and set a Reply-To so responses land with the right person.

  • Send to email fields captured earlier in the run.
  • Add one or more fixed addresses, separated by commas.
  • Recipients are validated as real addresses before anything is sent.
To {{Customer email}}, ops@acme.co
resolves at completion
Delivered to priya@acme-corp.com, ops@acme.co
Reply‑To success@acme.co
From (display name) Your organization

Tokens you can drop into any message

The exact list adapts to your workflow — the “insert variable” helper shows what's available on each step.

Run & system
{{run.title}} {{run.due_date.full}} {{step.name}} {{current_date.full}}
People & org
{{current_user.name}} {{current_user.email}} {{organization.name}} {{department.name}}
Data collected in the run
{{Contact name}} {{Customer email}} {{Order number}}
Run links (body)
{{run.url}} {{run.percent_completed}} {{run.summary}}

Sent reliably, and recorded

These aren't fire-and-forget. Each message is tied to the step and the run it came from, so you can always see what went out and to whom.

  • Every send is written to the run's activity, with the recipients and time.
  • If a token couldn't be filled or an address was invalid, the activity says so instead of sending something broken.
  • Messages send from your organization's name, so recipients recognize who it's from.
  • The same step-completion messaging can also send an SMS when you need to reach someone fast.
Run activity
Provision the account completed by Dana Ruiz
Email sent on step completion
To: priya@acme-corp.com, ops@acme.co
Subject: Acme Corp onboarding — step complete
Aug 9, 2026 · 10:42 AM

Where teams put step-completion emails to work

Customer onboarding

Keep the customer in the loop as each phase wraps.

Finish “Provision the account” → the customer gets a heads-up email at the address captured on the intake step.

Team hand-offs

Notify the next team the instant the work reaches them.

Complete the review step → the fulfillment inbox is emailed with the run title and a link to the run.

Approvals & requests

Close the loop with whoever asked.

Approve the request step → the requester is emailed automatically that it's been approved.

Step-completion emails, answered

The moment that step is completed in a run. Manifestly fills in the tokens with that run's data and sends the message — you configure it once on the workflow's step and it happens automatically on every run.

Recipients, reply-to, subject, and body. Tokens cover run details (title, due date, step name), the current date, your organization and department, the person completing the step, links back to the run, and any value captured by a data-collection field earlier in the run — referenced by its field label.

Yes. Put a token for an email field in the To line and the message goes to whatever address was entered for that run — the customer, vendor, or requester. You can also list one or more fixed addresses, or mix both.

Yes. You can attach multiple messages to the same step, each with its own recipients and content, so different people can be notified when that step is done.

Recipients are validated as real email addresses first, and any token that couldn't be resolved is flagged in the run's activity. That way a broken or half-filled message doesn't quietly go out — you can see what happened.

Messages send with your organization's name as the display name, and you can set a Reply-To so responses reach the right person or inbox.

Other Features

Design your process

Workflow Customization

Shape exactly how each workflow behaves — logic, data, timing, and documentation.

Workflow Versioning

Make changes and collaborate on workflow improvements in a private Draft, keep a stable Published version for your team, and maintain a full version history with restore.

Conditional Logic

Customize your workflows to conditionally hide or display workflow sections and steps based on data collection or the completion of a different step or section in the workflow.

Workflow Approvals

Add a required sign-off to any workflow step so work gets reviewed before it moves forward. Assign the person who owns the decision, hold the steps behind it until they approve or reject, and keep every decision on the record.

Relative Due Dates

Set expectations for when tasks are due and send notifications to users. Due dates are also utilized in our calendar integration.

Business Calendars

Attach a holiday calendar to a workflow to keep due dates and reminders off weekends and holidays. When a date lands on a day off, snap it to the next or previous business day — and move or skip recurring runs that fall on one.

Data Collection

Add data collection fields to your workflows. Users can enter data, choose from a list, upload images and files, and even collect signatures.

Data Tables

Keep reusable reference data in a shared table and pull it into your workflows. Choose a row in a run and Manifestly auto-fills the rest of that row into your other fields. An Enterprise feature.

Embed Links, Videos, and Images

Customize your workflow steps to add videos, images, and links to supporting documents to make them not only a list of what to do, but also a document of how a process should be done.

Workflow Automations

Set up one workflow to automatically create and assign another workflow when a specific step is completed in the original workflow.

Send a Customized Email on Step Completion

Customize an email to be sent when a step in your workflow is completed, providing real-time updates to the team.

Set Due Dates for Steps Based on Date Data Collection Fields

Use step data collection to drive due dates in your workflows, ensuring that deadlines are accurate and meaningful.

Subtasks

Define lightweight subtasks within a step to help your team follow a step-by-step process for completing a task.

