Learn how to use Kanban Tool together with your favorite sites, apps, and the cloud. Associate your board with Google and Outlook Calendars, One Drive, Google Drive, or Dropbox. Also here - a coverage on mobile use of Kanban Tool.
Kanban Tool offers many useful integrations, a list of which is constantly growing. We also provide a powerful API to integrate Kanban Tool with your internal systems.
Zapier It offers the easiest way to sync Kanban Tool with other web services you and your team already use on a daily basis. Learn how to hook Kanban Tool up with any of over 2000 great applications on Zapier integration page.
You can add tasks to your Kanban boards directly from your inbox, no matter what email provider and client you use. Follow these instructions on how to start adding tasks to Kanban Tool via email.
JIRA® & Kanban Tool integration via Zapier
You can also create tasks in Kanban Tool and send them to Atlassian JIRA® using Zapier. Please learn more on JIRA® & Kanban Tool integration.
Task export to Excel or CSV You can export all tasks from your Kanban board to Excel or CSV. While on a board, go to the Tools menu in the top right corner and select the Export tasks option.
Import tasks from Excel or CSV
You can import Kanban cards to your board and save a lot of time. To do this, go to the Tools menu and click Import tasks. Then prepare a CSV file for import.
Export tasks to Outlook Calendar While on Kanban board view, go to the Tools menu, and use export to calendar, selecting Outlook/iCal.
Important: please note, that Outlook should be your default calendar for this integration to work correctly.
Export tasks to Google Calendar Want to follow your Kanban Tool task due dates in Google Calendar? Connect the 2 apps by doing a quick export to Google calendar. Please note, that due to Google’s synchronization settings, it may take up to 24 hrs for your tasks to first appear in the Kanban Calendar.
Chromecast + Kanban Tool = Kanban Cast
This integration lets you display a Kanban board on any Chromecast enabled TV, to create a perfect information radiator for your team. View detailed instructions on how to enable Chromecast integration.
Add task button Chrome extension for Kanban Tool This integration helps you add new tasks quicker by clicking on the Kanban Tool extension icon in your browser’s top right corner menu. No matter what you’re doing online, you can always quickly add tasks to Kanban Tool. Please see how to set up Chrome integration.
Kanbanira Chrome extension for Kanban Tool Kanbanira connects tasks in Kanban Tool with issues in Atlassian JIRA®. It’s a simple, but powerful integration, allowing you to benefit from both software. To get this going, please visit Kanbanira - Chrome extension.
You’re welcome to view the complete list of Kanban Tool Integrations.
To add tasks to your Kanban board via email, you will need to use an email address that is directly assigned to your Kanban board. To do this, please click on the Tools menu in the top right corner of your board view and choose the add tasks from email option.
Please copy the email address displayed. This is a unique address assigned to your board. Sending emails to this address will add tasks to your board.
The subject of the message will be the name of the task, while the message itself will constitute the description of the task.
Filling the subject field is required for the creation of the task on your board. Please note that you can type up to 256 characters in the task name field.
You can also include any type of file in the email, as regular attachments (note the size limit for 1 file and 1 email is 20 MB). These will get added to the task in Kanban Tool as attachments. The functionality can greatly ease your email management - just forward all emails to your board and plan them into your workflow.
Adding more advanced tasks via email
You can further determine the features of the task, by adding tags to the subject of the email.
The names of the tags correspond with the names on your Kanban board and determine the location of the new task added to the board.
Tags should be added before the name of the task in square brackets, without spaces.
You can set some of the card attributes in an email. All of them need to be set in the email subject, each within square brackets. The attributes currently supported are:
- column name
- swimlane name
- card type
- assigned user initials
- priority (high or low)
- due date (YEAR-MONTH-DAY i.e. [2021-08-29])
Any other attribute set in the email subject within square brackets will go to the tags field.
Example 1 - for a simpler task:
[Yellow][To do]Task 1
An email subject written like this will assign a yellow card to the To do column of the Kanban board, and the task will be named Task 1.
Example 2 - for a more advanced task:
[High][Red][Waiting][Marketing][BT][2021-11-08]Perform A/B tests
A subject written like this will assign a high priority, red card, that is due on 2021-11-08 to the Waiting column of the Marketing swimlane with the name of Bill Thompson and a task name Perform A/B tests.
First, you need to log in to your Kanban Tool account, and - from the Dashboard - go to My profile, and to API access. Here, generate your API token and copy it.
Then, go to https://chrome.google.com/webstore/ and add this extension to Chrome.
