Kanban card

Want to tailor your Kanban cards to fit your workflow? It’s easy! Just head to your board’s Settings to adjust the Card Template.

• Pick your fields
  Choose from a variety of default and custom fields to display the information that matters most.
• Save your changes
  Once you’ve selected the fields, simply save your settings, and your cards will update automatically.

Editing the Default template sets the base layout for all your cards. You can also create specialized templates for specific card types (colors) to keep things organized.

Keep in mind: Specific character limits apply to all fields.

Your Kanban cards can display a wealth of details! By updating a card’s specific data fields, you can unlock specific information in the closed task view. Depending on what you’ve added to individual cards, and which fields are enabled in your card template, you may see some or all of the following:

• Task ID – Keep track of your tasks with unique identifiers
  
• Priority – Instantly recognize high-priority items
  
• Comments – Hover to see the comment count at a glance
  
• Tags – Hover to view applied tags for quick categorization
  
• External link – Preview links with a hover or click to access them directly
  
• Due date – Hover to see the full due date
  
• Due date countdown – Displays the days remaining (for tasks due within 9 days)
  
• Difficulty points – Customizable and optional, with values based on your Card Template settings
  
• Checklist progress – Track to-do list completion at a glance
  
• Dependencies – View the status of dependent tasks completion
  
• Assignment – Hover to see the assignee’s full name
  
  
  

Want your cards to pack even more information? Enable the Card Icons power-up to display extra on-card indicators.

Need further customization? The Task Summary power-up lets you project any card data—custom fields included—onto the card front, so you can tailor your workflow exactly how you need it.

With these options, your Kanban board works the way you do!

The easiest way to move a card? Drag and drop! Simply click, hold, and move the card, or cards, to the new spot—quick and intuitive.

Need more options? Try these:

• Right-click & move
  Use the card’s dropdown menu by right-clicking and selecting Move.

• Move multiple cards at once
  Hold CTRL and click to select multiple cards, then right-click to move them all in one go.

• Move all cards in a column
  Right-click an empty space in a column and choose Move all to shift all the cards at once.

These options give you the flexibility to organize your board exactly how you want—fast and hassle-free!

The easiest way is to click the filters funnel icon and select Assigned to me:

You can also find task assignments manually by typing @ and user initials - e.g., @XY, into either the filters or search box, both located in the top-right corner of any Kanban board.
Filters show results for the open board, while search scans across all boards you have access to.

Yes!
By default, cards display the number of days left until their due date. But to see the exact date, just hover over the calendar icon on the card.

Want the full due date to be visible at a glance on all cards with the due date set? Enable the Task Summary power-up from the board settings, and set it up to show due dates:

If you don’t see a due date field on your cards, head to Settings → Card Template and turn it on. Keep in mind that board settings are only accessible to project managers or board owners.

Blocking a task means marking it as temporarily unworkable due to an issue preventing progress. The Card Blocking feature helps visualize this by “freezing” the card until the problem is resolved.

Blocked tasks can’t be moved using the standard drag-and-drop action, making it clear that work is on hold. To use this feature, just enable the Card Blocking power-up.

Yes! You can set up a custom priority selector using one of the 15 available custom fields.

How to customize your priority field:

• Go to Settings → Card Template
• Enable a custom field and rename it (e.g., Priority Level)
• Choose Dropdown with options as the field type
• Enter your preferred priority values, separating them with semicolons
  (e.g., Ultra; Mega; High; Normal; Low )

Adding visual priority indicators

While a custom priority field won’t generate the standard priority arrows on card fronts, you can use the Card Icons power-up to assign icons to each priority level.

For example, if you named your custom field Priority level, you may configure Card Icons to visually represent each level, like this:

Important note: Avoid naming your custom field simply Priority, as this will interfere with the custom icons setup.

And here’s how your custom priority icons will look on the cards:

There are several ways to connect cards for better workflow visibility and navigation:

Attach one task to another

Make a task card an attachment to another for quick access. Attached tasks open on top of the linking ones for easy navigation. Just go to Attachments and select Link to a task.

Use the Task Dependencies power-up

For complex projects, the Task Dependencies power-up helps break down large tasks into smaller pieces and visually organize their relationships.

Tag related cards

Apply the same tag to multiple cards to group them together. You can then filter by that tag to instantly find all linked tasks.

Mention tasks in comments or checklists

Need to reference a task across different boards? Type # in a comment or checklist item to open the global search and link directly to any task you have access to.

