Account management

A step-by-step guide on how to open, manage or close your Kanban Tool account. Signing up to the service and setting up users. Learn the difference between the account owner, administrator and who can do what with the account.

How to get started with Kanban Tool?

There are 3 easy ways to start using Kanban Tool and empower your productivity:

  • Sign up and create your first Kanban board.
  • View the express board tutorial, available in the Tools menu, in the top-right corner above your Kanban board.
  • Read articles and other resources on the Kanban method in Kanban Library to get the most out of both Kanban Tool and of the Kanban method.

How do I set up a new user?

Use the share option on the Dashboard, or from any board

A share link is available on the Dashboard - next to each board and folder, but for quicker access, it is also listed on each board, next to Tools and Settings, in the top-right corner. The on-board share button

The share option is only visible to account owners, admins and project managers. To add a new person to your account:

  • Click share to access the item’s access settings.
  • Then click on Add new person, and fill the form.
  • Choose full access to allow the invited person to create, modify, move and delete tasks. After that, this user will have access to this board or folder only.
    To give this team member access to more boards, share them, in the same manner.

Share button on the Dashboard

You can also add users through the People tab, just click Add new person, then fill in the form

Adding users through People tab

If you want for the new user to automatically get access to a specific set of boards, add them to a User Group - from the Groups setting.

To allow a user to view all boards and folders, give them an account administrator privilege.

You can also import team member details with a .csv file

If you have a .csv file with people you would like to add to the account, you can import their details at once.

Can’t see the share options?

If you do not see the share option, it can mean one of 2 things:

  • you are not the owner/admin of the account,
    in which case please contact an admin so that they either invite new team members on your behalf, or increase your access rights

  • you are in a folder view, and not in the dashboard,
    in which case, exit the folder - go back to the dashboard (your-account.kanbantool.com/) and share the entire folder with someone.
    Once boards are placed in a folder, they lose their individual sharing options, which are transferred up to the entire folder of boards.

How to sign in to Kanban Tool?

Kanban Tool creates accounts for each team (or a solo user), that can be accessed directly under a custom website address. Each account gets an individual subdomain, eg. mycompany.kanbantool.com. So, rather than logging in at our homepage, users log in at their own subdomain address.

Choose a Domain Name in Kanban Tool

To create a new account, please click here.

To log in to your account, enter your domain name in the browser’s address bar - mycompany.kanabntool.com - and enter your unique username and password.
If there are more users on your account, although you’ll be all logging in at the same mycompany.kanabntool.com, the login and password will be different for each team member.

If you don’t remember your domain name in Kanban Tool, please check your email or browser history. When registering we have sent you an email titled: Welcome to Kanban Tool, or you might have been invited to join Kanban Tool by an account owner - either way try to find the first email you got from Kanban Tool.

If you can’t recall your password, use the password reset link I forgot my username or password, available on your login page.
A password reset link will be sent to your email. If you haven’t received the email, check the Spam folder. If you encounter any further problems, please .

How can I delete my account in Kanban Tool and all related data?

Only do this if you are 100% sure that you want to delete your account and all your data.
Go to Account administration - Account details and use the “Please cancel my account” link.
You need to have an account owner privilege, to cancel the account.

We would appreciate it if you could send us a few words on why you want to cancel your account. That’s valuable information for us, we are working hard to provide the best Kanban software in the market.

Rather than canceling your account, you may consider switching to the Free plan. It is limited to 2 boards & 2 users, with no file attachments. Suspend any excess users and delete additional boards before downgrading at Account Administration - Plan & Billing details.

If you had an active payments subscription for the account, either of the above methods will result in its cancelation.

Can I share or move boards between accounts?

Unfortunately, you cannot copy, move, or share boards between accounts.
The accounts (domains, as in your-account.kanbantool.com) are isolated from each other in our system architecture. Boards and users are quite deeply interconnected with individual domains.
For that reason, Kanban Tool does not support any board interaction between accounts.

Therefore, we highly encourage that teams test and use the service from a shared account - there are no limits to how many users can access one account at the same time.
Also, thanks to the user privilege settings (account owner, account administrator, project manager), different users can have access to completely different sets of boards within one account, so there is no need to worry that all information will be accessed by an entire group of people.

Previous account owner quit. How to become an account owner?

If you have access to the account owner’s email, please reset his/her password to Kanban Tool.
To do it, please go to https://youraccount.kanbantool.com and click I forgot my username or password and then enter the owner’s email address. A link to reset the password will be sent to his/her email.

