Go to Kanbanchi, sign in with your Google or Microsoft account and accept permission requests Kanbanchi asks you for on the Google Authorization screen. Once this step has been completed, you can start using the application.
In Kanbanchi you can create visual boards for your projects and activities. To create a board, click Create board.
Each board consists of cards that are grouped in lists. You can create as many lists and cards as needed and move cards between lists. To create a card click the white Plus button, type your text in the dashed rectangle, and hit Enter.
When you create a board it appears in Kanbanchi folder at the root of your Google Drive or on a Shared Drive depending on your Kanbanchi plan and choice. Inside the Kanbanchi folder you can find all boards, backups and attachments which you upload through Kanbanchi. You can organize boards within your Google Drive or on a Shared Drive as you like.
Also, you can use a special command "app:kanbanchi" to look for all boards in your Google Drive.
When your board is opened, you can easily go to the folder where this board is stored. To do it click on the board's title on the top panel and choose Board settings from the drop-down list.
Then just click on Open in Drive among Actions on the right.
To share a board with one or multiple people, you need to first open Sharing Settings, which you can do:
1. Within Google Drive
Find and open the folder of the board you want to share in Google Drive. Then click on the Shared button and type in the user's email in the pop-over window.
To open the board folder in Google Drive faster you can use the Open in Drive button in the board settings.
2. Within Kanbanchi
Click on the Share button at the top right corner of a board and you will see familiar Google Drive Sharing.
Define permissions for the invited members. Click on the drop-down menu near them and select Editor, Commentor or Viewer. Then click on Done.
You can allow people to edit, comment, or view your board just by giving them a URL for the board from the address bar of your browser. However, you will first need to make sure that your board is available to Anyone with the link.
Click on the Share button, then click on Get link at the bottom of the appeared screen. Change Restricted for Anyone with the link option and define permissions choosing between Editor, Commentor, and Viewer.
Note: After you change permissions, feel free to send an URL from the browser address bar to a person https://kanban-chi.appspot.com/dashboard/xxxxxx/d-xxxxxx), as the generated shareable link provided by Google in the Google sharing screen doesn't work to open Kanbanchi boards.
4. How can I unauthorise (disconnect) the application?
You will need to access your Google Apps settings in Google Drive to unauthorise (disconnect) the Kanbanchi application. First, open Google Drive (https://drive.google.com/#my-drive) and click on the Settings wheel located in the upper right hand corner of the screen. Select Settings from the provided drop-down menu and then Manage Apps.
In the Manage Apps Screen for Google Drive, scroll down until you see the Kanbanchi App, click on the Options drop-down menu, and select Disconnect from Drive.
Click on Disconnect in the provided confirmation window to finish disconnecting the Kanbanchi Application from Google Drive.
The application will automatically be disconnected. Click on Done to close the Manage Apps Screen and return to Google Drive.
To switch to another Google account, click your profile picture in the upper right corner and choose Switch account. Google Sign-In pop-up will appear, where you can choose another account you'd like to log in.
8. How do I rename a board or change other board settings?
To make changes on a board, click on board's title on the top panel and choose Board settings from the drop-down list.
A popover window will appear for editing the board. Change the name of the board in the name field of Board Details and then click Enter. To add a description, click on Board Description under the board name field, type your text, and click Save changes.
In the same menu, you can make additional types of changes such as:
creating a board copy;
deleting a board;
editing color labels for cards;
setting up email notifications;
enabling card prefixes;
changing time zone;
exporting board information (CSV, Google Spreadsheet).
Kanbanchi boards may be removed in two ways: within the app and within Google Drive.
Within the app
You will need to view the details of an open board to remove it from Kanbanchi. Click on the board’s name at the top of the screen or on its tab at the bottom of the screen to open Dashboard Details.
Click on Actions located at the upper right corner of the Dashboard Details and choose Delete Dashboard from the drop-down menu. When a confirmation window appears, click on Delete to finish removing the board from Kanbanchi.
Within Google Drive
Select a board in your Google Drive and then click on the Remove Icon (Trash Symbol) or hit Delete on your keyboard to move your board into Trash.
In both instances, the removed board will be moved into the Trash Folder of your Google Drive.
In Kanbanchi you can easily make a copy of a board. To do it click on the board's title on the top panel and choose Board settings from the drop-down list.
Then just choose "Copy board" among Actions on the right.
A copy of the board with all cards will appear in the main folder of your Google Drive. It will also be opened next to the original board with the prefix "Copy of". All settings will be copied, excluding comments, sharing settings, notifications, and dates in Google Calendar. We also advise you to check Permissions of attached files, because the original files might belong to the owner and be placed in the owner's Google Drive.
If you choose the option "Copy board layout", no cards will be copied, but only the board layout (list names and board settings).
11. How can I receive email notifications when my dashboard is changed?
If you want to receive email notifications when changes have been made to your board you need to enable them in the Board Details. To do it first click on the board’s title on the top panel and then choose Board settings from the drop-down list.
After that tick the Email notifications option in the popover window on the right.
Then you can choose from the drop-down list how often the App will send you emails:
as soon as possible,
once an hour,
once a day.
You also need to choose which cards on the board you want to receive notifications for:
all cards,
cards assigned to me,
watched cards.
You can tick all the variants.
Kanbanchi will notify you when: - a card has been assigned to you - a new card has been created - a card has been deleted - a new comment appears - a card's name has been changed - a card's description has been added or changed - a file has been attached - a card's due date passed - a card has been moved to another list - a card's priority has been changed
Note, that notifications will be sent only if you are not the only member on this board and changes are made by other people.