Use card URLs for direct links

Every card has a unique web address. Copy the URL from your browser and paste it into another card’s description, external link field, or a custom field to create a direct connection.

No, a task can only be assigned to one user at a time. However, there are several ways to share work effectively:

Use checklists for subtasks

Break tasks into smaller checklist items and assign them to different team members.
Each person will receive an email notification when assigned a checklist item, just like with full task assignments.

Easily find your assigned work

Users can search across all boards for their tasks and checklist items. Just type your initials after @, e.g. @XY, into the search bar to see everything assigned to you.

Use task dependencies for complex workflows

If a work element involves multiple people, consider using the Task Dependencies power-up to create a structured hierarchy where different team members are assigned to each related task.

This way, teamwork stays seamless while keeping assignments clear!

Absolutely! You can break down your tasks by adding subtasks as checklist items within your cards.

From an open task view, simply click + Add checklist at the top to start adding items.

Each checklist item can be assigned to a team member, who will receive email notifications—just like with regular task assignments.

Need more control? Just hover over a checklist item to assign it, edit, delete, or rearrange it.

Want to go even further? You can create nested checklists for more structure. When a checklist item has its own sublist, it transforms into a list heading with a distinct look. Once all sub-items are completed, the heading will automatically mark as done.

For quick references, type # to open the global search and link related tasks.

Looking for a different approach to connecting tasks? Try Task Dependencies to build a structured workflow with linked tasks.

Yes! You can assign custom card templates to specific card colors, allowing for tailored layouts based on card type.

When switching to a particular card type—below the default template under Settings → Card Template—you can rearrange or remove fields to match its unique needs. This makes it easy to ensure different job types capture the right information in the right order.

Keep in mind that the default template serves as your baseline. Any field you want available in a specific card type must first be enabled in the default template. From there, you can remove unnecessary fields for certain card types.

The images below show different card templates in use on the same board simultaneously!

Yes! You can track card-specific stats through the Lead & Cycle Time diagram, which provides key details such as start time, end time, and cycle time for each task.

You can display tasks’ lead time through the Task Summary power-up.

The time log—accessible from the task itself—records how much time different team members have spent working on a task.

You can also view work time entries in the Summary View of the Time Report, where you can group entries by task and user for a clearer breakdown.

Note: The time log and Time Report features are available exclusively on the Enterprise plan.

Links should be automatically recognized in the description field editor. To open one, just click on it and select the first available icon:

You can also add links to cards using the Web Attachments power-up or an External Link field.

Plus, links work seamlessly in checklists and comments too!

This can happen for one of two reasons:

• You’ve kept the default difficulty levels, and selected unknown difficulty for the task
  
• You’ve set up custom difficulty levels, but entered values that lack a number,
  e.g. easy, regular, hard.
  
  While you can add text descriptions to your Task Difficulty levels in the drop-down menu, only the numerical values will appear on the card fronts.
  Make sure your Task Difficulty levels include a numerical value besides a description:
  

No, the present due date format, YYYY-MM-DD, cannot be changed, sorry.

For the easiest access to web links, we recommend using the External Link field, or a custom field with the web link type.

You can also add links directly to the card description field—they’ll be automatically recognized and highlighted. To open one, simply click on it and select the first available icon, Open Link.

Another option is the Web Attachments power-up, which lets you hide links under one-click buttons, saving card space and reducing visual clutter.

Want to add a link to the board instead of an individual card? Try the Pinboard power-up!

Task Summary

The simplest approach is to display full due dates directly on card fronts with the Task Summary power-up.
To enable this:

• Go to Settings → Power-Ups → Task Summary.
• Select the due date to show on closed cards.

Increase the font size

Another way to make the due date more visible is by increasing the card’s font size.
There are two ways to do that:

1. Use the built-in zoom at Settings → Board Background to scale up all board view elements.
2. Manually increase the font size alone:
   • Go to Settings → Power-Ups → Developer Tools.
   • Click the blue link to scripts on GitHub.
   • Navigate to the Large Font script, copy its link, and paste it into the Developer Tools dialogue box.
   • Paste the link to the slot titled Enter links to the selected scripts: and save the changes.

To enable due dates on your Kanban cards:

• Go to Settings → Card Template from your board view.
• Ensure the due date field is selected.

Once enabled, the due date will be visible on task cards and can be edited directly.