Click the top-right corner menu of your browser to enable the Kanban Tool Add task button.
The last thing to do is to fill the form with your Kanban Tool domain name and the generated API token.
Once you’ve set that up, you can start adding new tasks through one click on the browser’s corner menu.
You can export all tasks from your Kanban board to a spreadsheet file. While on the board, go to the Tools menu in the top-right corner, and select the Export tasks option.
It is also possible to export only some of the tasks. You can either apply a Kanban board filter, and use the More… option to export selected Kanban cards, or you may manually select several tasks (CTRL & click) and export those from a right-click menu on any of the selected cards.
A reverse action - importing tasks from a spreadsheet file - is also possible.
Kanban Tool can be synchronized with your Outlook Calendar, allowing you to track the due dates of your tasks in Outlook.
While on a board, go to the Tools menu in the top-right corner, and use export to calendar - Outlook / iCal.
Please note, that Outlook should be your computer’s default calendar, for this to work.
Before integrating with Google Calendar, make sure that you have some tasks with due dates.
To enable the Due date field on your cards, while on a board, go to Settings - Card Template and activate the Due date field.
Now, once you’ve set some due dates for tasks, go to the Tools menu in top-right corner of the board, and choose export to calendar - Google.
In your Google calendar tab, you will see a pop-up asking: Do you want to add this calendar?
Click Yes, add this calendar - your tasks with due dates should get displayed in the calendar.
Please note, that due to Google’s policy on external calendars synchronization, it can take up to 24 hrs for the integration to activate.
The problem is most likely caused by Google Calendar’s default update time for external calendars. Google updates them only once a day, which can cause delays in the integration going live. Unsubscribing from Kanban Tool’s calendar in Google and re-subscribing doesn’t help.
The best option is to wait at least a day to see if your tasks start showing in Google Calendar. They usually do.
A dedicated iOS application is available for free to all registered Kanban Tool users.
Download it from iTunes and enjoy Kanban Tool in lightweight form, wherever you are.
If, however, you prefer the original full-board view, and want to use Kanban Tool’s full version in a web browser of your device, you may find these dedicated gestures helpful:
- Single click on a card to open it for editing
- Click and hold for a second to open the context menu
- Click and hold for a second and then drag to move a card to a different column.
Unfortunately, you cannot share just 1 specific Kanban card or a few cards with an external user - a person that was not invited to join your Kanban Tool account.
The only solution is to add the client as a user of your account. You will be able to provide your client with a direct link to a specific Kanban card, but please note, they will also have a full view of the board the task is on. You can give this user a read only access privilege, preventing them from making changes to any of the cards.
Yes. In order to add attachments to tasks created by email, simply include them with the message you’re sending.
A single file, nor the total size of all files attached to a single email, cannot exceed 20 MB.
Not sure how to create tasks by email - please visit this page.
You can easily add files from your OneDrive account to Kanban Tool.
To enable the integration, go to Settings - Power-Ups, click on OneDrive and then on Enable. You can now attach files directly from your OneDrive account.
Simply press the + add attachment link from an open card. Then choose to Attach from OneDrive in the drop-down menu:
Stay on top of all notifications by visualizing them on the board!
You can integrate email alerts from any software you’re using.
Please follow this sample MOZ alerts guide
Our Marketing board template is designed for the alerts to be stored in the very first column.
First, obtain your board’s email address from Tools - Add tasks from email, just copy the custom email address to the clipboard. To start getting alerts on the board, you will have to set up filters in your email account.
Go to Settings - Forwarding and POP/IMAP and click the Add a forwarding address button.
Then paste in the board’s email address that you’ve copied a moment ago.
Once you’ve confirmed the address, a new Kanban card will be created on your board with instructions to activate your new forwarding address. Follow the instructions inside the card to verify your email address.
Once complete, you will get the following message:
You have verified the forwarding address.
Please locate the MOZ alerts in your inbox,
then select one of the emails and click More on the toolbar, then Create filter.
Or, open any email from MOZ, which you want to forward to your Kanban Tool board. Then click More on the toolbar and Create filter.
Now you will have to specify the alerts you want to receive.
All alert emails will be received from the same email address so we leave it as it is.
The To field can be used if more than one sub-domain is used within one email account. Leave it blank or type in a specific email address for your case.
The Subject field will allow you to set the filters for specific alerts or by leaving it empty you will receive all MOZ alerts.
Once you have filled out the information, proceed to Create filter with this search.
In this section, you need to specify your filter options to forward the alerts to your project boards. Since the alerts will be visible in Kanban Tool, you can check the Skip the inbox (Archive it) box to avoid unnecessary traffic in your inbox.
