Learn all about the many ways in which your Kanban Tool experience can be enhanced. Power-Ups allow you to enable external integrations and switch on additional board and card features that make use of the service that little bit better.

What are Power-Ups?

Power-Ups let you customize the boards and fine-tune your experience with Kanban Tool, by adding a new spectrum of features that might come handy. Power-Ups range from visual modifications to complete, additional functionalities.

You can choose from among simple ones, that will only add minor elements to the board i.e. Emoji Picker, or you can go ahead with the big ones, that bring a whole new level of awesomeness to your boards - i.e. Custom Theme, Recurring Tasks, Task Dependencies.
Stay tuned, we’re always getting even more ready!

To get started, please go to the Settings - Power-Ups tab and take your pick!

What Power-Ups are available?

How can I enable Power-Ups?

To enable Power-Ups, go to the Settings page and open the Power-Ups tab.
The board's Settings page

Settings aren’t visible to regular users, you need Account Owner or Account administrator privileges to enable Power-Ups, or to edit the board and card layout. Project Managers too can enable Power-Ups, but only for the boards they have created.

If you don’t see the Settings tab and want to use Power-Ups, contact someone on your team with higher access rights to enable them for a given board.

Web Attachments Power-up

From images on Flickr, website addresses, to GitHub pull requests and online documents, the Web Attachments Power-Up allows you to easily attach virtually anything from the web to tasks.
Links to other Kanban cards can also be attached to show related work items. Power-Ups Web Attachments To get started, go to Settings - Power-Ups and enable the Web Attachments module.

How to use Kanban Cast with Kanban Tool?

If you have a Chromecast, you can send your Kanban board to a big screen of the device that it is plugged into.

Chromecast is a streaming device, that works when plugged into the HDMI port of a TV. It mirrors the screen of the device that it is plugged into - it can be the screen of any device that uses the Chrome internet browser. Many modern TV sets will also have a casting receiver built-in.

This is how to turn on the integration:

  1. Open your Kanban Tool account in the Google Chrome browser, which has built-in support for casting web content to other devices.

  2. Go to the board’s Settings - Power-Ups and enable the Kanban Cast Power-Up.
    Settings are located in the top-right corner of the board view - next to Share / Tools / Help and filters.

  3. Now, in board view, you’ll see a new icon for Kanban Cast, next to Share Kanban Cast icon

  4. It holds options to adjust zoom, size, or contrast of the cast. Also from here, you will be able to switch it off. Kanban Cast Options

Please note, that if you collapse a column, then to see that applied to the casted image, you will need to switch Kanban Cast off, and turn it back on again.

How can I use Card Aging?

The Card Aging Power-Up enables you to tell instantly for how long cards have been left idle, without any updates.

To enable this Power-Up, go to Settings - Power-Ups and turn on Card Aging.
Once enabled, the task cards on your board will fade as they experience no activity for a specified amount of time - you can choose your thresholds - e.g. 7 days, 14 days, 30 days. The longer a card is inactive, the more it will fade.

What can I use Card Block for?

With this Power-Up, your task can be marked as blocked. You can do this from the context menu - right-click on a task and choose the Block task option.
The Power-Up needs enabling per each of your boards, like any Power-Up. Please do that from Settings - Power-Ups - Card Block.

Blocked cards cannot be moved, they have a distinctive look and optionally display a message, explaining the block reason.
So that in case of problems with progressing work on a given task, the card can be shown as blocked, until the issue is resolved. This gives the team an instant clue on that card’s status.

How to upload a personalised background?

You can make this change from Settings - Board Background. Aside from giving you thousands of beautiful Unsplash images to choose from, Board Background also lets you upload an image from your computer.

How to Upload a Personalised Background?

While you’re making changes to how the board looks, you can also change the board’s color Theme (Default, Dark, Lite) and scale the board to better suit your available screen size, using the magnifying glass icons (+ and -).

Board Settings are only available to board owners and account admins/owners. If you don’t see the “Settings” link, you are not authorized to change the board layout nor any other board options.

How to use the Recurring tasks Power-Up?

Getting started

Recurring Tasks let you minimize the effort needed to set up work items that need doing periodically - every day, week, month, or year. To make a task pop up on your board on a specific date or several dates, you first need to have this task on your board. Fill in all the details needed for this task completion.