Viewing due dates:

• Inside the card:

• On card fronts: Hover over the calendar icon to see the due date.

• Countdown mode: When 9 or fewer days remain, the number of days left will appear next to the calendar icon.

• Overdue tasks: If the due date passes, a bold 0 or - # days will appear, making it clear at a glance.

You can also track due dates in the Calendar Widget, enabled via Settings → Power-Ups.

Tip: Need to track when a task starts? Enable the start date field to accompany your due dates and together make up a timeline view.

Tip: Want to make the due date display more noticeable on your cards? You’re welcome to!

The Estimated Time field helps you set a time estimate for completing a task.
If you’re on the Enterprise service plan, you’ll also get a visual comparison of your estimate vs. actual tracked time.

How to enable & use it

• Go to Settings → Card Template and activate the Estimated Time field.
• Your cards will now include a field where you can enter estimated task duration.

Time estimate formatting examples

• 6 → 6 hours
• ,5 → 30 minutes
• :25 → 25 minutes

Visual estimates tracking

• Within the estimate:
  A pale green progress bar appears at the bottom of the card, showing that the recorder working time is still within the estimated value.
• Exceeding the estimate:
  If you go over, the progress bar turns red, making it clear how much extra time passed.
• After completion:
  The progress bar remains as a record of whether the task was finished within or beyond the estimated time.

This feature helps you track efficiency and manage workloads more effectively!

Yes! Simply enable Checklist Templates to add predefined checklists to your cards.

Related Tip:
If you frequently work on repeating tasks, consider using the Recurring Tasks power-up
- a great way to automate identical tasks at regular intervals.

Efficient team communication is key! Task comments help keep discussions organized, ensure everyone knows which card you’re referring to, and create a record for future reference.

Adding a comment

• Open a task and click the red chat icon in the bottom-right corner.
  
• Enter your message, attach files if needed, and tag team members for notifications.

Notifying team members

• Click below the comment editor to select a user, or
• Type @Name, @Surname, @Initials, or @group directly in the comment.
• The mentioned user(s) will receive an email with your comment and a direct link to the card.
  

Replying to comments

• Team members can reply from the board or directly via email—just like a regular conversation!
• @Mentions work in email replies too—just include @Name, @group, etc. to notify someone.
  

Attachments & task references

• Attachments: Files added to a comment will also be included in email notifications. You can also attach files when replying via email.
• Linking tasks: Click the paperclip icon to attach related tasks.
• Mentioning tasks: Type # and select a card to create a direct link to it.
  

Keeping track of conversations

The comments side panel displays both task updates (task history) and comments in chronological order for easy tracking.

Enhance communication with reactions!

Try the Comment Reactions power-up to respond with emojis instead of typing, making communication quick and expressive.

The quickest way is to increase the task font sizes is to use the board zoom feature, found under Settings → Board Background.

If you’d like even larger text on closed cards, you can use a simple trick! Head to Settings → Power-Ups → Developer Tools and add the Large Font script to an empty slot. That’s it!

Need more details on Developer Tools? Learn more here.

Need more space to update your card description? Just place the cursor inside the description field as if you’re about to type. A stretch arrow will appear in the top-right corner—click it to switch to full-screen mode!

To return to the regular view, simply press ESC.

Tip: You can also use handy keyboard shortcuts while editing.

Need a printed copy of your task card? It’s easy!

• Open the task and select Save as image from the context/hamburger menu.
  
• The image will be saved to your browser’s default download folder.
• From there, you can print it using your computer’s print settings or any image editor.

And that’s it—you’re all set!

In case you are looking to print the entire board view, please turn here.

Want to format text faster? Instead of relying on the built-in formatting icons, you can use these handy shortcuts:

• 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
• CTRL + v paste
• CTRL + z undo last action.

Try them out and speed up your workflow!

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 you have mistakenly deleted or archived a task and realize this right away, you can undo the action with the CTRL + Z key combination.

And if you didn’t realize the deletion was a mistake at the time, you will still be able to recover the task for as long as it is in our database.
Only user who has deleted the task or users with an account admin or owner role can restore deleted tasks. They also need to ensure they have active access to the boards from which tasks have been deleted.

To restore tasks, a person who deleted the task, account owner, or account administrator 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 tasks deleted up until a given date.
deleted_at:>8.hours - to see all tasks deleted within a set amount of time.

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.

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

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.

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, the full date and time will be displayed.

