Resources · Zapier integration

MindManager Zapier integrationAutomate MindManager with Zapier.

The MindManager Zapier integration gives you 1 trigger, 1 action and no search. The trigger is instant and the app runs on Zapier's free plan. Below: what each step costs in tasks, how to connect your account, and where a MindManager Zap breaks.

See the 2 operations

Verified Trustpilot reviews · AI, automation & growth agency

Overview

What the MindManager Zapier integration does for you

The integration connects MindManager, the software for mapping projects and complex information, to Zapier in both directions. A topic you zap in MindManager can start an automation, and another tool can add a subtopic under a topic of your map. You pick the event and what follows; Zapier runs both every time.

Map topics that become tasks. Zap Topic sends a topic from your map to Zapier, and an action in your task app then creates the matching task, so planning and doing stay in step without copy and paste.

A running record of key topics. The same trigger can feed a spreadsheet, one row per zapped topic, for people who follow the project without opening the map.

Ideas from elsewhere, placed in the map. A form answer or a message in another tool can reach MindManager through New Subtopic, which adds it under the parent topic you choose.

What Zapier does not do here: the list stops at one trigger and one action. There is no search, so a Zap cannot look up a topic by itself, and no action edits, moves or removes a topic. New Subtopic adds to the MindManager desktop application, so check at test where the new subtopic lands. If you are still weighing tools for this, see our n8n vs Zapier comparison.

Vocabulary

Zapier words, in plain English

Eight terms come back across this page. Here is what each one means when MindManager is one of the apps.

Zap
The automation you build on Zapier: one trigger, then one or more actions that run every time the trigger event happens.
Trigger
The event that starts the Zap, here a topic zapped in MindManager. Once the Zap is on, Zapier waits for it.
Action
What the Zap does after it starts: the step that writes, sends or changes something for you, like adding a subtopic.
Task
The unit Zapier bills. One action that completes successfully is one task, and your plan is a count of those.
Polling vs instant
Zapier checks a polling trigger on a timer. An instant trigger is reported by the app itself the moment the event happens.
Filter
A step that lets the Zap go on only when what arrived meets the condition you set, and stops it otherwise.
Search step
A step that looks up something already in an app for later steps. MindManager offers none on Zapier, other apps may.
Multi-step Zap
Any Zap beyond one trigger and one action. A second action, a filter or a search makes one, and it needs a paid plan.
Cost

What a MindManager Zap really costs

The trigger never costs a task, and watching MindManager for zapped topics costs nothing either. Zapier bills only actions that complete.

  • Trigger0 tasks
  • Each successful action1 task
  • Free plan100 tasks a month, two-step Zaps
  • Premium appNo

Each successful action counts on its own, so a three-action Zap uses three times what a one-action Zap uses. A failed action is not counted, and a few actions take more than one task. The free plan gives 100 tasks a month and unlimited Zaps, each one capped at two steps: add a filter or a second action and you need a paid plan. MindManager is not a premium app, so it works from the free plan. The grid below is the interval Zapier uses for polling triggers; it does not apply to Zap Topic, which is instant.

Connect

Connect your MindManager account to Zapier

  1. 01

    Open Apps and add a connection

    In your Zapier account, open the Apps page and click + Add connection. A connection is your MindManager account linked once, then reused by every step that talks to MindManager.

  2. 02

    Pick MindManager

    Type MindManager in the dialog's search box, select it, then click Add connection. You need a MindManager account, plus read or write access on anything you do not own yourself and want the Zap to touch.

  3. 03

    Sign in and grant access

    A tab opens on MindManager. Sign in, then grant Zapier access to the account. Back in the editor, the connection is ready for Zap Topic and New Subtopic.

First Zap

Your first MindManager Zap, step by step

GoalEach topic you zap in MindManager adds a row to your project spreadsheet, but only when it meets a condition you set in a filter.

  1. 01

    Create the Zap and pick the trigger

    Start a new Zap, choose MindManager and Zap Topic. The filter after it makes this a multi-step Zap, so it needs a paid plan.

  2. 02

    Test on a real topic

    Run the test: Zapier brings back the three most recent items of the connected account. Note which fields of the topic come back, since the next steps rely on them.

  3. 03

    Set the filter

    Add a Filter step from the plus icon and fill its three boxes: the field to look at, the rule, and the value to compare with. A text rule only works on text.

  4. 04

    Write the spreadsheet row

    Add your spreadsheet and its new-row action, then place in each column a value the MindManager test returned, such as the topic's text if it shows.

  5. 05

    Test each step, then publish

    Run each step once and read what came back before going on. When the row lands as expected, click Publish to switch the Zap on.

Triggers

MindManager trigger on Zapier

1 event starts a Zap when something happens in MindManager, and one of them is instant: the app calls Zapier straight away, whatever your plan.

1

Zap Topic

Instant trigger

In Zapier“Triggers when a topic in MindManager is zapped.”

