Card Automations

Opening Card Settings

1. 1

   Right-click the card header

   Right-click (or long-press on mobile) the column header to open the context menu, then select Card Settings.

2. 2

   Choose a tab

   The settings modal has four tabs: General (name, color, icon), Behavior (sorting, limits, auto-archive), Automation (task-level rules), and AI (natural language automation). Navigate to the tab you need.

Automatically marks tasks as completed the moment they enter this card. Ideal for "Done" or "Shipped" columns where arrival means the work is finished.

When does it trigger?

• On task creation inside this card
• On drag/drop into this card from another card

How to set up

1. 1

   Open Card Settings and go to the Automation tab

2. 2

   Toggle "Auto Complete" on

   The switch is at the top of the automation list under "When task enters this card".

3. 3

   Save changes

   From now on, any task that enters this card will be marked as completed automatically.

Sends an in-app notification to the task's assignee whenever a task enters this card. Useful for handoff columns like "In Review" or "Ready for QA" where someone needs to know work has arrived.

When does it trigger?

• On task creation inside this card (if already assigned)
• On drag/drop into this card from another card

How to set up

1. 1

   Open Card Settings and go to the Automation tab

2. 2

   Toggle "Notify Assignee" on

   Located right below Auto Complete in the automation list.

3. 3

   Save changes

   Assignees will receive a notification when tasks land in this card.

Automatically assigns every new task in this card to a specific team member. When combined with "Apply on drop", tasks dragged in from other cards are also re-assigned.

When does it trigger?

• On task creation inside this card
• On drag/drop into this card (only when "Apply on drop" is enabled)

How to set up

1. 1

   Open Card Settings and go to the Automation tab

2. 2

   Select a member from the "Auto Assignee" dropdown

   Choose any workspace member. Every task created in this card will be assigned to them.

3. 3

   Optionally enable "Apply on drop"

   When toggled on, tasks dragged into this card from another card are also re-assigned to the configured member.

4. 4

   Save changes

• AssigneeDefault: None

  Select a workspace member from the dropdown. To remove, click the "Remove" option at the bottom of the dropdown.

• Apply on dropDefault: Off

  When enabled, tasks dragged into this card from another card are also re-assigned to the configured member. Useful for handoff columns like "In Review" or "QA".

Automatically sets the reporter for every new task in this card. The reporter is the person who reported or is responsible for tracking the task. If not configured, the task creator becomes the reporter by default.

When does it trigger?

• On task creation inside this card
• On drag/drop into this card (only when "Apply on drop" is enabled)

How to set up

1. 1

   Open Card Settings and go to the Automation tab

2. 2

   Select a member from the "Auto Reporter" dropdown

   Choose any workspace member. All new tasks will have this person as the reporter.

3. 3

   Optionally enable "Apply on drop"

   When toggled on, tasks moved into this card also get their reporter updated.

4. 4

   Save changes

• ReporterDefault: Task creator

  Select a workspace member. All new tasks will have this person as the reporter.

• Apply on dropDefault: Off

  When enabled, tasks moved into this card also get their reporter updated.

Automatically sets a deadline relative to task creation. For example, setting this to 3 days means every new task gets a due date 3 days from now.

When does it trigger?

• On task creation inside this card
• On drag/drop into this card (only when "Apply on drop" is enabled — due date is recalculated from the drop moment)

How to set up

1. 1

   Open Card Settings and go to the Automation tab

2. 2

   Enter a number in the "Auto Due Date" field

   Set a value between 1 and 365. The due date is calculated as creation date + N days. Set to 0 to disable.

3. 3

   Optionally enable "Apply on drop"

   When toggled on, tasks dragged into this card get a new due date calculated from the moment they are dropped, not their original creation date.

4. 4

   Save changes

• Days from creationDefault: 0 (disabled)

  Enter a number between 1 and 365. Set to 0 to disable.

• Apply on dropDefault: Off

  When enabled, tasks dragged into this card get a new due date calculated from the moment they are dropped, not their original creation date.

Automatically adds a label with a custom color to every task that enters this card. Use this to visually tag tasks based on which card they belong to — for example, adding a red "Bug" label on your bug tracking column.

When does it trigger?

• On task creation inside this card
• On drag/drop into this card from another card

How to set up

1. 1

   Open Card Settings and go to the Automation tab

2. 2

   Pick a color using the color swatch

   Click the color picker next to the "Auto Label" input to choose your label color.

3. 3

   Type the label name

   Enter a label name (e.g. "Bug", "Feature", "Reviewed"). Leave empty to disable. A live preview of the label appears below the input.

4. 4

   Save changes

   Every task that enters this card will automatically receive the configured label.

• Label colorDefault: Purple

  Choose any color via the color picker. The label will display with this color as both the dot indicator and tinted background.

• Label nameDefault: Empty (disabled)

  Type a name for the label. When empty, auto-labeling is disabled.

Automatically moves tasks to another card after a configurable number of days without any activity (no edits, no comments, no status changes). This helps keep active columns clean by pushing neglected tasks back to a backlog or archive card.