After logging in to Kanban Tool you will be able to grant yourself access as an account owner.
Do this from the People tab - click edit next to your name. Then, simply check all access levels: Project manager, account administrator, and account owner.

How to disable the daily Work Summary email?

The Work Summary emails let users know how much work they did during a day, offering a list of all tasks that were being edited or created by them on all boards.
It also provides information on what other team members were up to - that goes for only those team members, that you have a shared board with.

The time of the email’s arrival can be set in My Profile - Edit my details, under Send me daily work summary at.
To disable these emails, just choose never in the Send me daily work summary at option.
You may also use the Unsubscribe link below one of these emails to stop receiving them altogether.

Mass user Work Summary email preference management

It is also possible for an Account Admin to edit other users’ Work Summary email preferences. Just go to the People tab and hit the edit button for a specific team member. In the options available, you’ll find a Send daily work summary at: option.

The team member can still change this for themselves in their Profile settings - the last change made will be kept as active. This is a great way of managing information flow for your team when setting up a new project, while still leaving individual employees a choice in their email updates.

What user privileges are available in Kanban Tool?

The boards in Kanban Tool can be shared and accessed by people in various capacity and the fact, that you’ve shared one board with someone does not mean that they will now have access to all of the boards and data within the account.

So, you can share just some of the boards with a specific user - and keep some boards private, or reserved for other team members.
Each board is shared individually - via the share link.
You can also share boards in a limited way with other users, i.e. by giving them a read-only access or a custom access - for instance: letting them create cards, but not to delete any.

Account Management - Users List

You may also wish to have some users that will be able to access everything on the account or at least create boards for themselves.
This is when you may benefit from special User Privileges, that can be assigned in the People section:
Dashboard - top left tab: People - edit to the right of a user’s name.

You can choose from among 3 privilege levels:

  • Project Manager
    Project managers can create new boards, share them, and invite others to join their boards.
    They can only manage the boards they have created and cannot see or access other boards unless they have been shared with them.
    They can invite new users, but cannot access the People tab to modify their details.

  • Account Administrator
    Administrators can create, access, and manage all of the dashboard items within an account.
    They cannot access the Account Administration tab.

  • Account Owner
    Account Owners can do everything with and within an account.
    This includes viewing billing details, invoice history, and terminating the account.
    Please use this privilege with caution: an Account Owner will be able to suspend the account and change anyone’s password!
    Note, that to keep some boards private from any other team members, you’d need to be the account’s sole owner.

Assigning User Privileges in Kanban Tool

How to give someone read-only access rights to my boards?

You’re welcome to share your boards in a limited capacity with some or all users of your account. Access rights can be set for each board separately, leaving you wide flexibility in data sharing options.

To give someone a read-only access to your board, please use the share option of a specific board, and choose read-only for the person or people, whose access you wish to limit.

You can also pick specific access settings for your colleagues from among the available custom access rights - for instance, allowing your account users to edit cards, but not create new ones nor delete any of the existing tasks.

Read Only Access Rights

Board Owner & Folder Owner: Increasing a user's editing rights

By default, regular users (lacking any special privileges) and Project Managers only have access to the boards that were shared with them, or to those that they’ve created themselves.

A good way of allowing these users to edit a board, that was not created by themselves, is to make them a Board Owner. This will enable them to edit to the board’s settings, without you having to give them admin privileges.
The Board Owner access right can be assigned from a board’s share option.

Board Owner Folder Owner

Correspondingly, the same can be done for an entire folder of boards.
If you tend to create a folder for each project or area of work and this area has a dedicated user, it is recommended, that this person is made an owner of this folder.
This allows them to edit the boards that were placed within it without having to get higher access privileges.

Note, that just sharing a folder with a Project Manager will only allow them to view and work on boards already present in this folder and to create own boards. They will not be able to edit these board settings until they are made the folder’s owner.

How to change the language?

Your account interface language can be changed in either of these 2 places:

  • From your personal login screen at your-account-name.kanbantool.com/login - note the country flag icon at the top right side of the login window - it’s editable, just click the flag representing your preferred language.

  • From My Profile, available under your name displayed in the top right corner of the dashboard view.
    Just go to Edit my details to choose the preferred language.

Kanban Tool currently supports English, Spanish, Portuguese, German, Italian, French, Polish, Czech, and Russian interface.

How to set up two-factor authentication?

