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.
Use the share option on the Dashboard or in any board view
A share link is available on the Dashboard - next to each board and folder, but for quicker access, it is also listed on each open board, next to Tools and Settings, in the top right corner of the board.
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.
You can also add users through the People tab, just click Add new person, then fill in the form
If you want for the new user to automatically get access to a specific set of boards, add this user to a User Group - from the Groups setting. Learn more about User Groups here.
And if you want this person to view all boards and folders, give them an Account administrator privilege, which allows to see and do everything within the account.
If you want someone to only have access to a selected board or folder, then after inviting that user, go to the share option and select this person to assign access.
You may also import team members details with a CSV file
If you have a CSV file with people you would like to add to this account, you can import them at once instead of adding each person individually.
Kanban Tool provides a separate account for each user or team, that can be accessed directly. Each account has an individual subdomain, eg. mydomain.kanbantool.com. So, rather than logging in at our main page, each user logs in at their own subdomain address.
To create a new account, please click here.
To log in to your account, please enter your domain name in the browser’s address bar - mydomain.kanabntool.com - and enter your unique username and password.
If there is more users in your account, although you’ll be all logging in at the same mydomain.kanabntool.com, the login and password will be different for each individual user.
If you do not 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 do not remember your password, please use the password reset link I forgot my username or password, available at the bottom of the login page.
The password reset link will be sent to you via email. If you haven’t received the email, please check the Spam folder. If you encounter any further problems, please contact us.
Only do this if you are 100% sure that you want to delete your account in Kanban Tool 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 user privilege in order to cancel the account.
We would really appreciate it if you could send us a few words on why do you want to cancel your account. That information is very valuable for us, as we are working hard to provide the best Kanban software in the market.
Rather than canceling your account, you may just want to switch to the Free Plan. It is limited to 2 boards & 2 users. Just suspend any excess users and delete additional boards before downgrading.
If you had an active payments subscription for your account, using any of the above ways will result in its cancellation.
Unfortunately, you cannot copy, move or share boards between accounts.
The accounts are isolated from each other in our system architecture. All boards are quite deeply interconnected with individual accounts.
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 as 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 account 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.
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.
To do that, after logging in as an Account Owner, go to the People tab and click edit next to your name. Then, simply check the Project manager, Account administrator and Account owner options.
Of course, you can test the paid plans. Simply sign up for a free trial on any paid plan here or change your current trial plan.
To change plans, please go to the Dashboard and choose Account administration, then Plan and billing details. If your plan is other than Enterprise or Team, then change it to access the possibility of adding file attachments.
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 in 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 preference. 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.
The boards in Kanban Tool can be shared and accessed by people in different 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 for 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 to create cards, but not to delete any.
You may also wish to have some users that will be able to access everything on the account or at least create and manage own boards.
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 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.
Administrators can create, access and manage all of the dashboard items within an account.
They cannot access the Account Administration tab.
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 in order to keep some boards private from any other team members, you’d need to be the account’s sole owner.
You are welcome to share your boards in a limited capacity with some or all other users of your account. Access rights can be set for each board separately, leaving you vast 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.
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.
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.
We are thrilled to announce the new version of Kanban Tool!
Kanban Tool has undergone some major changes in recent months, making it more intuitive, modern looking, and easier to use. The new board experience was designed with your feedback in mind, with cards being bigger and easier to edit, everything running faster, and with seven new superb and highly requested Power-Ups available.
The full list of changes is long, but the highlights are:
- Bigger, modern-looking cards with vivid colors are easier to read at a glance and can be fully customized to meet your team’s requirements with a bunch of new Power-Ups.
- Light and dark themes with your own background let you style your board the way you want.
- Comments & history moved to a side panel to make more space to what’s truly important.
- Checklists available on card creation.
- Ability to select and edit multiple cards at once (highlight with CTRL button) let you perform common operations quickly.
- Much better filtering options and a Global Search with advanced query language to find tasks across all your boards easily.
- Brand new Power-Ups:
Custom Theme, Interactive Checklists, Recurring Tasks, Checklist Templates, Task Summary, Postponed Tasks and Card Legend.
The new Kanban Tool experience is more than just working with other people in real-time — it’s a true collaboration. It brings teams together to work more efficiently. Make sure to try these improvements for yourself, as they will really make a difference in how you work.
We’ve spent a lot of time making sure that everything in this upgrade is intuitive and runs smoothly.
Let us know what you like and what we can improve on email@example.com.
Not sure where to start? Enable Task Summary and Custom Theme Power-Ups and upload your own background:
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.
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 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.
You will be asked to confirm this action with your password:
Once done, you will continue to the two-factor authentication setup page.
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.
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.
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 firstname.lastname@example.org. We will use the following procedure to verify the ownership of your account and disable the two-factor authentication for you.
The diagram above is only an overview of how the recovery procedure works - we may modify it from time to time without prior notice.
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.
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.
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.
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.
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.
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.