Using a planning board (Kanban)

With Planning board you organise tasks on a Kanban board: lists with cards you can drag along as work progresses.

Creating a board

1. Go to Planning board and click the New board tile.
2. Give the board a name and confirm.

You automatically get three starter lists: To do, In progress and Done. Only an administrator or system administrator can create a board — regular members can still contribute to boards they're already a member of.

Who sees the board?

For each board you set the visibility:

• Members — only people you add as a board member yourself can see and edit it.
• Environment — everyone in your environment can contribute, without you having to add them individually.

Go to Manage members to add someone as an owner, member (can edit) or viewer (view only). If you switch a board back from Environment to Members, everyone who already had a card or was tagged automatically stays a member — nobody gets locked out unexpectedly.

You can also link a board to a group (all group members automatically become members) or to an event.

Lists and cards

• Add list — give it a name, drag to reorder, or sort automatically by priority or deadline.
• Add card — type a title and press enter for the next one. Open a card for more detail: description, priority (urgent/important/medium/low), deadline, a colour, labels, a checklist and attachments.
• Assign — assign a card to a member of your environment; that person gets a notification. Mention someone with @ in a card's description, and they get a notification too.
• Dragging — drag a card to another list once its status changes, or use the arrow keys while holding Alt.

Archiving and deleting

Cards, lists and boards are each archived separately and can be restored afterwards via the board list or the settings. To permanently delete something, it must be archived first.

Frequently asked questions

• Why can't I create a new board? Only administrators and system administrators may create boards.
• Can I assign a card to someone outside my environment? No, only to members of your own environment.
• I dragged a card to another board and the labels are gone. That's correct: labels are set per board, so they don't carry over to a different board.
• How many cards or lists can a board have? Up to 30 lists and 500 cards per list — plenty for normal use.
• Can I turn off features like labels or checklists? Yes, as a board owner you can set per board which parts (labels, cover, priority, dates, checklist, attachments) are shown.