When does it trigger?

• Periodically via a background job (cron) — checks each task's last activity date

How to set up

1. 1

   Open Card Settings and go to the Automation tab

2. 2

   Set the inactivity threshold

   Under "Stale task handling", enter the number of days (1-365). Tasks with no updates for this many days will be moved. Set to 0 to disable.

3. 3

   Specify the target card

   Enter the exact name of the destination card on the same canvas (e.g. "Backlog"). Stale tasks will be moved there automatically.

4. 4

   Save changes

• Days of inactivityDefault: 0 (disabled)

  Set between 1 and 365. Tasks with no updates for this many days are considered stale.

• Move toRequired when enabled

  Enter the exact name of the target card on the same board. Stale tasks will be moved to this card when the background job runs.

AI Automation lets you write free-form rules that the AI evaluates whenever a task enters the card (created or dragged in). Unlike rule-based automations above, AI Automation understands complex conditions, task context, worklog data, and can chain multiple actions in a single prompt.

What can AI do?

When does it trigger?

• On task creation inside this card (after rule-based automations)
• On drag/drop into this card from another card (after rule-based automations)

How to set up

1. 1

   Open Card Settings and go to the AI tab

   The AI tab is the fourth tab, marked with a sparkle icon.

2. 2

   Toggle "AI Automation" on

   The card will display an animated violet border to indicate AI is active.

3. 3

   Write your automation prompt

   Describe what should happen in natural language. You have 2,000 characters. The AI understands task properties (title, type, priority, assignee, labels, due date, time tracked, description) and can reference connected cards by name.

4. 4

   Save changes

   From now on, every task that enters this card triggers the AI agent. Actions are logged in the card's chat for full transparency.

• Enable AI AutomationDefault: Off

  Toggle on to activate. Cards with active AI automation show an animated violet border.

• Automation PromptMax 2,000 characters

  Free-form text describing conditions and actions. The AI evaluates this prompt against every task that enters the card and decides whether to act.

Execution order

1. 1

   Rule-based automations apply first

   Auto-assignee, auto-reporter, auto-due-date, auto-label, auto-complete — all configured in the Automation tab.

2. 2

   AI Automation evaluates the prompt

   The AI reads the task (including properties applied in step 1), the automation prompt, connected cards, workspace members, and real worklog data from Firestore.

3. 3

   AI takes actions

   If conditions are met, the AI calls tools (move, update, comment, email, Slack). If not, it explains why no action was taken.

4. 4

   Results appear in the card's chat

   Every tool call is logged with success/failure indicators. If the chat drawer is open, results appear in real-time.

Safety & rate limits

• Email limit5 per hour per user

  Emails are rate-limited globally and per-recipient (max 2 to the same person per hour). Stored in Firestore — survives serverless restarts and card switching.

• Slack limit5 per hour per user

  Same rate limit as email. The AI is instructed to only send task-related notifications.

• Card cooldown10 seconds

  After an automation triggers, the same card won't trigger again for 10 seconds. Prevents rapid-fire when multiple tasks are dropped quickly.

• Loop preventionMax depth: 2

  If an AI automation moves a task to another card that also has AI automation, the chain stops at depth 2 to prevent infinite loops.

AI Automation Examples

Here are example prompts you can use or adapt for your own cards:

Each card can have its own default sort order. This determines how tasks are displayed in the column. Configured in the Behavior tab of Card Settings.

Enforce a limit on how many active (non-archived) tasks a card can hold. When the limit is exceeded, the oldest active tasks are automatically archived to make room.

How to set up

1. 1

   Open Card Settings and go to the Behavior tab

2. 2

   Set the "Max active tasks" value

   Enter a number between 10 and 500. The default is 200.

3. 3

   Save changes

   When the active task count exceeds this limit, the oldest tasks are auto-archived.

• LimitDefault: 200

  Set between 10 and 500. When a new task is created and the active count exceeds this limit, the oldest active tasks are automatically archived to make room.

• Hard ceiling500 tasks

  Every card has a hard maximum of 500 total tasks (active + archived). When this ceiling is reached, the oldest archived tasks are permanently deleted to make room for new ones.

Automatically archive completed tasks after a configurable number of days. This keeps your "Done" columns clean without manual cleanup.

How to set up

1. 1

   Open Card Settings and go to the Behavior tab

2. 2

   Toggle "Auto Archive" on

   Once enabled, a daily background job checks for completed tasks older than the threshold.

3. 3

   Set the archive threshold

   Enter the number of days (1-365) after which completed tasks should be archived. The default is 7 days.

4. 4

   Save changes

• Enable Auto-ArchiveDefault: Off

  Toggle on to activate. Once enabled, a daily background job checks for completed tasks older than the threshold and archives them.

• Archive after N daysDefault: 7 days

  Set between 1 and 365 days. Tasks that have been marked as completed for longer than this period are automatically archived.

Trigger Reference

Quick reference for when each automation fires:

Common Automation Patterns

Next Steps