In case you want to receive notifications on cards that have not been assigned to you, mark these cards as watched. Open any card you desire to receive updates for and then click on the Eye symbol located at the top of the Card Details to the left of the card author’s name.
If you would like to complement email notifications with in-app notifications, learn how to activate in-app notifications. You may also receive browser notifications in Kanbanchi.
You can export Kanbanchi board data to Google Spreadsheet
To export data from a board, click on the board's title on the top panel (or the three dots menu on the right of the title) and choose Board settings from the drop-down list.
Board Details will open. Choose the Export tab at the top of the right panel.
Choose the type of export you need:
Card titles & description. This will pull out only card titles and descriptions of all cards on your board including archived cards. This export will be made in a form of Kanban board (columns and rows)
All Active Data. This will provide you with all the data that you have on cards from this board excluding archived cards.
Active and Archived data. The same as above but including all archived cards.
Time Tracker data. This will only export the time that has been logged in by collaborators on your board. Learn more about this export type here.
Additionally, you may configure the date and time format. Also, you may choose what columns the Google spreadsheet should contain.
You may change the placement of the columns by drag and drop.
Right after initiating the export, you will see a visual indication of the progress. Please, keep this tab in your browser open — export will take some time.
When the export is finished, we'll send you an email with the link to a new spreadsheet with exported data. You can also open it from your Google Drive. The file will be created in the folder of your board inside the Kanbanchi folder in your Google Drive with the board name and export date in the title. Depending on your board location, it may be a folder inside the Shared Drive.
14. How can I learn about changes that have been made on a board?
There are several options to learn about changes on the dashboard. You can receive email notifications, in-app notifications, and browser notifications.
Additionally, you may click on the board name in the upper left corner and choose Board activity in the drop-down menu. You will see the right-side panel with the feed.
15. How can I set another background for a board and upload my company’s logo?
Open Board Settings panel by clicking on the board name and choosing Board settings in the drop-down menu.
Choose the Branding tab located next to the Activity tab at the top of the popover window.
Background
To set an existing background, select it in the section titled Pick a premade theme. To browse your theme click on the Change background button in the Customize your own section. Then select a display mode for your background.
Default - Use a default image size on background.
Tile image - Image in the default size is used like a pattern for the background.
Stretch to Full Screen - Image is enlarged proportionally to fit the screen width.
Tips:
Maximum image size is 2MB.
You can upload different images for different dashboards.
Background will be displayed for every person who has an access to your dashboard.
Logo
To set a logo, click on the Change logo button within the Branding tab. Then choose Upload a new image and select a logo from your computer. If you want to get rid of an existing logo, click on Remove.
Tips:
Maximum logo image size is 500KB.
The uploaded logo is displayed on each dashboard of your account.
Logo is displayed for every person who has an access to your dashboard.
Note: Only board owner can change board background and add logo.
To create a new list, click Add new list in the right part of the board (to the right of the last list).
Edit list
To edit a list, click on its title and the List Details popover window will open. Here you can change the list title, add information to the list by clicking on Add description and change list Settings. Here you can also conduct different Actions with the list.
Delete list
To delete a list, open List Details and select Delete list with all cards from the list Actions.
After the list has been removed, you have 10 seconds to restore. You can do it by clicking on the Undo delete button that appears at the bottom of a board.
17. How to print a list or save it to my computer as PDF?
To print a list, open the List Details and click on Actions in the provided popover window. Select Print list from the drop-down menu and you will be directed to the print preview. Click on Print list int the top right corner and a Google Cloud Print popover window will appear for customising the print settings. Once finished, click on Print.
Tip: You can save your list as a PDF to your Google Drive account or to your computer. In the Google Cloud Print window,click on the Change button in the Destination section. Choose Save as PDF under the inscription Local Destination to save a list on your computer or choose Save to Google Drive.
To change the limit of cards numbering in a list, first open the List Details. In the provided popover window, edit the number of cards in the Limit card number field. The available card number will be shown on a dashboard near the list title.
If you exceed the defined limit of the added cards, the number of cards will become red.If you do not want to limit card quantity, simply remove the checkbox next to the Limit card number option.
19. How to switch a list in a compact view of a list?
To switch a list in a compact form, use the Fold list[><] button that appears in the upper right corner of the list. You will need to hover the mouse cursor on the list title to see this option.
To switch off the compact form, hover the mouse cursor on the list title and click on the Unfold list [<>] button.
To add a card, click a plus button on the right from the list name in which you need to add the card. Then just type the name of your new card and hit Enter or click the "Add" button.
Editing cards
Click on a card to make changes. A popover window will appear on the right for editing the selected card.
You may edit the Card Title and Description from this window and also make other changes such as assigning people, adding a checklist, and so on.
Deleting cards
You may delete cards by choosing this option in the "actions" section of Card Details.
One more easy way to delete a card is by using Delete (or Fn + backspace for Mac OS) on your keyboard.
After card removal, you have 10 seconds to restore it. To do it just click the Cancel button that appears at the bottom centre of a dashboard. After a card is deleted there is no way to restore it.
To make changes to a particular card, open the Card Details by clicking on a card. A popover window will appear for editing the selected card. After editing a card title, the change will be saved automatically.
If the card does not have a description click on Add description and type your text. Click on the Save Changes button to save the description.
To edit card description just click on the existing one and change the text. Then click on the Save Changes button to save the new description.
To change a card color you should click on the card to open the Card Details. Then just click on the button representing a palette, located near the card title and choose the color.