Also, please check the Never send it to Spam box. Most importantly, do check the Forward it to box and select your board email address that the alerts will be forwarded to.
Congratulations, now you will receive all alerts directly on your project board.
We advise on setting up your board according to our template where the first column is an Alert lane, in which all the alerts will land.
You can also use a mobile gateway for mobile devices to easily manage your tasks on any phone or tablet. The mobile gateway can be opened by simply adding /m at the end of your domain’s URL.
For example: http://domain.kanbantool.com/m/
Do ensure to enter the final slash after m/, please.
SAML is a standard for identity management and SSO is often used by large enterprises. Kanban Tool supports SAML 2.0-based One-Click authentication, which is supplied by many vendors together with online cloud identity providers such as OneLogin and SecureAuth.
Kanban Tool’s integration with SAML 2.0 will allow all your team members to log in to Kanban Tool with just one click. Also, creating new accounts is much simpler - just add a new person’s profile to the identity provider’s service. Similarly, when someone leaves your company, you’ll be able to delete their profile with a single modification.
To enable it for your team - you will first need to have an account with one of the identity providers (as an example: OneLogin, SecureAuth). Then, from a Kanban Tool’s Owner Account, go to the Account Administration panel, then Single Sign-On and please tick enable SAML2 Single Sign On. There you will need to fill in the information provided by the identity provider’s service.
After you’ve completed the required details, you will be able to test the integration:
From here your team is all set!
For guidance on integrating SAML with Google Apps for Work, please view SAML2 Single Sign On integration. And if you’re interested in integrating SAML with ADFS, please contact us to get a detailed guide helping to set that up.
You’re welcome to import several tasks to your board in one go - either by uploading an Excel / .csv spreadsheet, by dragging/pasting a copy of data directly from an Excel sheet to the import window, or by typing task data into Kanban Tool’s import table.
If you’re going to import a file that contains a title row, naming what data type is listed in which columns, you should either delete this row before uploading or use the built-in import option to change file format, with which you can select to ignore the first row. If the imported file seems to have incorrectly detected your data separators, you may also tweak this in here.
Once you’ve got the first row removed and data separators in order, it’s time to assign which card fields are represented by which column. On many occasions, Kanban Tool will recognize some fields itself, especially if you’re using a Kanban Tool export file to import back.
If your file has any empty columns, or columns you do not want or can’t import back to Kanban Tool, leave the heading above this row as (ignored). For all other columns, be sure to choose the right data type field from the drop-down list.
In cases where you need to choose an option defined by the board settings, such as a card type - you can do this by hovering over the field - an arrow will show and let you choose the right type from a drop-down menu. This will happen for various field types - whenever you see this arrow, it means that cues are available for you to choose from.
After this, simply hit the blue Import button at the bottom.
If there are any problems with the import, you’ll see a black exclamation point - if you hover the mouse cursor over it, you’ll see information about what exactly the problem was.
Can I import checklists?
Yes - to import checklist items, choose the “Checklist” data field in the import utility, and make sure you separate the items from one another with semicolons, like this:
Updating existing tasks
The import functionality also allows you to make updates to tasks that already exist on your board.
To do that, please be sure to include either native IDs or External IDs of existing tasks on the import list - the data you import for a task of that ID / External ID will overwrite what was there previously. It’s a great way to mass update task due dates, user assignments, priorities, or tags.
For as long as either an ID or External ID is named, you can synchronize tasks with an Excel sheet with no limits.
A reverse action - exporting tasks to a spreadsheet - is also available.
Get one-click access to Kanban Tool for your team with Google Apps for Work. Find out how to give all of your Google team members access to Kanban Tool with SAML 2.0.
If you’re using Google Apps for Work (company email addresses with Gmail, Company Google Drive, etc.), this is the best way to make Kanban Tool your project management go-to place in your Google Apps. SAML 2.0 is a standard for exchanging authentication and authorization data between security domains. Use this integration to make the 2 come together and simplify your team management.
To integrate your Kanban Tool account with Google Apps for Work, please follow these steps:
- Go to Google Apps for Work Admin Console - and open Apps
- Choose SAML Apps - Add a service / app to your domain
- Click the green link to Setup my own custom app
- Open your Kanban Tool account and go to Account Administration. This tab is only visible for Kanban Tool Account Owners. Go to the Single Sign-On option - and please enable it
- Copy the SSO URL from Google Admin Console window and paste it in Kanban Tool SAML settings as SAML Login URL
- Then download the security certificate from Google Admin Console window and upload it to Kanban Tool's SAML settings
- In Kanban Tool's section on How should the new accounts be provisioned - please choose what user privileges should the newly SSO-added users of Kanban Tool have - if you'd like for them to be able to create own boards, they would need to be Project Managers. If you leave them as normal users - they will only see the boards that others will share with them.
