Account management

Ready to boost your productivity with Kanban Tool?
Kick off your journey in three simple steps:

• Sign up for an account and create your first Kanban board.
  A short video guide to account creation is available here.
• Explore tutorials and how-to videos:
  
  • View the express board tutorial in the Tools menu (top-right corner above your Kanban board) to get familiar with the basics.
  • Explore further by watching a short walkthrough, or the complete product deep dive for a comprehensive overview.
  • Become a Kanban Tool pro by implementing our rapid producitivy tips
• Learn more about the philosophy behind the Kanban method.

Using the Share option

Each board has an individual share link, visible to account owners, admins and project managers. The link is available:

• On each board, in the top-right corner, next to Tools and Settings:
  
• On the dashboard, next to the board or folder name:

To add a new user:

• Click Share to open the access settings.
• Select Add new person and complete the form.
• Assign their access level:
  • Choose full access to let them create, modify, move, and delete tasks. If you want to limit what they can do on the board, use custom or read-only access.
  • Having shared the board/folder with the new user only gives them access to the selected workspace. To grant access to additional boards, repeat the process for each board, or give the user advanced account-wide access privileges.

Using the People tab

• Go to the People Tab.
• Click Add new person and fill in their details.

Assigning multiple-boards access

• To automatically give a user access to several boards, add them to a user group with the Groups setting included on the individual user’s page, and then make sure the boards are all shared with that group.
• If you want someone to have access to all boards and folders on the account, grant them account administrator privileges.

Bulk import users

Have a list of users ready? You can save time by importing all those team member details with a .csv file using the People → Invite a whole team option.

Can’t see the Share link?

Here’s why the Share link might not be visible to you:

• You’re looking at a board that someone else has creaeted, and you’re not an account owner or admin. Contact an admin to either invite new users for you or update your access rights.
• You’re in folder view, not the dashboard.
  Navigate back to the dashboard to share the entire folder with others.
  When boards are inside a folder, sharing options apply to the folder, not individual boards.

Getting started with Kanban Tool is a breeze! Each team, or solo user, has their own custom website address, complete with a unique subdomain such as mycompany.kanbantool.com. Instead of logging in through our main homepage, you’ll access your account directly at your personalized subdomain.

Creating an account

Don’t have an account yet? Head over to the signup page to set one up. If you need a short guide before jumping in, please view it here.

Logging in

To log in, simply type your subdomain - e.g., mycompany.kanbantool.com - into your browser’s address bar. Then, enter your unique username and password. If your team shares the subdomain, don’t worry—each member has their own login credentials.

Forgot your subdomain?

No problem! Try checking your email or browser history. When you signed up, we sent a welcome email titled Welcome to Kanban Tool, which includes your subdomain details.
If you were invited by someone on your team, check the invite email for your login link.

Trouble logging in?

If you’ve forgotten your password, click the I forgot my username or password link on your login page to request a password reset, and look out for the reset email. Still stuck? Reach out to the Support team—we’re happy to help!.

Before proceeding, please ensure you’re certain about permanently deleting your account and all associated data.

• Log in to your Kanban Tool account via a web browser. Navigate to Account Administration → Account Details and click on the "Please cancel my account" link.
  Note: Only users with account owner privileges can cancel an account.
• Alternatively, you can email your account cancellation request to support@kanbantool.com, and we’ll handle it for you.
• Your account and all related data will be removed in line with the scope and timeline specified in our Privacy Policy.
• If you have an active payment subscription for the account, either of the above methods will result in its cancellation.

Your feedback matters!
If you decide to cancel, please share your thoughts with us—it helps us improve and better serve the service users.

It’s not possible to copy, move, or share boards between accounts. Each account/subdomain, e.g. your-account.kanbantool.com, is designed to be completely isolated, ensuring secure and independent management. Because boards and users are tightly linked to their respective subdomains, interaction between accounts isn’t supported.

That is why we highly recommend that teams collaborate using a shared account. There’s no limit to the number of users who can access a single account simultaneously!