To create a copy of a card click on it to open Card Details. A popover window will appear on the right. Then click Copy card in the "actions" section of Card Details.
Now the card copy is ready to use. A new copy of a card is always located at the bottom of the list which contains the original card.
To set a colour label to a card, first, click on the card to open the Card Details. Then click Add colour label located at the top left corner of the panel. Here you can choose up to ten colour labels from the drop-down list.
To change the text of a label, click on the Edit colour labels button at the bottom of the drop-down list.
Click on the necessary label to change its text and then hit Enter on your keyboard. You can also remove text from the label and save it as empty.
Tip:Remove toggle from a checkbox opposite to colour if you do not want to use this colour on your board. This colour will not be displayed in the drop-down list of colour labels.
25. How to print a card or save it on my computer as PDF?
To print a card, open the Card Details and click on Actions in the provided popover window. Then select Print card from the drop-down menu. You will be directed to print preview. Click on Print card at the top right corner. In the Google Cloud Print popover window, customise print settings and click Print.
Tip:You can save your card as PDF to your Google Drive or to your computer. In the Google Cloud Print window,click on the Change button in the Destination section, Then choose Save as PDF under inscription Local Destination to save a card on your computer or choose Save to Google Drive.
To assign a card to a person, click that card and look at Card Details in the popover window on the right. Then click Assignees button in the "Add properties" section of Card Details.
Choose a person from the drop-down list.
Note: In this list, you will see only those people with whom you have shared your board.
If you already have Assignees, adding next ones is even easier. Just click a plus button on the right from the "Assignees" property. Then choose a person you need to add from the drop-down list.
To remove an assigned person from the card, simply click on X on the right of the name of that person.
27. How to assign a Start Date, Due Date and set a time estimation?
To assign a date to a card, click on it to open the Card Details. Then click Start & Due Date button in the "Add properties" section of Card Details.
Choose the desired dates within the provided calendars. You may also set a time, which appears after selecting the date.
You may configure a specific time for start and due date. You may do it manually or set up default values in board details. Just click on the board title and select Start and due dates time and set the values.
To set a time estimation, click Estimate button in the "Add properties" section and enter this information within the provided field.
28. How can I receive notifications about Google calendar events?
To receive notifications about Google calendar events, you need to create them first. Open the Card Details and click on the Push to Google Calendar option. You may push Start date, Due date or the Entire period.
Find the new event on your Google Calendar. Note, it will be opened in a new browser tab. In the opened window, you will see a wide range of settings. Find the Notification section and set them up. Choose a number of minutes/hours/days or weeks to configure how long before the event you want to receive notification.
Note: There is only one-way communication between the date on cards and Google Calendar. If you change the Start (Due) date in your calendar, the corresponding date on a card of Kanbanchi dashboard will not be changed. But if you remove or change the date within your card, this date will also be changed or removed from the calendar, no matter where in the calendar it is located.
29. How to create and customise a checklist (list of subtasks)?
To create a checklist, open the Card Details and click the Checklistbutton in the right-side panel. Type an item in the field and then press Enter. You may add URLs in checklist items and they will be automatically transformed into hyperlinks. Also, you may copy and paste a list of tasks from a spreadsheet or a document.
To assign an item to a user, hover it and click
To bulk assign a checklist to a user or multiple users, click and select users from the drop-down list.
To edit a subtask, click on its title, make amendments, and then click Save.
To give various weight to subtasks,clickand choose the appropriate value.
To mark a subtask as complete, toggle the checkbox opposite to the task. When you mark checklist items as Done, you will see a progress change on the progress bar. Percents are calculated proportionally to item weight. When you mark the last checklist item as Done, card status changes to Done unless it doesn't have any subcards, which affect progress calculation.
To remove a checklist item, click on the Trash button opposite to it.
Three sorting options are available: undone items first, done items first and manual sorting. To reorder items, hover you mouse cursor on a particular item, click and hold a sign, then move your item.
To convert an item to a subcard, hover the item and click
Besides creating a new checklist, you may copy the existing one from the card or template, for more details review the following FAQ:
To add tags to a card, click the card to open the Card Details. Then click Tags button in the "Add properties" section of the popover window on the right.
Now type in the tag and hit Enter.
When you click on the Tags button you can also see a list of tags already linked to cards on this board. To choose one of them, just hover over it and tick the box on the right. You can add several tags.
There is no way to edit a Tag or remove it from the list while the Tag is attached to at least one card. Once the Tag is removed from all the cards, it disappears from the list automatically.
31. How can I attach files from Google Drive, Shared Drive and my computer?
You may attach different files to Kanbanchi cards.
To attach files to a card, click on the card to open the Card Details, choose Attachments and click Select files. You may also drop files to the area or paste them from the clipboard.
A request for permission will be shown to you. Accept it if you trust Kanbanchi to view your Google Drive and attach files to cards.
Uploading files from computer
By default, you see the Upload tab. Drag files right there or click on the Select files from your computer button and hit Upload.
Note: Files uploaded from your computer will be uploaded to your board folder inside the Kanbanchi folder of your Google Drive. Therefore, files will have the same sharing settings as the entire board, and your collaborators will have access to uploaded files instantly.
Attaching files from Google Drive & Shared Drive
My Drive tab shows the files you own. The Shared Drives tab shows the content of shared drives, that are available to you. Select one or several files you want to attach and press the Select button. Use Shared with me and Previously selected tabs to find a file more quickly.
Note: When attaching a file from your personal Google Drive, please, make sure the file is shared with your collaborators, otherwise, they won't be able to open it and will have to send you an additional request for sharing.