Once done, use the context menu of the card - right-click a closed task, or use the in-card hamburger / 3-line menu - and select Make recurring option:

Make task recurring

In the pop-up menu, please choose when this task should appear on your board. You can either use general repetition (daily, weekly, monthly, yearly) or use a custom schedule if more precision is needed.

Make Task Recurring

As this is successfully set up, the task will be moved from the board to the side panel, under Recurring tasks. You can preview your scheduled tasks here.

Recurring tasks list

It is also possible to apply a “Recurring tasks” filter to the board, to see which columns tasks will be appearing in. When the set time comes, your task will appear in the same column, in which it had originally been created.

Schedule editing

To edit the schedule, use the pencil icon, and to stop recurring, please use the “x” mark.

Edit - stop the schedule

How to enable the Interactive Checklist view?

For active checklist users, we’ve prepared a simple way of getting to view and tick-off their task lists without having to open the card itself.

Go to the board’s Settings - Power-Ups and switch on the Interactive Checklist Power-Up.
In there, you will find a setting to have the checklist items expanded in all or just the Working types of columns, you will also be able to choose whether all list items should be displayed, only the incomplete ones or just the firs incomplete one. Interactive Checklist Set-up

How to enable a calendar view on a Kanban board?

To gain instant due date visibility in your schedule and never miss a deadline, we recommend using the Calendar Widget. This Power-Up adds a simple calendar to the side panel with tasks’ due dates. Clicking on a highlighted date shows you tasks due on that day.

Access Large Calendar View And if you click on the magnifying glass icon, a larger calendar view will pop up:

How to enable a calendar view on a Kanban board? Calendar view in Kanban Tool

In the large calendar view, you’ll see all of the month’s due tasks. You can open and edit them directly from here, and drag and dropping cards across different days will update their due dates. Use the big calendar view for easier workflow planning and to get a clear time-oriented overview of your week and month.

How to speed up task creation: Add Task Box

The Add Task Box Power-Up makes new card creation faster, by showing a note box at the bottom of each column. You can type a new task directly into it and create it by hitting Enter.

You can also assign basic card attributes through the Add Task Box window with these symbols: [..], @, #. Were you to type:
[finances] @JS #urgent
- you’d create a task of the finances card type, with an urgent tag, and assigned to a user identified with the JS initials.

Of course, the card types and users that you call out here must be valid for the board you’re on. The Add Task Box Widget

Quicker Tasks Navigation

To speed up transitioning when working on several tasks in the same column, try the Task Navigator Power-Up. When a card is open you can quickly switch between previous and next tasks with the left/right arrows. Power-ups - Task Navigator

Related: You can also try Task Dependencies, or adding tasks as other cards’ attachments, for a speedy navigation between related tasks.

How to stay up to date with my team's activity?

Want to keep up with what’s going on on the board? Try the Team Activity Power-Up - it adds a list of recent board activities to the side panel. It includes comments, card moves, and more. Power-ups - Team Activity Widget

You can also filter the board by recently updated tasks, or do an all-boards-wide search for recent activity.

I want to change how my board looks

Not a fan of white backgrounds? Feel free to customize your board style!

You can make significant changes to the way your Kanban Tool board looks with the Board Background option available in the Settings menu. It opens a search of the entire Unsplash image library and supports uploading your own images. You can also choose a color theme to match your image: Default, Dark, or the minimalist Lite.

I want to change how my board looks

While you’re making changes to how the board looks, you can also scale the board to better suit your available screen size, using the magnifying glass icons.

Upscaled board example I want to change how my board looks - 2

Board Settings are only available to board owners and account admins/owners. If you don’t see the “Settings” link, you are not authorized to change the board layout nor any other board options.

What is Auto Assign for?

This Power-Up can give you visibility over who is doing what in your team, without spending time on assigning tasks to each team member. When using Auto Assign, tasks are automatically assigned to team members when they move them to columns of the In progress type, and unassigned when they move them to columns with the Queue / Waiting type.

What does the Activity Notice refer to?

This Power-Up causes pop-up notifications of task updates to show when significant changes are made by other users, while you’re also logged in at the same time. It helps you all to stay on track with the most recent changes. Notifications include task adding, editing moving, deleting, or archiving.

Optionally, you can enable the Activity Notices to also show as regular desktop notifications.

Checklist Templates

Prepare several default checklists for your cards - once created, they can be added to your cards with just one click.
To use this feature, enable Checklist Templates in board Settings - Power-Ups and create your templates from there.