With customizable user roles—such as account owner, administrator, or project manager—you can control who sees what. This ensures that each team member has access only to the boards they need, keeping your data organized and secure while fostering efficient teamwork.

If you have access to the previous account owner’s email, you can reset their password to gain access:

1. Go to youraccount.kanbantool.com and click "I forgot my username or password".
2. Enter the owner’s email address, and a password reset link will be sent to their inbox.

Once logged in, you can update your permissions:

1. Navigate to the People tab.
2. Click Edit next to your name.
3. Check all access levels: project manager, account administrator, and account owner.

You’ll now have full ownership of the account.

Absolutely! You can try out our paid plans, including 100% of the product features, with a free trial of the Team or Enterprise plan.

Here’s how:

• Sign up for a free trial: Visit our website and start your trial under the Enterprise service plan.
  It’s the one with everyting that Kanban Tool has to offer.
• Change your trial plan: If you’re already in a trial and want to explore a different plan, go to your dashboard, then navigate to Account Administration → Plan and billing details to switch.

The Work Summary email summarizes your day, listing tasks you created or edited across all boards. It also mentions what updates your teammates have made on those boards you share with them.

To adjust when this email lands in your inbox, head to My profile → Edit my details and look for the Send daily work summary email option.
And to stop receiving these emails altogether, simply select Never from the dropdown. Alternatively, you can click the Unsubscribe link at the bottom of any Work Summary email.

Managing your team’s Work Summary emails

If you’re an account admin, you can update Work Summary email preferences for your team members. Just go to the People tab, click edit next to the member’s name, and adjust their Send daily work summary at setting.

Team members can still tweak this setting in their own profile, and whichever change is made last will take effect. This automated email provides is a great way to streamline updates for your team when starting a new project, while leaving everyone free to control their individual email notifications.

Kanban Tool gives you freedom and flexibility in how you share boards. Sharing one board with someone doesn’t mean they’ll gain access to all your boards or account data—each board is shared individually, allowing you to keep some boards private or reserved for specific team members.

To share a board, simply use the Share link. While sharing, you can customize access levels for users, e.g., granting read-only permissions or allowing them to create cards without the ability to delete them.

Managing member access with user privileges

For broader access, you can assign special user privileges to team members in the People section of the account. Click edit next to a user’s name, and choose the appropriate privilege level:

• Project manager
  Can create and share new boards, invite others to join their boards, and manage the boards they’ve created.
  Cannot see or access other boards unless they were shared with them.
  Can invite new users but don’t have access to the People tab to edit existing user details.
• Account administrator
  Can create, access, and manage all boards on the account.
  Can edit user details in the People tab but can’t access the Account Administration tab.
• Account owner
  Has full access to everything within the account, including billing details, invoice history, and the ability to terminate the account.
  Can suspend the account or change any user’s password - please assign this privilege with caution!

Keeping boards private

If you wish to keep specific boards completely private from other team members, you’ll need to remain the sole account owner.

Kanban Tool makes it easy to share your boards while maintaining full control over who can do what. You can set access rights for each board individually, gaining plenty of flexibility in how you distribute board information.

To give someone read-only access:

• Click the Share link on the specific board.
• Select read-only for the person or group you’d like to limit access for.

You can also further customize access levels. For example, you can allow team members to edit cards without the ability to create new ones or delete existing tasks.

By default, regular users and project managers can only access boards that were shared with them or those they’ve created themselves. While this setup keeps things simple, sometimes users need more control.

To let someone edit a board they didn’t create, you can make them a board owner. This gives them the ability to adjust the board’s settings without requiring account admin privileges—quick, easy, and secure! You can assign board owner rights through the board’s sharing options.

For broader access, you can take it one step further by assigning folder owner rights. If you typically organize projects or work areas into folders and have a key user responsible for managing them, making that person a folder owner is a great move. It allows them editing the settings of all boards in the folder—again, without needing higher-level privileges.