Actions with attached files
Open the Card Details and hover the mouse cursor on a file. You will see additional file options opposite to the file:
Change the order of files
Pin multiple attached files on a board
Download the file to your computer You must have permission from the file owner to the file.
To leave comments on a card, click the card to open the Card Details. Then click Comments button in the "Add properties" section of the popover window on the right.
Now you can enter your comment in the provided field and click on Send.
You can edit or remove your comment any time after it has been sent. Click on the text of your comment, make amendments, and then click on Save changes or click on the Trash button to remove it.
33. How can I choose multiple cards and what actions can I do with them?
If you want to choose several cards in a row within one list, click on thefirst card in the list, hold down Shift Key on your keyboard and click on thelast card you need.To select all cards in the list, click on a list title to open the List Details. In the provided popover window, click on Actions and choose Select all cards in list.
If you want to select cards from different lists you should hold down Ctrl Key and choose several needed cards. Then choose the required option to all these cards.
There are several actions you can perform with multiple cards:
Delete all cards
Mark as done
Change the background
Assign to
Set priority
Change colour tag
Add a tag
Show on Gantt chart or remove from it
Move to list
Archive
Change due/start date
Dragging multiple cards is also possible. You can just select multiple cards and drag and drop them as if it was one card. All selected cards will move together to one list.
Tip:When you move cards to another list, all your cards will be placed at the beginning of this list.
34. How can I get to know who and when created a card?
You can easily find information about who and when created a card in the Card Details. Just click on a card and after a popover window appears on the right you will find this information at the top of it.
35. How to quickly move cards to the bottom of a list?
When you create a new card and you want to send it to the bottom of the list, do this by using the Ctrl key and hitting Enter.It will be sent right there and you will not need to move it later.
When you are working with a long list it’s very tricky to move the card from the top all the way to the bottom. With this function, it will be much easier to move it directly to the bottom with just a click.
You can use the built in browser zoom functionality, which is normally available from settings menu.
Another option is to hold down the Ctrl key and press the plus or minus buttons on a keyboard. You may also hold down the Ctrl key and use your mouse wheel to control zoom.
38. If I send someone the generated shared link, they can't see my board. The opened link shows only the Kanbanchi logo and no project info. How can I share it?
The generated shared link is provided by Google and never works to open Kanbanchi boards. To share a dashboard with others (after you change permissions), you need to send a URL from the browser address bar.
39. Can you read all my dashboard information? Does Kanbanchi have access to other files in our Google Drive?
Dashboard data (such as card description, comments, activity and similar) is stored in Google Cloud owned by Kanbanchi Ltd. We need to store this data in our database to deliver some features such as activity feed. Nevertheless, there is some data associated with a board we do not have access to, i.e. user access permissions - we can not include it into a dashboard file by definition.
Files you attach to cards (attachments) are stored in your Google Drive, Kanbanchi does not store them in its database. When you see attachments on cards, they are just links to real files on your Google Drive.
We access your files on Google Drive to be able to attach files on cards, but we do not read or modify files in your Google Drive. When you click on the Attach a file button, Kanbanchi needs to open a window, which shows your Drive files for you to make a selection. If you upload files from your computer Kanbanchi needs to save these files to your Google Drive. It’s only way Kanbanchi interacts with other files in your Google Drive. That is why when you first try to attach a new file to your card in Kanbanchi, a pop-up window with the request for permission will be shown to you. We ask for access to view files in your Google Drive to be able to attach files to cards.
40. I want to help you to move forward your product. How can I do that?
We greatly appreciate it when you give us 5 stars in G Suite Marketplace. You let us know that we do a good job and your positive reviews inspire our team to make a better product! It also helps other people find Kanbanchi easier and thus increase our audience.
It’s important for the further growth of Kanbanchi to be present on peer review platforms, where we aspire to rank in Project Management category. If you like Kanbanchi could you please take time to share your thoughts on Kanbanchi on G2Crowd or Capterra. It’s easy to log in with your LinkedIn profile. Your opinion will help us move forward a lot!
We welcome anyone wanting to share their Kanbanchi experience. How do you work with Kanbanchi? For what tasks do you use it? What are the features you like the most? Why did you choose Kanbanchi instead of many other tools? Be it an article, a blog review, video, presentation, or anything else about how you use Kanbanchi in your life or work, this information helps to show others new ways of applying the app. We will be happy to provide a one-year Professional account as a bonus to everyone who shares her or his experience with Kanbanchi. Contact our support if you have told the world something about Kanbanchi! All user experiences are placed on our website in the Case Study section of our blog.
Click this link to see all Kanbanchi features on one dashboard:
This is a Dashboard, where you can find a quick review of all features, possibilities, hidden tricks and useful links to ease your learning curve. Information will be supplemented and changed with each Kanbanchi release. Here on the FAQ page you can always get a fresh version of Advanced Kanbanchi tips & tricks.
You are allowed to create as many boards as you need, but you can open only 10 boards in one tab of your browser at a time. This is a technical limitation, which was established to maintain stability of the app.
Currently you can use the ability to open any number of browser tabs with any set of boards. You can also open one board in different browser tabs simultaneously. All changes occur in real time.
43. I really need an API that will pull data from my application into cards. Is this possible at this time? Will it likely be possible?
At this stage, we do not have an API that we can publish and a fully functional API will not likely be released. However, we have already developed a small part of an API, which makes it possible to add cards from Google form to a certain dashboard via an API call. Here is a detailed instruction.
Please, follow the link below to open the Google Form.