Starts your Zap when a topic is zapped in MindManager, so the topics you choose can reach your other tools. The Zap reacts to that event only; check at test what a zapped topic carries.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
you plan in MindManager and want selected topics to become tasks or rows where the team works.
Watch out
topics already in your maps before you published the Zap are not picked up; only topics zapped from then on start it. Check at test which fields of a topic come through.
Actions

MindManager action on Zapier

MindManager gives you 1 action. For each one: what it does for you, when to reach for it, and what to watch out for.

1

New Subtopic

Action

In Zapier“Add a subtopic to your MindManager desktop application.”

Adds a subtopic in your MindManager desktop application, under the topic you name as its parent, from data that arrived earlier in the Zap.

When to use it
ideas collected in a form or another tool should land in the right branch of your map.
Watch out
Parent Topic is required; a Milestone field also shows, so check at test what it does in your map.
When it breaks

When a MindManager Zap breaks

Zapier links no help article and no rate limit to MindManager. What breaks these Zaps comes from how Zapier works in general.

Three cases cover most of it. If your Zap stops for a reason these do not explain, see our Zapier troubleshooting guide.

  • Earlier topics stay out

    A Zap only reacts to what happens after you switch it on. Topics zapped before that are never picked up, and moving them is a separate job.

  • A Zap that keeps restarting itself

    As a general rule, a Zap that writes where its own trigger looks can set itself off again and burn tasks. Keep what you read and what you write apart, or filter.

  • A burst after a bulk import

    When a trigger suddenly reports a huge batch, after a bulk import or a migration, Zapier's flood protection can hold those runs back.
Need help

Need help automating MindManager with Zapier?

A person reads every message.

FAQ

MindManager Zapier integration: common questions

01Is the MindManager Zapier integration free?
Yes, it runs on Zapier's free plan, because MindManager is not a premium app. The free plan gives 100 tasks a month and an unlimited number of Zaps, each one limited to two steps: one trigger and one action. Zap Topic followed by a new task in your task list fits that limit exactly. Add a filter to keep only some topics, or a second action, and the Zap becomes multi-step, which needs a paid plan. Count the steps of the Zap you have in mind before you pick a plan.
02How many tasks does a MindManager Zap use?
One task per action that completes, nothing for the trigger. Zapping a topic in MindManager costs zero on its own; Zapier bills only what the Zap does next. Each successful action counts separately, so a Zap that creates a task and then posts a message in your team chat uses two tasks per topic. A failed action is not counted. A few apps and actions take more than one task when they complete. If many topics get zapped, a filter early in the Zap keeps the actions, and the bill, to the ones that matter.
03Does the MindManager trigger run in real time?
Yes. Zap Topic, the only MindManager trigger, is instant: MindManager tells Zapier when the topic is zapped, and the Zap starts right away, whatever your plan. The polling interval grid, 15 minutes on the free plan, does not apply to it. In the editor, a Zap built on an instant trigger shows a lightning bolt. The type comes from the app and cannot be switched from the editor. So even on the free plan, a zapped topic does not wait for a scheduled check.
04What do you need to connect MindManager to Zapier?
A MindManager account, plus read or write access on anything you do not own yourself and want the Zap to touch. Then: open the Apps page of your Zapier account, click + Add connection, search for MindManager in the dialog and pick it, click Add connection, sign in to MindManager in the tab that opens, and grant Zapier access to the account. The connection is reused by every MindManager step afterwards. If you plan to use New Subtopic, also have the parent topic ready in your map, since that field is required.
05Can a Zap edit or delete a MindManager topic?
No. The only MindManager action on Zapier is New Subtopic, which adds a subtopic under a parent topic; nothing in the list edits, moves or removes a topic. There is no search either, so a Zap cannot look up an existing topic before acting on it. Changes to existing topics stay in MindManager. What a Zap can do is add new material under a topic you choose, and react to topics you zap. Plan your flows around those two moves, and test New Subtopic on a real parent topic before you publish.
06What if the MindManager operation you want is not listed?
Then the integration cannot do it as such. The MindManager page on Zapier shows the current list, one trigger and one action, and the editor offers nothing beyond it. Before dropping the idea, see whether the two can carry the job: Zap Topic sends out the topics that are zapped in the map, and New Subtopic brings material back in under a parent topic. Anything that needs to read, change or remove existing topics stays a manual step in MindManager.
07Zapier, Make or n8n for MindManager?
Pick on criteria, not on a ranking. On Zapier, MindManager comes with 2 operations: an instant trigger for zapped topics, and an action that adds subtopics. That suits a flow where the map feeds other tools, or receives new subtopics from them. If you need more than these 2, check whether Make or n8n offer MindManager with the step you are missing before deciding. Then count volume: on Zapier each successful action is a task, and the number of topics you zap sets the plan.
Same platform

Other docs you might need on this stack.

Browse all integrations