Keep in mind that simply sharing a folder with a project manager only allows them to view and work on existing boards or create new ones. They won’t be able to adjust board settings unless they’re made a folder owner.

Kanban Tool supports a variety of interface languages: English, Spanish, Portuguese, German, Italian, French, Polish, and Russian.
Each user of your account can pick the interface language that suits them best.

Changing the interface language is possible in two ways:

1. From the login screen
   • Head to your personal login page at your-account-name.kanbantool.com/login
   • Click the country flag icon in the top-right corner of the login window and select your desired language. It’s that easy!
     
2. From your profile page in the dashboard
   • Access the dashboard either by logging into the account, or exiting a board view like this:
     
   • In the top-right corner of the screen, click your name and select My profile:
     
   • At My profile, go to Edit my details and choose your preferred language:
     

Two-factor authentication adds an extra layer of security to your Kanban Tool account. With 2FA enabled, logging in requires not only your password but also a time-sensitive verification code from a mobile app. This ensures that even if your password is compromised, your account remains secure.

To set up 2FA, download one of the following apps:

• Google Authenticator (Android, iOS)
• Microsoft Authenticator (Android, iOS)
• or any other compatible 2FA application

How to enable 2FA:

1. Go to your profile:
   • Log in to Kanban Tool and click your name in the top-right corner of the dashboard.
   • Select My profile, then navigate to the Two-factor authentication section.
2. Set up 2FA:
   • Click Set up two-factor authentication.
   • You’ll be prompted to confirm this action by entering your password.
3. Backup your recovery code:
   • You’ll receive a secret recovery code. Write this code down and store it somewhere secure, e.g., in a password manager. This code will allow you to deactivate 2FA if you lose access to your authentication app.
4. Scan the QR code:
   • Use your authentication app to scan the QR code displayed on the setup page.
   • The mobile authenticator app will now generate a six-digit verification code that refreshes every 30 seconds.
5. Complete the setup:
   • Enter the verification code from your app to finish the setup process.

2FA is now enabled for your account!

Logging in with 2FA

Now, whenever you log in to Kanban Tool—via the web browser or our mobile app—you’ll need to enter both your password and the verification code from your 2FA mobile app, which will make it very difficult for anyone to successfully impersonate you.

Disabling 2FA:

If you ever need to disable 2FA, go to My profile → Two-factor authentication and click the red Disable two-factor authentication button.

If you’ve enabled two-factor authentication but no longer have access to your authorization codes, follow these steps to regain access:

• Use your recovery code
  Locate the recovery code you saved when setting up 2FA.
  Enter the recovery code to disable 2FA and log in.
• Contact your account owner
  If you’ve lost your recovery code, reach out to your account owner. Account owners can disable 2FA for users via the People page.
• If you are the account owner
  If you’re the only account owner and have been locked out, contact us at support@kanbantool.com. We’ll verify account ownership and disable 2FA for you.

Note, the above diagram is just an overview of the recovery procedure and may be subject to change without prior notice.

Yes! If you’re an account owner, you can personalize your Kanban Tool account by uploading your company logo. This simple customization creates a stronger visual connection between your workflow and your company branding.

To upload your logo:

• Go to Account administration → Account settings.
• Upload the logo image.

The logo will appear on both your account’s login page and the dashboard, making the team workspace feel uniquely yours!

Need a convenient and quick way to manage team access? With user groups, members automatically gain access to all boards shared with their group. This streamlines both the process of sharing new boards and adding new users. Simply assign someone to a group, and they’ll instantly see that group’s boards – no extra steps required.

Creating a user group

To set up a user group, head to the People tab, select a user to edit, and add a new group name under Groups. Save your changes, and you’re good to go!

Adding users to groups

Once a group is created, it will appear in the Groups drop-down menu for all users. There’s no need to retype group names – just pick the one you want from the list.

Sharing boards with groups

When sharing a board or folder, you can now give access to an entire group in one simple step. Sharing options for groups work just like they do for individuals: you control whether a group has full, read-only, or custom access.