Important: Copy the form to your Google Drive. Don't make changes to the existing Google Form!
Open the copy of the form.
Click the three dots in the upper right corner and choose Script editor.
You will see the script in a separate browser tab. Open Kanbanchi in another tab and open the board you would like the cards to be sent to. Find the URL of the board in the browser address bar and copy its ID (marked with green in the example link below).
Then open the console of your browser (F12) in the same tab, switch to the Console tab, paste store.getState().model.dashboards[store.getState().model.activeDashboardId].hash and hit Enter. You will be provided with the dashboard hash number.
Go back to the Script Editor and change the given ID (the first purple arrow) to the ID of your board. Paste the dashboard hash of your board instead of the hash given under the second purple arrow mark.
Click File and choose Save.
Click the clock icon (current project’s triggers).
Click Add trigger in the lower right corner.
In the “Select event type” field choose “On form submit” and save changes. You will be asked to give permissions. Please, click Allow.
Click Save. Now your form should work. Please test it and check if data is pushed correctly to your designated board.
44. I have a problem with Kanbanchi. What do I need to do?
1. Allow third-party cookies in your browser settings. Kanbanchi will need Google's cookies to connect with your Google account, and if they are blocked by the browser, you'll face never-ending loading.
Chrome:
Chrome gives hints in the address bar if cookie settings interfere with Kanbanchi.
Step 1: Click here
Step 2: Make sure the Blocked list is empty
Firefox:
Go to browser preferences. In cookie settings allow third-party cookies.
2. Make sure you're using the latest stable version of your browser.
3. Log out of your Google Account, clear your browser history (including cookies) and restart your browser.
4. Sometimes, browser extensions interfere with Kanbanchi. Try disabling them one by one to identify the troublemaker.
Here is the list of errors you may come across:
1) Cookies are not enabled in the current environment.
2) Google is blocked for your system
3)Temporary server error
4) Difficulties connecting to Google services
5) Failed to initialize a required iframe from Google, for instance, due to an unsupported environment.
6) Closing the popup before finishing the sign-up process
7) Permission to the scopes required denied
If the above-mentioned steps don't help, contact Support:
1. Try to access Kanbanchi in Incognito (Private) mode of your browser. Please, make sure the third-party cookies are not blocked.
3. Describe your actions and the results you get in detail. Inform us whether the issue is resolved in Incognito (Private) mode of your browser.
4. Attach:
URL of the page, where you get the issue;
Screenshots and/or a screencast. You can use https://recordit.co/ or another screen recording tool.
Here are examples of problems some our users occasionally come across:
Can not add new collaborators. It always says “currently not available, please try again later”; No application with ID “XXXX” has been installed.
Please, log out of your Google Account, clear your browser history (including cookies) and restart your browser.
Bad Request 400 error when I try to load my boards.
Unfortunately, we could not help you resolve that problem. The probable reason for such a mistake might be the consequence of connection problems on the client side (firewall, proxy, or other network software).
Kanbanchi freezes often, and I need to reload the page. We have about 1500 cards in our dashboard. Is it possible we have too many cards in the system?
Dashboard with 500 cards works fine, but 1500 cards are outside of the limits we have tested. So the reason is actually in the card number. We recommend you to split a workflow into several dashboards. For example, by using separate boards for Backlog and Archive.
To track time spent on your tasks you need to open the card with the task you want to track first. On the top panel of your dashboard a Start timer icon will appear. Hit the start button when you start working on the task and stop it when you’re done.
Gantt Chart is a horizontal graph used to track specific tasks in a project. When you switch to a Gantt Chart view you see the same cards as on your Kanban board but in a chronological order. Sounds simple, right? Gantt Chart in Kanbanchi is simple, intuitive, and will get you started in no time.
Switch to Gantt Chart clicking the drop-up list on the left panel of the board.
Choose Gantt Chart.
Switch to Gantt Chart clicking the drop-up list on the left panel of the board. Choose Gantt Chart.
47. How do I see how much time my colleagues have spent on the task?
Click on any card on any dashboard and you will see the Timing section in the right panel. There you can see the report showing how much time your collaborators have spent working on the task.
If you don’t have Time Tracker, you will not be able to see the Timing section of the right panel. However, as far as each time entry appears as a simple comment in the Comments section of the right panel - you still will be able to see the time spent by your collaborators.
There are several ways you can correct the time spent on a task. If the Time Tracker is running you can correct time by simply setting the cursor at a time section and correcting it manually. If you’ve already stopped the tracker, you can correct the time when saving your progress.
Note that in the Card Details section you can only set estimated time (that option exists to compare estimated time and actual time spent). To correct the time spent you should go to the Timing section or Comments section of the right panel.
To add spent time you can simply add a comment to a card of this form: [Xh Xm Xs] meaning that h - hours, m - minutes, s-seconds. The system will transform such comment into time and will add it to the total spent time.
51. I need everyone in my team to track time. What do we need to do?
If you want everyone to see the Timing section with the report showing the time spent by each member of your team, then everyone should purchase a plan with the Time Tracker.
52. What should I write as a comment when saving progress?
You may write what exactly you have been doing or just leave a note for your colleagues to draw their attention to some point of the task. Your comment will be visible to everyone who has access to the dashboard.
There are several options to add cards to Gantt chart:
From Gantt Chart. When you're in Gantt Chart, you will see a list of your cards at the bottom of which there's a special field where you can either add an existing card or create a new one right there. To find an existing card simply start typing its name in the field and click on a card when it appears in the list. To add a new card, type its title and then either click Create New Card or use a shortcut ctrl+Enter.