When your templates are set, you can add one, or more of them, to any new or existing card. Checklist Templates Button

Postponed Tasks

Postponing tasks lets you de-clutter your boards from items that you won’t get to work on for a little while but need to plan for them.

The supported options are to postpone until the evening, next day, next week, or a specific date and time. When set time comes, your task will come right back into the column, that it was set to delay from. Postpone a Task

You can also review all your work suspended in this way from the Postponed Tasks widget, displayed in the side panel, along with any other widgets you may be using (Calendar, Recurring Tasks, Team Activity, My Work).
It’s possible to edit the schedule for the postponed items from here - or, if need be, bring a deferred task back to the board before the set time comes. Editing the postponed task contents is also possible - just open the task from the Postponed Tasks widget and make changes. Postponed Tasks Widget

Task Summary: more data on closed cards

Task Summary lets you show more information on closed cards.

You can choose from among all of your custom fields, as well as from the generic information, such as card type, due date, external link, assigned user, priority, ID, etc. - and, additionally, it’s possible to show information about the task creator, logged time and lead time - the time passed since card creation. You can also display the entire task description, or its first paragraph if you wish.

Task Summary Power-up

Enable the Power-Up in board Settings, or ask an account owner/admin to enable it for you, and choose which fields you want to see: Task Summary Settings Window

Card Legend

This little add-on displays the names and colors of card types used on a board, right at the bottom of the board view.
Without obstructing the board, you will be able to quickly find out which color symbolizes what type of task. Card Legend Power-Up

Card Covers - Quick Access to Attachments

To show images on closed cards, enable the Card Covers Power-Up in board Settings.

You can select any of your graphic files or pdf to become a card cover or covers - marking multiple files with the eye icon will create a gallery on your card. Card Covers - Quick Access to Attachments

Furthermore, any of your file attachments (e.g., .docx, .xlsx), or Web Attachments can be pinned to the card front. While it won’t give you a preview, it will make your files accessible directly from the closed card, ready for a quick download. Card Covers - Quick Access to Attachments - Pin

Pinboard - attach files and links to your board

The Pinboard Power-Up lets you attach frequently needed files and links directly to the board’s side panel. Besides website and online document links, you can also attach Kanban Tool tasks and links to other Kanban Tool boards.

To enable the widget and make navigating your workflow that little bit easier, go to board Settings - Power-Ups.

To pin a file, just use the “+” icon, located in Pinboard’s header. To pin a website link, first make sure that you have enabled either Web Attachments, Google Drive, Box, Dropbox or One Drive Power-Up. The Pinboard Power-Up

Task Dependencies

Task Dependencies allow for building relations between cards, to visually connect work items that need doing in bunches. This way, complex work gets broken down into items of a more manageable size, giving you a clear picture of how far along a big job has come.

It’s a great way not only to bring order to large tasks, but to also show parent-child card relations, and to delegate pieces of work to other team members or boards.

Task Dependencies Power-Up needs enabling in board Settings - Power-Ups.
Once active, there will be an + add dependencies link in an open task’s header: Task Dependencies - Add New

With it, you can either create a new, dependent task or link an existing card and make it dependent. Task Dependencies - Location

Any task that you have access to can be made dependent on another - you can build dependencies between tasks across all columns, swimlanes, and boards. Use the location selectors shown in connected tasks to choose or change a linked task’s location: Task Dependencies - Locate or Move Task

Dependent tasks can be opened directly from the master task view and will be shown over it. Cascading structures of dependent tasks can be created and viewed in this way, letting you dive into the core of work, without having to navigate through columns and boards in search of related tasks.

Use the arrows and “back” symbol to navigate between dependent tasks - arrows move through cards on the same level, and the “back” arrow takes you one level higher in the structure. Task Dependencies - Navigation

The tree-like scheme of dependent tasks shows additional information about cards status - you may come across backlog, in progress, waiting and done icons. They relate to what Lane Type column that task is in, thereby hinting on their completion stage.

If present, team member assignments and any tracked time records will also be displayed in the tree-like list. You can also reorder the dependent tasks with the vertical double arrow icon, shown when hovering over a listed item. Task Dependencies - Status Icons

How to use the Task Reminders Power-Up?

Use Task Reminders to keep tabs on when important tasks need to be looked at.

First, please enable Task Reminders on your board Settings - Power-Ups page.

Now, when viewing an open card, click any date-based field - whether it’s the default due date or a custom date field - and along with the calendar, you’ll see an + add reminder option.

