Kanban card
Practical tips for customizing, describing, and filtering Kanban Tool task cards. Learn how to assign tasks to team members, organize and visualize complex tasks, link related items, and resolve common card management challenges.
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.
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, or Assigned to and pick a user from the list.
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.
Apply the same tag to multiple cards to group them together. You can then filter by that tag to instantly find all linked tasks.
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!
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:
- Use the built-in zoom at Settings → Board Background to scale up all board view elements.
- 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:
- 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.
- 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.
- 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.
- 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 instead of deleting them. Archiving helps maintain your account’s Analytics and keeps a record of your progress.
The delete option is best for tasks created by mistake or those that no longer matter in your project.
Accidentally deleted a task? Here’s what to do:
- Immediate undo: If you realize the mistake right away, press CTRL + Z to instantly restore the task.
- Recover from the database: If some time has passed, deleted tasks may still be recoverable as long as they remain in our system.
Who can restore deleted tasks?
Only the user who deleted the task, account owners, or admins can restore deleted tasks.
How to search for deleted tasks?
To find and restore a deleted task, open the search window—click the magnifying glass icon at the top-right corner—from any board, and use one of these search queries:
- deleted_at:? → View all deleted tasks available for recovery.
- deleted_at:<2018-06-14 → Find all tasks deleted before a date.
- deleted_at:>8.hours → See all tasks deleted within the last 8 hours.
Once you find the task, simply click the Restore task button.
Tip: After restoring a task, you may need to reload the page to display all comments and attachments.
Want to customize your tasks with different colors? It’s easy!
Just right-click on a task and select Change type from the dropdown menu.
Need more color options? You’ve got 22 shades to choose from.
To add a new card color, head over to Settings → Card Types, then click + Add card type. Simply name your new card type, pick a color, and hit Add new—and you’re all set!
Yes! While the comments and history side panel doesn’t automatically show full dates, you can easily view them.
Just hover your mouse over the x time ago text, and the exact date and time will appear.
Want to organize your tasks better? Tags make it easy!
First, ensure tags are enabled on your Card Template in board Settings.
When you open a card, you’ll see a Tags field. Just type in a tag, hit Enter, and exit the card—your changes will be saved automatically.
If a tag has already been used on at least one card in the board, it will appear in other cards’ Tags dropdown, so you only need to type out brand new tags.
Tags help you quickly find tasks using board filtering. You can type the tag name directly, or use
tags:’your tag’
for more precise results. For full details on filters and search syntax, check out this guide.
Need to remove a tag? Just click the small x next to it.
Yes! To do that, go to board Settings → Card Template and turn on the External ID field.
Additional options
You can customize how the ID appears by choosing to:
- Show or hide the ID on the front of cards.
- Allow the ID to be editable or fixed.
- Automatically generate an ID for each new task.
- Use sequential numbering—starting from “1”—or a randomly generated multi-digit number—matching the task’s internal ID, which you can see in the task’s web address
(the last 8 digits of an open-task URL).
Another way to display IDs
For even more flexibility, try the Task Summary power-up. It lets you display the task ID
—or any other card details—on closed cards, giving you full control over what information is visible.
Yes! Elements of Markdown formatting is supported in Kanban Tool comments and the Board Readme power-up, making your text easier to read and organize.
- Bold text → *bold text*
- Italicized text → _italicized text_
Both can also be used in checklist items.
- Links → [anchor text](https://www.example.com)
- Images → 
- Lists →
* First item
* Second item
You can set a format specifier for custom card fields that require structured input—like timestamps, zip codes, or order numbers. This helps standardize data entry and makes typing faster for your team.
- 0 → Any digit
- a → Any letter
- * → Any character
For example, if your order numbers always start with ORD, followed by three digits, and end with Z, you could use:
ORD000Z
Handling optional & predefined values
- Optional values: Enclose them in square brackets [ ].
Example: [0]aa → An optional digit followed by two letters.
- Predefined values: Enclose them in curly brackets { }.
Example: {+1} 000 → “+1” is automatically added before a phone number.
- Displaying special characters: Use ` before a placeholder character to show it in the field.
- Phone number: +{1}(000)000-0000
- Time value: 00:00
- Zip code: 00000
- Deal value: $00000.00
- Timestamp: 00:00:00:00
- Order number: [AAA]000-000
Need to reference another task in a comment?
