Kanban card

Useful hints on the best ways of customizing, describing and filtering Kanban task cards. Learn how to assign tasks to team members or link tasks together. Also here: the most common problems with card management.

How to customize the Kanban card template?

To choose what fields will appear on your Kanban cards, edit your Card Template from board Settings: Settings Location

Select all the fields that you want to use, and save your changes. Task Card Template Settings

When editing the Default template, you are selecting the base template for all your cards. The Default Card Template

You can also assign other, more limited templates to specific card types (colors).

What properties besides priority and size can show up on a Kanban card?

Task ID, priority, comments, tags, external link, due date, to-do list completion, task difficulty points, card dependencies, and task assignment are possible to be shown on your cards.

What properties will be visible within the card in general (closed or open) depends on your card template settings.
Kanban Card - Template View

Besides relying on the default on-card fields display, you can also project any additional card data onto card fronts with the Task Summary Power-Up. How much or how little data your cards show is under your control. Task Summary Power-Up

How to move Kanban cards?

The most convenient way of moving a card is with drag-and-drop. Moving Kanban Tool Cards by Drag and Drop

You can also use a card’s dropdown menu: right-click on a card and select Move. Move Kanban card

If you have a number of tasks that need to be moved from one column to another, highlight them with multiple selection: CTRL & click, and right-click to move them all at once.

And to move all cards from one column to the next, simply right-click an empty space within a column and select Move all. Kanban cards move all feature

What is the quickest way to see all tasks assigned to a user?

Use filters or global search, accessible from any Kanban board:

Just type in @ + user initials (i.e. @XY) in either of the 2 and hit Enter.

When filtering, all tasks assigned to the searched user will be highlighted - results of filtering are limited to the 1 board you’re on, while global search results span across all the boards you have access to. Using the search gives you a list of all tasks and checklist items assigned to the searched user.

Learn more about Kanban Tool filters here. View tasks assigned to one user

Is there a way to show the due date on a card while posted on the Kanban board?

By default, cards show the number of days remaining till the task’s due date, and the date itself is visible when you hover the mouse pointer over the calendar icon on a card. Due Date Preview

Additionally, you can project the full due date onto card fronts with the Task Summary Power-Up. Due Date - Task Summary

If you don’t see a due date field on your cards, then go to Settings - Card Template and enable the field.
Please note, board Settings are only accessible to users who were given at least a project manager privilege or were made a board owner.

What does it mean to block a task?

Blocking a task means visualizing that something disables the team from working on it.

The idea behind the card block feature is to freeze a card until the problem with it is resolved. Kanban Tool Card Blocking Feature

Blocked tasks are much harder to move - it’s only possible through the card’s location menu, either from its right-click menu, or the open-card location menu (just below the title field).

Is it possible to have a customizable priority field?

You can create a custom priority selector with a custom field. A Customizable Priority Field Set

To customize your card fields, go to Settings - Card Template. Enable a custom field, by checking Custom field 1 and changing the label to e.g. Priority, then select the Dropdown with options type and set to e.g. Very high, high, normal, low, very low. Kanban Card Extended Priority Custom Field

Notably, a custom priority field set up like this will not generate standard priority icons on the fronts of your cards.

How can I link cards together?

  • Simply add one card as an attachment to another.
    Attached tasks will be opened on top of the linking ones, for quick navigation. Go to Attachments and use the Link to a different task option. How can I link cards together - Task Linking

  • Use the Task Dependencies Power-Up.
    It has been designed to help manage complex jobs. Large tasks can be broken down into pieces, arranged in readable structures, showing clear dependencies between them. How can I link cards together - Task Dependencies

  • You may also use tags to link 2 or more cards.
    Just apply the same tag to several cards. You will then be able to filter for this tag, and quickly locate tasks that contain it: How can I link cards together - Tags

Can I assign a task to multiple users?

At the moment, it’s possible to assign a task to only one user at a time.

You can, however, use a checklist to create subtasks and assign them to other people.
Email notifications are also sent on checklist item assignments. Also, individual users can search all boards simultaneously for their assigned work - both tasks and checklist items - so there is no risk of anyone not finding items assigned to them.

To find all your assignments, just type @XY (an @ with your initials) into the search: Assignments Across All Boards

Can I create subtasks?

Subtasks can be added to your cards via the checklist function.
When opening a task, you can add your checklist items at the top, using the + checklist icon. Adding Checklist Items to ards

Each of the items can be assigned to someone, and the assignee will receive email notifications on that assignment, just as they do for a task card assignment. Subtasks - Checklist Items

To assign a checklist item to a team member, to edit, delete or move it up or down the list, hover your mouse pointer over the item, and the respective options will show up. Checklist item options

You may also be interested in trying Task Dependencies - a clever way to connect tasks in a hierarchical manner.

Is it possible to create a custom template for different card colors?

Yes, you can assign particular card field layouts - card templates - to specific card colors.