Two-factor authentication adds an extra layer of security to your Kanban Tool user authentication process, by asking you not only for your password when logging in but also for a secret time-limited verification code. You will need to read this code from a dedicated mobile application on your phone and type it on your login screen every time that you log in.

The application that you need to install for this is Google Authenticator (Android, iOS), Microsoft Authenticator (Android, iOS) or any other compatible 2FA application.

The two-factor authentication feature is available to each user of your account individually - every user needs to set it up for themselves.

To enable 2FA for your user account, please go to My Profile, available under your name displayed in the top right corner of the dashboard view, Two-factor authentication and click Set up two-factor authentication. Two-factor authentication - Profile

You will be asked to confirm this action with your password: Two-factor authentication - Password

Once done, you will continue to the two-factor authentication setup page.

Two-factor authentication - Setup

It’s very important, that you write down the secret recovery code somewhere safe.
Please note it someplace, to which you will still have access, in the event that you cannot log in to Kanban Tool. A password manager app is probably the best place for it.
This code will deactivate your two-factor authentication in an event when you can no longer confirm your identity with a code from the Authenticator app - for example, because you’ve lost your phone or had it reset to factory defaults.

Once that’s taken care of, proceed to scan your QR code. This ties the application on your phone to your Kanban Tool user account.
The app will now be generating time-based six-digit codes, changing every 30 seconds. Enter the verification code that is being displayed by the app and proceed.

Two-factor authentication is now enabled for your user account.
Whenever you attempt to log in to Kanban Tool, either via the web service or our <a href=”/support/integrations#mobile-access”>mobile application</a>, you will be asked to give both a password and an authentication code, making it very difficult for anyone to successfully impersonate you. Two-factor authentication - Login

Should you want to disable 2FA for your account, go to My Profile - Two-factor authentication, and click the red Disable two-factor authentication button. Two-factor authentication - Disabling

How to recover an account locked down with 2FA?

If you have enabled Two-factor Authentication for your account, but can no longer access your authorization codes, please use the recovery code. It will disable the two-factor authentication on your account and allow you to log in.

If you have lost the recovery code, please contact your account owner. Account owners can disable two-factor authentication for other users from the People page.

If you are the only account owner and have been locked out, please contact us on support@kanbantool.com. We will use the following procedure to verify the ownership of your account and disable the two-factor authentication for you.

How to recover an account locked down with 2FA? The diagram above is only an overview of how the recovery procedure works - we may modify it from time to time without prior notice.

Can I upload my company logo to the account?

Yes, provided, that you are an Account Owner, you are welcome to do so, thereby making a visual connection between your workflow and your company branding.

You can add a logo image from Account Administration - Account Settings. Your logo will be shown on your account login page, and the dashboard.
Can I upload my company logo to the account?

User groups: Easier access management

When someone is tagged as a member of a group, they will automatically gain access to all boards, which were shared with that group. This simplifies both sharing new boards with people and adding new users to the account.
Simply specify which group or groups someone belongs to, and they will see those group’s boards automatically.

To create a user group, go to the People tab, and click to edit a user.
Add a new group name under Groups and save changes.

Adding user to group

All groups that were created in this way become available to pick in any user’s Group drop-down menu. So, you only need to type a group name when you’re creating it - existing groups can be picked from the list.

Selecting other groups

When you then go to share a board or folder with people, you’ll have the option to share it with a whole group in one go. Sharing options for a group remain the same, as for individuals: you are still in control over if a group gets full, read-only or custom access to a board or folder.
If a person is in a group, that you’ve shared a board with, you no longer have to check their name for individual access. Of course, other individual users can still be given access permissions to a board shared with a group.

Sharing with a group

Please note, that access rights that were given to someone through groups sum up, and that individual user rights will always override those gained through being part of a group.

Example: You can be in group A and B, and for “Group A” to have rights to only create tasks on a specific board, and for “Group B” to have rights to only delete tasks on that board. So, by summing these up, on a board shared with groups A and B, you will be able to both create and delete tasks.
Still, if an admin edits your access rights for this specific board, and gives you full access - you will be able to perform all possible board actions.
And likewise, when your group rights give you full access to a board, it is still possible for an admin to limit your privileges on board, by editing your individual rights.

Users list

An added feature of sharing boards with User Groups is being able to make comments with a notification sent to all members of the Group - this action is much easier than having to mark each individual separately for this notification.

Please note, User Groups are only available to the Enterprise plan subscribers. You can manage your service plan in Account Administration - Plan & Billing details.