2. From the right panel in any view. Click on a card you'd like to show on Gantt Chart, go to Card Details and choose Show on Gantt option in the "actions" section.
Add multiple cards to Gantt Chart from Kanban view. When you select multiple cards, you can Show on Gantt Chart all the selected cards by choosing this option in the right panel.
Yes, you can filter cards in Gantt chart view the same way as you do it in Kanban and List views. Click filter icon on the top panel of the screen to set filtering criteria.
55. How do I look at a longer period of time in Gantt chart view?
To zoom in and out use +/- buttons in the bottom right corner of the screen. Scroll to move forward or backward within the displayed period. To return to present day, click the square button with the date on it.
56. Can I change the start/due date on my card in Gantt chart?
When a card has neither start nor due date, it is different from other cards on the Gantt chart. There is no track bar for this card on the chart.
There are two options to set new or update existing dates:
1) Click on the card in the Gantt chart to open the right panel and manually set new start/due dates in the Card Details section.
2) Mouse over the area next to the card you want to be displayed on the chart. You will see the + icon.
Click the + icon. The card will be added to the timeline with a random date.
Use a track bar to set or adjust your card's start/due date.
Hover the mouse over the area on the Gantt Chart corresponding to a card, find the date on the timeline you want to be the start date of your card, press the left button of your mouse to move a cursor to the end date, and release the button.
To change card dates on the Gantt chart, click on the left/right edge of the track bar representing the time frame for a particular task and drag it to a particular date. Dates will change automatically in card details. If you have added them to your Google Calendar, changes will also be displayed there.
57. How do I create relations between cards in Kanbanchi?
If some of your tasks are related semantically, you can connect them with each other in Kanbanchi for quick reference. To do that, open a card and click the Related cards button in the Card Details panel.
Select cards you want to connect with the active card by clicking them. You can choose as many cards as you wish including those from other boards (they need to be opened in the same browser tab, though). When you're done with the selection, click Save related cards button.
A list of related cards will appear under the card description and all collaborators will be able to view it. For quick reference scroll down a bit or just press the Related cards button. You can easily switch between related cards from here. Just click on the card you need in the list.
To remove related cards, click Edit related cards button. You will see a list of related cards. To delete any of them, put the cursor on its title and click on the trash icon. After that, click Save related cards button.
You can create new cards on your boards by email. First, decide what board you want to send cards to by email. Click its title on the top panel to access Board settings.
Once there, find and click Board email on the right panel.
Copy the email address associated with this particular board.
Note: It’s a unique email address for your account, so when you create cards by email, they appear on the board as created by you. Keep it secret and don’t share it with others!
When you send a message using the copied email address, a new card will be created with card title being the subject of your message, and card description – the body of your message. You may add tags to the card placing tag names in the square brackets in the subject of the message and attach files to the message.
Card, that was sent to the board by email will have a tag “from email”.
Saving board's email address as a contact
If you're going to use this feature frequently, we recommend saving the board's email address as a contact in Gmail.
Add the first part as a name, and card@kanbanchi.com as an email address.
It shouldn't be any problem, as you can still star such contact and find it in the search field by typing the name of your board.
Please note: some email clients, e.g., Outlook, don't let save contacts with the same email address. These contacts are detected as duplicates. Saving multiple board emails as contacts in Outlook will lead to incorrect card creation.
If you want to delete your account and all your data (including Personal data) from Kanbanchi, you’re in the right place. Read this article carefully to understand what happens when you delete your Kanbanchi account, and how to do that.
Notice:
-If you are still in doubt, write to our Support. Let us see if we can help you before you go. A unique offer, maybe?
-If you need your board data for safekeeping, feel free export your boards to Google Sheets before deleting your account.
-Make sure to have cancelled your paid subscription before deleting your account.
-Please, note that after deletion Kanbanchi files (boards and backups) in Google Drive will become broken links, and you won’t be able to open them anymore. Attachments won’t be affected and will stay intact in your Google Drive.
If you firmly decided to delete your account with Kanbanchi, go to kanban-chi.appspot.com, click your profile picture in the upper right corner.
Step 1 – We find all boards, where you're the owner. It takes time, so be patient, and do not close the browser.
Step 2 – Answer one question to activate Delete button. This protects you from accidental deletion and helps us understand your choice.
Step 3 – We delete your account information and all the boards you own, then log you out. Be sure there's no information about you in Kanbanchi database.
Step 4 – Go to the list of the apps connected to your Google account and remove Kanbanchi from the list of apps with access to your Google. Your list will look similar to this, and you will find Kanbanchi on the list. Click on Kanbanchi to open settings, then you will see a REMOVE button.
Step 5 – You will be logged out of Kanbanchi.
You can now delete files (boards and backups) in Google Drive (which have become broken links after deletion).
NOTE: deleting your account in our system doesn't remove your data from the third-party apps connected to Kanbanchi. If you would like us to remove your data from them, please, reach out to our support.
2. Click on Kanbanchi to open settings, then you will see a REMOVE button. Please, click on it. Be sure, all your data will be safe after removing the app.
3. After you removed Kanbanchi, you need to close your browser completely. Then open it again. You will now need to install Kanbanchi again. To do this, simply open kanban-chi.appspot.com and go through the process of installation again, grant Kanbanchi permissions to access your Google Drive.
You can set priority to every card that you create. Priorities vary from low to critical.
Cards in a particular list can be automatically sorted by priority for you to see the most important cards always on top of the list. Kanbanchi will sort them automatically, without any drag-and-dropping and reordering on your side.