Please note, that when choosing the option to not provision new accounts - you will need to change the account creating user's username to their email, otherwise they will not be recognized when signing in with SAML 2.0.
- In Google Admin Console - please hit next and name the application Kanban Tool & hit next again. In Service Provider Details - as the ACS URL please paste the Access / Login URL from Kanban Tool's SAML settings
- Copy and paste the Entity ID from Kanban Tool to Google Admin Console
- In Google Admin Console - select the Name ID Format to be an email and hit finish
- You will notice that the newly added Kanban Tool Google App is now off - please go to the triple dot menu and switch it on
- Go back to Kanban Tool SAML settings and save the changes.
The process has also been presented for your convenience in the short video below:
If you’re interested in integrating Kanban Tool SAML SSO with ADFS, please contact us to get a detailed guide helping to achieve this.
If you often work in Microsoft Excel spreadsheets and want to integrate your Kanban board with Excel data - you may wish to simply create tasks on a Kanban board directly from the Excel data cells and save time.
Download this guide on adding tasks to Kanban Tool from Excel. Then follow the steps to add a custom macro to your spreadsheet and save time and money through automation.
The macro can also be configured to work with a Kanban Tool On-Site instance.
Each user has a unique API token. To generate yours, please go to My Profile - API access. My Profile is available under your name displayed in the top right corner of the Dashboard.
Alternatively, you can go directly to the following URL https://your-account-name.kanbantool.com/profile/api_token
Learn more about using Kanban Tool API.
Kanban Tool offers a tight integration with Microsoft Teams, allowing you to share boards as tabs directly inside the teams channel.
How to get started?
Start by clicking the “Add tab” button on your MS Teams channel view, and pick Kanban Tool from the apps list.
Once authentication is complete, you will be given a choice whether to create a company-wide account in Kanban Tool, or an account dedicated for your team only.
Also, once your account is connected with MS Teams, you no longer need to worry about managing user access to your boards.
A Kanban board view is fantastic for reading task status and priorities. But if you’re looking to review items in a spreadsheet format and update several tasks at once, that’s also possible.
You can either work with direct board exports to Excel/CSV or integrate with Google Sheets.
To move data from a Google Sheet to your Kanban Tool board - or the other way round - please follow these steps:
- In Google Sheets, open the sidebar and click the plus “Get add-ons” icon
- Find Kanban Tool and connect it to your Google account
- Type in your Kanban Tool account name and your API key
- Lastly, choose which of your boards you want to work with and what data fields you need listed, and click the “Import from Kanban Tool” button
Any changes you make to the tasks data - e.g., task name, description, column or swimlane location, etc. - will overwrite the existing information when you export the data back to Kanban Tool.
You can also use the integration to create new tasks. Fill the spreadsheet with the task names and any other information you want to bring to Kanban Tool. Please maintain the one task per row format and specify the data field types in the first row:
Then just click “Export to Kanban Tool”. If you don’t specify the column and swimlane, tasks will be added at the bottom of the topmost swimlane and leftmost column.
Integromat.com is an automation tool that connects your various online applications and services, including Kanban Tool. The customizable automation scenarios joining the different services will speed up and simplify your work significantly.
To get started, you’ll need to set up an account with Integromat.
Once done, click on ”+ Create a new scenario” and connect the apps you want to communicate with Kanban Tool. We’ll use Gmail as a simple scenario example, getting Integromat to forward the emails coming into the inbox to a Kanban Tool sales pipeline board, for visual planning purposes.
Now that you’ve selected which emails Integromat will be forwarding, you have to choose what Kanban Tool board they should appear on and what kind of information they should use.
Feel free to use the “Run once” option to test how the scenario works. Once happy with the formatting, you can set a schedule along which the automation should execute.
That’s all! Now each email is creating a new task on your board, according to your preferences.
Note that your scenarios can contain many more than two applications - a scenario can be built out of several modules, chaining your automation across multiple platforms. That’s what makes the integration so powerful.
The available triggers between Kanban Tool and Integromat are: watching for new tasks creation, new board activity, and new board creation. The offered automatic actions are, e.g., creating, archiving, moving tasks, adding comments, completing checklist items, and more.