If you’re using Prelay to manage sales processes or complex team projects, you’re probably looking for ways to keep people in the loop without nagging them to death. This guide is for folks who want to set up automated notifications and task assignments in Prelay—and who want a setup that actually helps, not overwhelms.
You don’t need to be a tech wizard. But you do need a plan, because notification overload is real and task automation can backfire if you’re not careful. Here’s how to get started, what works well, and where to watch out for common pitfalls.
1. Why Automate Notifications and Tasks in Prelay?
Before you start clicking around, think about what you’re actually trying to fix. Automation in Prelay is meant to save you time, cut down on manual reminders, and make sure nothing crucial slips through the cracks.
The Good: - No more “Did you see my email?” or “Who’s doing that?” - Tasks get assigned at the right moment in your workflow. - People are nudged to act, not just given more noise.
The Not-So-Good: - Too many notifications and people tune them out. - Bad automation means busywork and confusion. - “Set it and forget it” doesn’t work—things change.
Pro tip: Start small. Automate the stuff that’s always falling through the cracks, not everything.
2. Prerequisites & Planning
Setting up automation in Prelay is straightforward, but take a minute to prep:
- Permissions: You’ll need to be an admin or have manage-workflow rights.
- Team Buy-In: Tell your team what’s coming. Surprises = annoyance.
- Current Workflow: Map out your process on paper or a whiteboard first. Where do people get stuck? Where are reminders most needed?
- Prelay Concepts: Make sure you know the difference between a “task,” a “stage,” and a “notification” in Prelay. (Not as obvious as it sounds—check Prelay’s help docs if you’re not sure.)
3. Step-by-Step: Setting Up Automated Notifications
Let’s get into the nuts and bolts. Notifications in Prelay can be triggered by almost anything: a deal moving to a new stage, a task overdue, a file uploaded, etc.
Step 1: Decide What Matters
Don’t just turn on every alert. Pick the moments where someone genuinely needs to know or do something. For example: - When a deal hits a critical stage (“Needs Legal Review”) - When a task is assigned or overdue - When a document is uploaded for review
What to skip: Stuff people can see by checking Prelay. Example: “Deal created” emails for everyone—usually useless.
Step 2: Find Notification Settings
- Go to your workflow or deal template in Prelay.
- Look for an “Automation” or “Notifications” tab (label depends on your version).
- You should see options for when to trigger notifications (stage change, task assigned, etc.).
Step 3: Set Up a Notification Rule
- Click “Add Notification” or similar.
- Choose the trigger event (e.g., “Task assigned,” “Deal enters stage X”).
- Pick who should get the notification—assignee, team, manager, etc.
- Customize the message if possible. Make it clear, not cryptic.
- Save the rule.
Pro tip: Less is more. If you’re not sure, set up notifications for a smaller group first and expand if needed.
Step 4: Test It
Move a test deal or task through the workflow and see who gets notified, how, and when. Adjust if you’re getting too many, too few, or the wrong people.
4. Setting Up Automated Task Assignments
Assigning tasks automatically is where you really start saving time—but it’s also where you can make a mess if you’re not careful.
Step 1: Map the Flow
Figure out where tasks should get assigned automatically. Common spots: - When a deal hits a new stage (“Send Contract” automatically goes to Legal) - When a prerequisite task is completed - When a certain type of deal is created
Step 2: Configure Task Assignment Automation
- In your workflow template, find the “Tasks” section.
- Add a new task or edit an existing one.
- Set the assignment rule:
- When: (e.g., “When deal enters ‘Negotiation’ stage”)
- Who: Assign to a specific user, role, or round-robin the team.
- Optional: Set dependencies, due dates, or conditions (e.g., only for deals over $50K).
What to avoid: Don’t assign every task automatically, or you’ll end up with a graveyard of ignored tasks. Only automate where it saves real time and fits your workflow.
Step 3: Communicate Changes
Let your team know what’s automated now and what’s still manual. Otherwise, stuff falls through the cracks—or worse, gets double-done.
Step 4: Monitor and Adjust
Check in after a week or two. Are tasks piling up? Are people ignoring automatic assignments? If so, tweak your rules. Automation should make life easier, not harder.
5. Pro Tips for Smarter Automation
- Use Roles, Not Just Names: Assign tasks/notifications by role (e.g., “Legal Reviewer”) instead of a specific person. Cuts down on rework when teams change.
- Batch Notifications: If possible, group notifications so people get one digest instead of 10 emails a day.
- Set Clear Deadlines: Automated tasks without deadlines are easy to ignore.
- Review Regularly: Revisit your automation rules every quarter. What made sense six months ago might just be noise now.
- Watch for Overlap: If you use other tools (like Slack or email integrations), make sure you’re not bombarding people from every channel.
6. What to Ignore (or Use Sparingly)
- “All Users” Notifications: Almost never a good idea. The fastest way to get everyone to ignore Prelay emails.
- Default Templates: Prelay has some built-in automations, but they’re generic. Customize or you’ll end up with irrelevant alerts.
- Automating Everything: Some manual work is good. It keeps people thinking instead of just clicking through a to-do list.
7. Troubleshooting: When Automation Backfires
Even with the best intentions, automation can go sideways. Here’s what to watch for:
- Notifications Fatigue: If people say “I just archive all Prelay emails,” you’ve got a problem. Cut back.
- Missed Tasks: Assignments that aren’t clear or that go to the wrong person.
- Broken Triggers: If you change your workflow, double-check that your automation rules still work. They don’t always update automatically.
Pro tip: Set up a monthly 10-minute review of your automation settings. It’s boring, but it’ll save you hours of confusion down the road.
8. Keep It Simple and Iterate
You don’t have to get it perfect the first time. Start with the basics: automate the reminders and assignments that save you the most brainpower. Check in with your team. If something isn’t working, change it fast.
Prelay’s automation features are powerful, but only if you use them with a light touch. The best setup is the one your team doesn’t even notice—because it just works.
Good luck, and remember: If you find yourself getting too clever, you’re probably making it too complicated. Keep it simple. Iterate as you go.