To activate Sorting by priority for a list, go to list settings, turn the cards sorting toggle on and choose Sort by priority.
You may also choose the order: descending or ascending.
Are you a Trello user curious to try out Kanbanchi? To ease the transition, you can import Trello Boards to Kanbanchi. Here’s a short set of instructions on how to do that.
Step 1: Export Your Trello Board
Log in to Trello and go to the board you’d like to export.
In the Board settings click Print and Export… and select Export JSON.
Don't be confused if you see the screen full of text. Click Save Page As... and the file in JSON format will be saved on your computer.
With board backups feature, dashboard owners who want to be on the safe side can back up their most important boards for easy recovery.
Creating a backup
To back up a board, first, open the board settings. To do that, click on the board’s name at the top of the screen and choose Board settings in the drop-down menu. In popover window on the right, click on Backups section. When you choose an option Create a new backup,a new line will appear on the list of available backups with the name of the board, date and time of the backup. The backup file will be saved in the backups folder of the board in your Google Drive.
Restoring your board from a backup
To restore an existing board from a backup, open board settings, select any backup on the list and click Restore when you mouse over it.
To restore a deleted board from a backup open the list of all boards and click Restore board from backup and choose a file from your Google Drive.
List View is an easy way to see all cards in a scrollable list in the natural order. Switch to the List View by clicking the drop-down list on the top panel near the board name.
You see the list of your cards.
Columns determine card properties. Apart from card title, description and its overall progress you may see the following columns: Priority, List name, Tags, Start Date/Due date, Estimate/Spent time, Related cards, Checklists, Attachments, Comments, Assignees. All columns are visible by default.
However, you may customise your List View by showing/hiding the columns. If you would like to hide any property, click the Gear Wheel icon in the top right corner and check/uncheck the elements.
Please, note: this setting is saved while switching between Kanbanchi views.
Moreover, you may edit cards right in the List View.
Epic cards are marked with the crown icon in List View, just like in Kanban View or Gantt chart.
Subcards may be grouped with epics. If Group subcards with epics is checked, you may choose to Expand or Collapse all groups.
The order of the cards in the List view is Chronological by default, but it may be switched to Manual. When switched to Manual, Drag&Drop is available. In this case, moving cards on the List View will influence Kanban View as well. But if Manual order is chosen together with Group subcards with epics, it won't influence Kanban View.
List View and all the changes made to Manual order are saved if you switch between Kanbanchi Views.
Sorting by properties is available in the List View as well.
You may sort by card title, overall progress, tags, priority, list name, start date/due date, related cards, attachments, comments, assignees. There is no opportunity to sort by card description.
Please note, turned on filter effects sorting. Filter configurations take precedence over sorting.
To sort the column click on the property. The first click initiates sorting in descending order.
The second click initiates sorting in ascending order.
The third click turns sorting off.
Sorting can be enabled only in one column at once.
Reset settings may be used to return to the default. It affects sorting and drag&dropping of cards.
Please, note: sorting settings don’t save when you switch to another view or leave the page.
Kanbanchi offers several options to see cards on your board – Kanban View, Gantt Chart View, List View, Team Workload, Reports and Archive. To switch between different views, click the view button on the left panel of the board. Then just choose the view your need from the drop-up list.
Kanban View
When you want to monitor the progress your team makes it’s easier to do that with the Kanban View. It is a horizontal view where cards are places in the lists, which can represent categories or stages in workflow process. It will help you understand what milestones are being met and where you have bottlenecks in your project.
List View
However, sometimes, you’ll want to quickly look through all your cards, sort and filter them to easily access the ones you need. In this case, List View will come in handy – it displays a list of scrollable cards and allows you to quickly look through them from top to bottom.
Archive View
Archive allows you to save information that is not needed now, but might be needed later. The Archive feature includes archiving cards, lists and boards.
Gantt Chart View
Gantt Chart View demonstrates how your cards relate in time. You can see the duration of your cards across a timeline and visually plan and adjust project schedules with your team.
Team Workload View
The Team Workload view is very helpful while managing projects. It allows you to see how many tasks each team member has.
Reports
Data reports in Kanbanchi will help you to understand the performance and the current status of your project.
67. How to receive in-app notifications in Kanbanchi?
In-app notifications in Kanbanchi are updates about activity on Kanbanchi boards, which you receive in real-time in the app.
Enabling in-app notifications in Kanbanchi
In-app notifications are turned on for all new boards that you create. However, they may be turned off for some boards if they have been created a while ago. To enable in-app notifications for a particular board, first, click on the board’s title on the top panel and then choose Board settings from the drop-down list.
Turn on the in-app notifications first and then configure what types of notifications you want to receive. You may receive notifications about the updates of cards and important activities (for example, when someone assigns cards to you or mentions you in a comment). Also, you may choose cards on the board you want to receive in-app notifications for (all cards, cards assigned to you or cards you are subscribed to).
Here are the default settings for in-app notifications for all new boards. Please, note, that for some old boards that you've created some time ago, you will need to manually reset in-app notifications.
Receiving in-app notifications in Kanbanchi
Notifications are located behind the bell-shaped button in the top right corner. When you have new notifications, the badge appears, which displays the unseen notifications count. Click on the notifications button to view your notifications.
The red badge displays the number of unseen notifications
Notifications from all your Kanbanchi boards are gathered in one place. Looking at a new notification, you are able to see at a glance what board it belongs to, which card it is about and who performed the change. You can also use a filter to see notifications only from a current board or from all boards.