Just type # in the comment window to quickly search for tasks across all your boards! You can find tasks by name, due date, last update time, and more. For a full list of search options, check out the complete search syntax guide.
Once added, the task reference becomes a clickable link, making it easy for your team to jump straight to the details.
Automatic location display
Need to find where a task sits on your board? Just check the narrow bar below the task title! It displays the column and swimlane the task is currently in. If you’re viewing tasks from a different project board, the board name will also be included.
You can change the task’s location by clicking its current location and selecting a different board, swimlane or column for it to move to.
“Locate this task”
If you come across a Kanban card in a task list—such as My Work or search results—and you want to not only learn where it sits, but also go to that location, it’s not a problem!
Simply open the task, click the context menu (the hamburger icon), and hit Locate this task . This handy shortcut instantly takes you to the task’s exact spot, highlighting the card for you.
Also, in the My Work list specifically, you can click the small link icon next to the task name, to be taken to the task’s location. The icon shows only for tasks on boards other than the one you’re currently viewing.
Kanban Tool cards have always included due dates to help you track when tasks need to be completed. With features like the due date countdown, Calendar Widget, Due Date Reminder emails, and Task Reminders power-up, staying on top of deadlines has never been easier!
Still, with the addition of the start date field, you can also mark when work on a task should begin. Using both start and due dates helps you plan more efficiently, bringing greater clarity to your workflow. You’ll always know what needs attention and when—making prioritization a breeze.
Visualize your task timeline
When you set both a start and due date, your task gets a clear timeline in the interactive calendar, giving you a complete picture of its planned duration.
Quickly identify key tasks
Take advantage of start date-related board filters to instantly spot tasks that need your attention.
Easy setup
Enable the start date field in your board’s Settings → Card Template, and streamline your planning with a clearer task timeline.
Get ready for customization galore! Kanban Tool cards go beyond the basics, offering default fields like type, due dates, and attachments. But the real magic? You can add up to 15 custom fields to tailor your workflow exactly how you need it.
Here’s what you can choose from:
- Text field
- Web link
- Number
- Dropdown with options
- Multiple choice grid
- Date
- User list
- Progress indicator
- E-mail address
- Votes
- Rating
- Address
Total flexibility, your way
Customize your card templates to perfectly fit each project—every board can have a different setup! Plus, you can decide which fields appear on specific card types (colors), ensuring every task gets the right details.
Keep in mind that each of the in-card fields supports a limited number of characters.
Boost efficiency
Want even quicker access to key info? Choose which fields remain visible on closed card fronts, making it easier than ever for you and your team to find what matters at a glance.
With probably the most personalized card templates around, you’re in full control of how you organize and track your work. Utilize custom fields to take your Kanban game to the next level!
To keep your Kanban Tool cards running smoothly and maintain data integrity, each field type has a set character limit. Here’s a quick rundown of the maximum number of characters allowed for each:
| type |
format |
comments |
char limit |
| name |
text |
|
250 |
| stage (column) |
text |
as defined at Settings - Board Editor |
256 |
| swimlane (row) |
text |
as defined at Settings - Board Editor |
256 |
| checklist |
text |
e.g., item 1; item2; item 3; |
1000 |
| description |
text |
|
59600 |
| external link |
text/URL |
|
1024 |
| card type |
text |
as defined at Settings - Card Types |
255 |
| priority |
1, 0, -1 |
1 high, 0 normal, -1 low |
2 |
| start date |
YYYY-MM-DD |
|
10 |
| due date |
YYYY-MM-DD |
|
10 |
| assigned to |
Name Surname |
as defined on your People page |
255 |
| external ID |
number |
|
256 |
| estimated time |
number of hrs |
e.g., 2 (two hrs), or 2:30 (two hrs 30 min) |
6 |
| difficulty |
number |
as defined at Settings - Card Template |
250 |
| tags |
text |
|
256 |
| custom field |
text |
as defined at Settings - Card Template |
6500 |
| custom field |
non-text |
as defined at Settings - Card Template |
256 |
| ID* |
number |
refers to the native ID of existing tasks;
*only to be used for updating existing cards |
8 |
Please honor these limits when filling out your task cards—going over them will prevent your changes from being saved.
By keeping your data concise and well-structured, you’ll ensure seamless workflow management across your boards!
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