When you switch over to a particular card type below the default template, you can remove or reorder some fields for that card type. That way, different card types will use different fields or will show a different order of fields. It’s a good way to make various job types demand different types of information. Another card type being edited

Please note, that the default template is your baseline here.
For any card type to have a specific field on it, it first needs to be enabled in the default template. From the fields selected for the default template, you can then remove some for the specific card types.

On the image below you can see two different card templates in use on a board at the same time. Different card templates in use on one board

Do you have card specific stats (lead time, cycle time, work time, wait time, blocked time, efficiency)?

You can view card-specific stats through the Lead and Cycle Time diagram. It will provide you with a start time, an end time, and cycle time statistic for each task. Lead & Cycle Task Statistics

Another good piece of card-specific information is the Time log, accessible from the task itself. It shows how much time different users have spent working on it. Individual Time Logs

Information on working time entries for specific tasks can also be read from the Summary View of the Time Report, after grouping entries by task and by user together.
Note: the Time Log and Time Report are only available on the Enterprise plan.

I have a question mark instead of my task size. Is it a bug?

It’s possible that you have entered an unsupported character in your Task Difficulty field.
Task Difficulty can only display numbers on the fronts of cards - letters and special characters aren’t supported.
You can add descriptions to your Task Difficulty levels in the drop-down menu, but only their numerical values will be shown on card fronts.

How do I open links in my card description?

We suggest using the external link field, or custom fields with external link type, to store your web links in an easily accessible spot. Not sure how to enable these fields? Please view this page.

You can also add links directly to the card description field - they will be automatically recognized and highlighted by the editor. To open a link like that, click on it and choose the first available icon - Open Link. Opening Links in Card Description

An alternative to adding links to the description field, or to the External Link field, is using the Web Attachments Power-Up. It supports hiding links under one-click accessed buttons, saving your card space, and limiting visual clutter.

Looking for a way to add a link to the board, as opposed to an individual card? Please try the Pinboard Power-Up.

How can I make due date more prominent on my card?

A good way of enlarging the due date is to increase the card font size. This way all the information is more visible.

To enable larger fonts on your cards, please go to Settings - Power-Ups - Developer Tools and open the blue link to scripts on Github.
From there, please choose the Large Font Script, copy its link, and paste it back in the Developer Tools dialogue box. Just click the plus icon, paste the link and Save Changes.
This will increase your closed card fonts.

You can also show full due dates directly on card fronts. This is possible via the Task Summary Power-Up. Feel free to go to Settings - Power-Ups - Task Summary to enable due dates, or any other card field, to show directly on a closed card.

How to use Due Dates in Kanban Tool?

To find a due date field on your Kanban card, you first need to enable the field in Settings - Card Template, accessible from your board view. Settings Location

Once you’ve checked due date in Card Template, you will have a Due Date field visible on your card (in edition): Due Date Editable On the Task

Also, you can see the due date even without opening the task, it will appear when you hover over the calendar icon. Also, once the date gets to 10 days or closer to the deadline, the remaining number of days will display right next to the calendar icon. Once the date is up, there will be a distinct red “0” or ”- X number of days” staring at you from the card. Due Dates Visible on Closed Cards

You can also see the due dates you’ve set in the Calendar Widget (once enabled in Settings - Power-Ups). The days that have some due dates set will be in bold font, and those that have due dates and are assigned to you will be visibly highlighted: Calendar Widget - Due Dates Visibility

How does the "Estimated time" field work?

With the Estimated time field, you can get a visual clue comparing time recorded working on a task versus your estimate on how long that task should have taken. To try this, please activate the Estimated Time field in Settings - Card Template.

Then simply add your estimation of how long you think the task should take.
The Estimated time field is set to work in hours. For instance, you can type:

  • 6 - for 6 hours
  • ,5 - for half an hour
  • :25 - for 25 minutes

Time Estimate on Card

When you start working on a previously estimated task, there will be a pale green progress bar displayed at the bottom of the card, notifying you of the running time being within the estimate: Time Estimate and Recorded Time

If you end up working on this task for longer than estimated, a new progress bar will be displayed - this time in pale red, showing how far over the estimate you’re going: Time Estimate Exceeded by Time Recorded

After work on the task is done, this little progress bar will be a piece of remaining information on the task card, showing whether you’ve completed the work within or outside of the estimates time: Estimated Time on Done Task

How to make comments in Kanban Tool?

To collaborate effectively, we recommend using the built-in comments. They save you from having to explain which task you’re referring to, and will significantly cut down the time needed for exchanging information. Comments also make a good record of the process for future reference. Kanban Tool Comments

To add a comment to your card, please click the red chat icon in the bottom right corner of your open card view. Comments Button

In there you can enter text, paste a file, and address who shall be notified about it. The person you point here to will receive an email with this comment and a link to the card. They will also be able to reply to this comment via email - directly from their inbox. Notify of Comment

You can also direct a comment notification at a whole User Group, instead of having to select various team members individually. Comment to User Group

When attachments are used in this communication, they will be sent with the notification email. You may also include attachments to an email replying to a Kanban Tool comment notification.
Furthermore, it is possible to attach tasks to comments, to easily reference other, related work. For all attachment types, just click the paperclip icon.