To use tags, first make sure you have them enabled on your 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.

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

Tags offer a great way to quickly identify tasks by board filtering. You can either type the tag content itself, or preface it with tags: for more accurate results. Complete information about the supported filters & search syntax is available here.

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

Yes - to make this possible, go to board Settings - Card Template and enable the External ID field.

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 the 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 control over what data your cards are showing.

Elements of the Markdown language are supported in Kanban Tool comments and in the Board Readme power-up.

Please use the following to make these text areas easier to read:

• To give text a bold font:
  *bold text*
• To give text an italicized font:
  _italicized text_
  The two above can also be used in checklist items.
• To add a link under an anchor text:
  [title](https://www.example.com)
• To add an image:
  
• To format a list of items:
  * First item
  * Second item

You can set a format specifier for custom card fields that require a set format of data, like a time-stamp or a zipcode. Doing so will speed up typing and unify the way your team members enter data into that field.

You can define the format in any way you like and use the following placeholder characters:

• 0 as a placeholder for any digit
• a as a placeholder for any letter
• * as a placeholder for any character

So if you have a custom field for tracking the order number, and the order number always starts with ORD, followed by three digits, and ends with Z, you can use the following format specifier for that: ORD000Z

Optional values should be enclosed in square brackets. For example, [0]aa defines a format for fields that start with an optional digit followed by two letters.

Predefined values that should be automatically added to the input should be enclosed in curly brackets. For example, with a format specifier like {+1} 000, once you begin typing in a number, a +1 text will be automatically prepended to the field.

If there is a placeholder character you want to display in the custom field, prepend it with ` in your format definition.

Common examples of format specifiers include:

• a phone number: +{1}(000)000-0000
• time value: 00:00
• zip code: 00000
• deal value: $00000.00
• time-stamp: 00:00:00:00
• order number [AAA]000-000

Below is an example of a custom phone number and deal value data format. When a team member proceeds to add this information for this specific task, they will be able to do so using the format suggested automatically by the placeholder text, preventing them from having to type any repetitive characters on each of the cards.

Typing # in the comment window opens the global search, allowing you to find tasks across all the boards you use. You can search by task names, due dates, last update times, and much more - please take a look at the complete search syntax guide.

A task reference like this will be highlighted as a link, simplifying the team’s access to the related task details.

In the narrow bar just below the task title, each task names the column and swimlane that it’s currently in. When viewing tasks from a project board other than the one you’re on, the board name will also be included:

But if you’ve come across a Kanban card on a tasks list, e.g., in My Work or in search results and want to get a visual on exactly where that task sits, you can. To locate a task’s exact position on its current board, use the target icon, accessible from the open task view. Clicking it will take you directly to the task, while applying focus on the card’s on-board position:

Kanban Tool cards have always supported due dates to show when tasks are to be finished, and many existing features are aiding that field’s operation on the boards, e.g., the due date countdown, the Calendar Widget, Due Date Reminder email, or Task Reminders power-up.

The idea behind the separate start date field is to indicate when work on the specific task should begin, not end. Using both a start and due date on cards should make for more efficient planning and allow you to achieve higher workflow clarity, letting you tell what matters the most and when.

Furthermore, when you set both a start date and a due date on a card, a helpful timeline view unfolds in the large interactive calendar, showcasing the entire planned duration of your task:

You can also take advantage of the start date-related board filters to speed up important task identification!

Enable the start date field in your board Settings - Card Template for even easier tasks’ timeline planning.

Get ready for customization galore! Kanban Tool cards aren’t just about the basics - they come with a bunch of default fields like type, due dates, attachments, and more. But here’s where the cool factor kicks in - you can add up to 15 fields of your own creation.

The currently supported variety includes:

• Text field
• Web link
• Number
• Dropdown with options
• Multiple choice grid
• Date
• User list
• Progress indicator
• E-mail address
• Votes
• Rating
• Address

Note that each of the in-card fields supports a limited number of characters.

Mix and match these fields on your card template to create the ultimate setup tailored to your project’s exact needs. Plus, each of your boards can use a completely different card template, truly allowing for building workspaces that match your unique projects use cases.

Furthermore, you can pick and choose which fields appear on specific card types (colors), giving you the power to customize the in-card details based on the nature of the task.

And for the ultimate efficiency hack, you can decide which data fields show on closed card fronts. That means quicker info digestion for you and the team.

Rock your Kanban game with probably the most personalized card templates around!