If a user belongs to a group with board access, you don’t need to grant them individual permissions. Of course, you can still assign individual permissions if needed, alongside group-level access.

How group permissions work

Access rights given through groups are cumulative, and individual permissions always take priority.

Example:

• A user belongs to both Group A and Group B.
• Group A can create tasks on a board, while Group B can delete tasks.
• The user will be able to both create and delete tasks on that board.

If an admin grants the user full access individually, they’ll have complete control over the board. Similarly, if group permissions grant full access, an admin can still adjust individual rights to restrict privileges.

Additional benefits

Sharing boards with groups also makes collaboration smoother. You can tag an entire group in a comment and notify all members at once – no need to tag each person individually.

User groups are exclusive to Enterprise plan subscribers. To upgrade or view your plan, visit Account administration → Plan & billing details.

Accessing the dashboard

Kanban Tool is all about project boards, with each board having its own unique settings page. However, account administrators control which boards are accessible to specific team members.

If you need to adjust your overall Kanban Tool account settings or access the complete list of users - the People page - you’ll need to step out of an individual board view and head over to the account dashboard.

Dashboard contents

Here’s what you can expect to see in the dashboard, depending on your access level:

• Account owner
  As an account owner, you get the full picture! You'll see:
  • All the boards
  • The People page, where you can view and manage all users
  • The Account administration page, where you can tweak account settings, manage subscriptions, or even cancel the account.
  
• Account admin
  • As an admin, you’ll also see all team boards and the People page.
  • You’ll have the ability to manage all users except the account owner(s).
  
• Project manager
  • If you’re a project manager, your dashboard displays the boards you’ve created and any boards shared with you.
  
• Team member
  • If you don’t have special permissions, your dashboard will simply show the boards others have shared with you.
  

Accessing the People page

The People page, accessible directly from the dashboard, lets account owners and admins view, edit, suspend and recover users.

An individual user’s profile

Every user, regardless of their access level, has a My profile page. On it, they can update personal settings:

• Email address
• Password
• Initials
• Messaging preferences
• Interface language
• Time zone
• Assignment to user groups
• 2-factor authentication
• API access

To access your profile, click your name in the top-right corner of the dashboard, and select My profile.

The My profile page is your go-to spot for personalizing your Kanban Tool settings.
On this page you can:

• Update the email address linked to your account.
• Tweak your preferences for daily emails like Work Summary, Due Date reminder, or notifications about task and checklist assignments.
• Edit your name, initials, time zone, and interface language (don’t worry—your teammates can stick to their own time zones and languages).
• Control which user groups you belong to.
• Activate API access.
• Enable two-factor authentication for added security.
• Update your password.

Reaching My profile:

• Head to your dashboard:
• Click your name in the top-right corner, and select My profile:

Need to change your email or username? Just click the lock icon, confirm your current password, and enter the new details.

Since June 2022, the Mozilla Firefox browser supports Total Cookie Protection by default. As a result, some Kanban Tool clients may experience difficulties when logging in to a Microsoft Teams-integrated account with the “Sign in with Microsoft” SSO option. The login screen may loop indefinitely, failing to complete the login action.

To solve the problem, please click on the shield icon in Firefox address bar

and disable the Enhanced Tracking Protection is ON for this site option:

That should let the page complete the login procedure.

If it did not help, please click the shield icon again, and go to Protection settings:

Under Enhanced Tracking Protection, click the Custom option and apply the Cross-site tracking cookies selection:

Kanban Tool’s monthly pricing adjusts based on the number of account users, giving you the flexibility to scale your team up or down as needed while managing costs effectively.

An account user is anyone registered as a member of your account.
The full list of users is shown to account admins on the People page:

If you suspend a user, they will no longer affect your monthly billing. However, they’ll also lose access to their profile and the ability to collaborate on boards.

Need assistance inviting your team or sharing boards? Check out this guide.