The comments side panel also displays the card history - all of the card edits and comments for this task are listed here in chronological order. Comments Side Panel

How to use emoticons in comments?

Want to make your Kanban Tool comments say more with expressive emoji?
To enter an emoticon to your Kanban Tool comment, please use the twemoji model, so instead of :) for a smile icon, please use :smile:. Emoticons in comments

You can view a full list of supported twemojis here.
Or - you can make this easy for yourself by enabling an Emoji Picker Power-Up in board Settings. This will add an icon picker to your comment editing section: Emoji Picker

How to enlarge fonts on cards?

The simplest way to make the card fronts text larger is to use the Custom Theme Power-Up. It offers a choice of 3 font sizes: Default, Large, and Extra Large.

It’s also possible to give closed card fonts an even larger size. Go to the board Settings - Power-Ups - Developer Tools and add the Large Font Script to one of the empty slots of your Developer Tools. You can find out more about Developer Tools here.

Alternatively, you can simply zoom in on the board with the browser’s zoom - normally accessible by simultaneous pressing of CTRL and + on the keyboard.
For more information on making the board view larger, please view this page.

How to edit a card description in full screen?

To enable the full-screen mode for a card description, please focus your mouse cursor on the description field (start editing). You will see a stretch arrow in the top corner of the description field, with which full-screen view is activated. To get back to the regular view, just hit the ESC button. Full Screen You are welcome to use multiple keyboard shortcuts within the task description field, please see them here.

How to print a task card?

To save an image of your card, please open the task and choose Save as image from the context menu.
The image will be saved to your browser’s default download folder.
From there on, you can print the image using your operating system settings or any graphics program. How to print a task card

Card description field - keyboard shortcuts

For extra speed, instead of using the built-in text formatting icons, you’re welcome to use the following shortcuts within the description field of a card:

  • CTRL + b bold
  • CTRL + s strike-through
  • CTRL + i italics
  • CTRL + k hyperlink
  • CTRL + u underline
  • CTRL + p image insert
  • CTRL + a select all
  • CTRL + x cut out
  • CTRL + v paste
  • CTRL + z undo last action.

How to recover a deleted task?

For completed work we recommend archiving tasks, as this builds the grounds for your account Analytics, and leaves you with a record of what work you’ve done. The delete option should be reserved for tasks created by mistake or about doing which you’ve changed your mind.

If, however, someone happens to delete a valid task by mistake, it should be available to be brought back, for as long as it is still in our database.
Only users with an Account Admin or Owner can restore deleted tasks. They also need to ensure that they have active access to the boards that tasks had been deleted from.

To restore tasks, an Account Owner or Admin needs to open the search window from any board and type in:
deleted_at:? - to see all deleted tasks available for recovery or, for example:
deleted_at:<2018-06-14 - to see all task deleted up until a given date.
deleted_at:>8.hours - to see all task deleted within a set amount of time. How to recover a deleted task

All that needs to be done now is to use the Restore button.
Please note, you may need to reload the page for a recovered task to display all comments and attachments. How to recover a deleted task - restore button

Card color change

To change a task’s color, right-click on it and use the Change type option from the dropdown menu. Card color change - Edit

If you’d like to add more, or other card colors to the available selection, you can. 22 colors are supported. To add a new card color, please go to Settings - Card types and click the + Add custom card type button. Then enter the card type’s name, select a color and click Add new button. Card color change

Can I see full date and time in comments and history?

Yes. While it’s not possible to automatically show events’ full dates in the comments and history side panel, please note, that if you hover the mouse pointer over the x time ago text, full date and time will be displayed. Full date and time in comments and history

How to use tags?

To add tags, first make sure you have them enabled as part of the Card Template, in board Settings.

When you open a card, there will be a Tags field on it. Just type in a tag, hit Enter and exit the card, changes are saved automatically. Adding tags

A tag that was added to at least one card on your board, will become listed in other cards’ Tags dropdown. So, you only need to type a tag when it’s not yet present on other cards. Selecting tags

Tags offer a great way to quickly identify tasks by tag filtering: Tag filtering

To remove a tag from a card, simply click the small x on it. Removing tags

Can I show task ID on closed cards?

Yes - to enable this, go to board Settings - Card Template and enable the External ID field. Can I show task ID on closed cards?

You can select a few additional options:

  • for the ID to be visible on fronts of cards or not,
  • to have the ID editable or not,
  • for it to be generated automatically for each new task or not,
  • and for the numbers to be sequential (to start from “1”) or not, in which case the ID will be a random multiple digit number, the same in fact as a task’s internal ID - as seen in an open task’s URL.

Another way to show ID - or any other information from within the card - in closed card view, is to use the Task Summary Power-Up. You’ve got full charge over what your cards are displaying.