How to use the Task Reminders Power-Up?

Choose when the reminder should be sent out, for example, on the day - your due date or custom field date, depending on what you’ve chosen, a day or two prior to that, a week before, etc. Then choose the time at which the reminder should arrive, and select to whom the email should be sent.

Task Reminders - Timeframe selection

You can notify:

  • any named user that has access to the board you’re on
  • the person who created the task
  • the person assigned to the task
  • everyone assigned: the person to whom the task is assigned, as well as all users to whom any uncompleted checklist items are assigned
  • a User Group that has access to this board

Once set, hit the blue Save button, and on the selected date and time, an email will be sent to the chosen person or people. The email will contain a direct link to the task it refers to for easy access.

Task Reminders - Email

But since not everyone pays close attention to email while progressing work on a Kanban board, other ways of getting a reminder are also available. Instead of setting up an email notification, you can choose a time when a task should:

  • be moved to the top or the bottom of a specific column
  • be assigned to a given team member
  • have the card type (color) changed
  • be added to a specified person’s My Work list
  • get a priority change

Task Reminders - Action selection

To review or change a once set reminder, please right-click a closed task, or use an open card’s context menu (shown below), to find the Set reminders option again.

Set reminders in the open card context menu

Other features related to keeping track of time-sensitive work are Due Dates, Recurring Tasks, and Postponed Tasks.

If you would like to receive a bulk reminder of all upcoming due tasks, please use the default due tasks reminder email. You can also create email notifications for completely custom events through the Process Automation.

Is there a place for general board use information? Meet Board Readme!

Board Readme Power-Up

To add a Readme information window to your Kanban board, first, enable the Power-Up in Settings.

Describe how the team should use this particular board - what are the do’s and don’ts, whom to contact for the final say, etc. Feel free to add anything else that you think will be helpful for the team’s understanding of the workflow.

There are a few options for when the window is to open for users viewing. Given that you can make it show every time that the board gets opened - you could even use it as a company news page for the team!

Board Readme Power-Up - Settings

If you’d rather keep a separate information box for each column, you can do that too - read more here.

Can I use animated GIFs in comments?

Giphy Power-Up

To add to the optional emoticons support in comments, you can also enable animated images, with the Giphy Gif Picker. Using images will make team collaboration more fun and a lot faster in many cases!

As with all Power-Ups, you first need to enable the add-on in board Settings. Then, open your task comments, and click the black icon to open a Giphy image search.

Giphy Power-Up - Icon

Type in what you’re looking for, and click on the chosen image. That will add the image’s information to the comment editing window. You can add text, emoticons, or attachments and post the comment.

Using the Giphy Power-Up

Time in stage

This Power-Up will show you how much time a task has spent in each process stage. It will be of help when analyzing the regularity & flow of your process, or when looking at which process steps may need engaging more people.

The colorful horizontal Time in stage bar represents the proportion of time a task spent in each of the board columns.

Time in stage

The colors across the bar will always align with respect to the applied lane type, rather than to specific columns. Columns can be set to use a Backlog, Waiting, In Progress or Done lane type.

Time in stage - Lane type setting

To find out how long the task has spent in each specific column, just hover the mouse pointer over the bar, to see a detailed list of time spent in a given stage.

Time in stage - Detailed information

Column Highlight - add colors to work stages

The Column Highlight Power-Up will make your boards easier to read and use. It lets you underline columns with colorful strips, speeding up the identification of specific process stages.

You can highlight just one column, e.g., the Doing column on a multi-stage board, or all of them, to better associate a color with a process step.

Column Highlight - add colors to work stages

Plan focus sessions and breaks with the Work Timer

The Work Timer lets you define the length of a focused work session - continuous working - and the duration of breaks between the sessions. You can also specify the total hours you want to work in a day.

Additionally, you can select a background sound for focused work, e.g., a calming sound of rain or a ticking clock, and a sound to tell you when it’s time to take a well-earned break.

The Work Timer settings

To take a break earlier than planned, use the arrow next to Pause to choose a long or short break to start right now:

Work Timer - select a break

If you’re using the Kanban Tool Enterprise plan with Time Tracking & Reporting, activating and pausing the work timer can optionally synchronize with your tasks’ Time Trackers. So that you’d only need to stop work in one place - either in Work Timer or in My Work.

To edit the Work Timer settings, click on the blue timer in the middle, or the hamburger settings icon in the top-right corner of the clock.