QuickLists for Ad Hoc Tasks

Create lightweight, ad hoc task lists for one-off to-do items or collaborative team lists that don't require recurring workflows.

Organize with Tags

Keep your workflows and runs organized by using tags. Tags act as flexible folders to easily filter and find your tasks in Manifestly. Set up tags to track work by client, property, type of work, and more.

Manage your Standard Operating Procedures - SOPs

Create, edit, and publish your standard operating procedures. Keep your documentation updated and ensure everyone is using the most recently updated process documentation.

Send a Customized SMS Message on Step Completion

Customize an SMS message to be sent when a step in your workflow is completed, providing real-time updates to any phone number.
Delegate & automate

Assign and Automate

Get the right work to the right people, on schedule — automatically.

Schedule Recurring Runs

Schedule daily, weekly, or quarterly workflow runs to ensure recurring tasks are completed on time. Receive notifications on run activity, such as when a run has started.

Role-Based Assignments

Assign steps in your workflows to a role and then assign people to a role on a run-by-run basis, giving you more control over recurring assignments.

Automations with Zapier

Connect with 1,000+ apps using our Zapier app to automate data and workflow connections across platforms, ensuring seamless integration.

Import Runs

Import 200 workflow runs at a time using our spreadsheet importer. Set custom start and due dates, assign participants, add tags, Slack channels, and more.

Initiator Role

Automatically assign steps in the workflow to the person creating the new run using the Initiator Role, streamlining role-based task delegation.

Display Assignments in a Calendar

Visualize and manage your tasks within a calendar to plan ahead effectively and stay organized.
Stay on top of it

Track Progress and Reporting

See what's done, what's late, and what's coming — across every run.

Calendar Integration

Manifestly integrates with both Microsoft Outlook and Google Calendar so you can view your assignments and upcoming runs within your regular calendar.

Bird's-eye View of Tasks

Track task progress and work on multiple runs all on one summary page that highlights assignments, late runs, and late tasks.

Customizable Dashboards

Customize your dashboard using as many dashboard "widgets" as you want to show exactly what you need to stay on top of for your organization's recurring tasks in Manifestly.

Reminders

Set up reminders on workflows or runs. Reminders can ensure your team does not miss deadlines in their assignments.

Reporting & Data Exports

View real-time reports of exactly what steps are done and what are left, with summary views across runs. Our data export feature gives you all the detailed data from your runs in a format easily imported into a spreadsheet or business intelligence tool.

Inbox

A single inbox page that consolidates your assignments, runs, and tasks. This unified view helps you stay organized, reduces the need to jump between screens, and makes it simpler to prioritize and manage your workload.
Governance & security

Govern, secure & prove it

SSO, granular permissions, and a complete audit trail — the controls enterprise teams need to run their work and prove how it was done.

Departments & Locations

Use departments to organize teams and workflows, as well as maintain security by keeping runs and activity private from your whole organization.

Permissions

Control access and abilities in the system using user permission roles. Admins, Users, and Limited Users all have different rights levels.

SAML SSO

Set up SAML SSO to control access to your Manifestly account. Manifestly supports Okta, Azure AD, Auth0, OneLogin, and Google SSO.

Guest Users

Invite external users to participate in workflows without requiring full accounts. Maintain security while allowing seamless collaboration.

Custom Branding

Create a branded environment by customizing your workspace with a company-specific logo. The logo appears in emails, guest run pages, and login pages.

Initiator Role

Automatically assign steps in the workflow to the person creating the new run with the Initiator Role, simplifying the setup and execution of recurring tasks.

Audit Trail

Every action — who did what, entered which data, and when — is captured in a searchable, permanent activity log, so you can prove exactly how work was run.

API & Webhooks

Full read/write access over the Manifestly v2 REST API plus webhooks, so Manifestly fits into your existing systems, provisioning, and reporting.
Collaborate & audit

Communicate

Keep the conversation — and a permanent record of who did what, and when — in one place.

Comments & Mentions

Collaborate with your team within a run without relying on emails or other communication methods. You can also add Manifestly directly to Slack.

Searchable Account Activity Logs

Every action taken — who completed a task, entered data, started and finished a run, and more — is stored in the cloud, forever, making it easy to audit who did what and when on previous runs and tasks.

Bulk Send of Reminders

With one click you can send out reminders to everyone working on a list of runs to help ensure your team completes tasks on time.

Trusted by organizations big and small for their recurring workflows

Compass logo
Sheraton logo
Foxconn logo
Coldwell logo
Plural Sight logo
BDO logo
KW logo
UT Austin logo

Send a Customized Email on Step Completion

With Manifestly, your team will Never Miss a Thing.

Start your free 14-day trial Schedule a demo »