Due Date Notifications and Notifications before the Due Date
If you set a due date on a card, you will receive a notification in case it's overdue.
You may also set up notifications before the due date to be notified in advance. Consult this FAQ for the details.
Subcards let you specify your tasks to the level of granularity that you need.
They enhance a simple checklist – each Subcard is a real Kanbanchi card with assignees, due date, comments and all other properties.
The first way to use Subcards is to create subtasks for each of the individual steps in a task. Secondly, you can assign different parts of a task to each person – simply identify the parts of a task each person has responsibility for, and assign those subtasks to their respective owners.
Terminology
Epic Card (Parent Card) — a card, that is broken down into smaller tasks/pieces of information – subcards.
Subcard – a card, that is a part of a larger process. For example, there's one task – release a new version of the product. A product manager has to define requirements, designers – to develop an interface, developers – to code and testers – to report all bugs. Maybe marketing people shall write a relevant Facebook post? Great – that’s another subcard! :)
Add Subcards
To add a subcard click Subcards button in the card details panel. Start typing to choose subcard from existing dashboard cards, or type and hit Ctrl+Enter to create a new card. A new card will be created in the same list, where epic (parent) card is located.
Subcard Details
Subcards function like independent cards in Kanbanchi with all the same fields and properties, the only difference is that they’re embedded within an epic (parent) card.
You can access its epic (parent) card quickly by clicking the link to its epic card, located above the card title.
Completing an epic card will not complete the subcards within it, and vice versa, so they will need to be marked as done separately.
Epics and Subcards Appearance
Epic (parent) card has a special crown icon, which can help you easily identify it on the dashboard. It is followed by the number of subcards it has. You can see epic cards instantly also because they have a different font and larger font size. Subcards, in turn, look like ordinary cards but have a grey border.
Editing and Removing Subcards
In the card details panel of the epic card, you can see its Subcards, and title of the list each subcard is located at the moment.
You can change the position of the subcard within the subcards list by drag-and-drop.
Additionally, you may hover a subcard and click the three-dots icon to see the actions you may perform to the card.
To remove a subcard, click hover it and click . The connection will be broken and that subcard will become an ordinary Kanbanchi card. If you remove all subcards from the epic card, it will turn into an ordinary Kanbanchi card.
How is progress calculated?
Epic progress is determined by its checklist and the progress of its subcards. Monitor easily how the task goes by looking at the epic card progress.
69. How to cancel my subscription? (PayPal payment)
To cancel your subscription, please, click your profile picture in the upper right corner of your Kanbanchi dashboard. In the drop-down list choose Pricing.
You'll see an orange bar showing your subscription status. If you have a PayPal subscription clickCancel on PayPal.
You will be redirected to PayPal. If you paid with Paypal, please, log in to your account and cancel your subscription within PayPal, otherwise, you will continue being charged.
To upgrade Kanbanchi account click your profile picture in the upper right corner of the app.
Choose Pricing in the drop-down menu
You will be redirected to Kanbanchi pricing page where you can discover the plans Kanbanchi offers and choose the right one for you. You may also choose the type of billing: annual or monthly
Choose the plan and type of billing and click Pay now.
Choose the number of seats you need to be purchased.
Please, note if you would like to purchase more than 10 seats, you may enter the number manually.
Click Proceed to check out to continue the purchase.
Add your billing address and click Next.
Choose the payment method. Add your payment details and and click Next.
Dependencies show the relationship between cards on board. They indicate when a card should begin or end in relation to other cards.
To add predecessor, Open Card Details, go to Dependencies section, and start typing a card's name to find it or just select a card in the list.
Some cards in the drop-down list might be greyed out. If it happens, that card cannot be chosen, as it would create a circular dependency, i.e. cards would either directly or indirectly depend on each other.
To remove predecessor click the cross on the right of it. You may also change the type of dependency from "Finish to start" to "Start to start", "Start to finish" or "Finish to finish". To do it click the menu on the right and choose the needed type from the list.
Cards are linked through a simple dependency. For example in case of "Finish to start" dependency it means that the first card must be finished before the second card can start.
If this logic is violated, the arrow connecting the bars turns red, prompting you to adjust the dates.
Dependencies make connections between tasks more visual and your projects – more manageable.
73. What's the difference between Kanbanchi plans?
1. Which plan should I choose?
Essential is good for individual task management and basic collaboration.
Premium is ideal for teams, who are starting their agile journey and need a shared space to manage tasks and collaborate in real-time.
Professional is the best choice for teams, who need more sophisticated project management functionality (Gantt Chart, Time Tracker) and priority support.
Enterprise is a comprehensive company-wide solution, that offers more flexibility, control, and a custom approach to each enterprise.
2. Do you offer discounts for education?
Edu users can apply for a 25% discount on any plan with yearly billing. Contact us to get a promo code.
3. Do you offer discounts or special conditions for non-profits?
Yes! Non-profits get a 25% discount on yearly subscriptions. Contact us to get a promo code.
4. Can I try Kanbanchi before committing to buy?
Sure! We offer a free trial on the Enterprise plan, so that you may try all the features. Simply sign up to get started! No credit card required.
5. What happens when my free trial ends?
During your free trial, you have access to the Enterprise plan with the full functionality of Kanbanchi. When the trial ends, you will be reverted to the free version. We preserve your boards in case you decide to upgrade to a paid plan. If you need more time to evaluate Kanbanchi, tell us why you need more time and we’ll extend your trial.
6. Is there an installable version of Kanbanchi?
Kanbanchi is a full cloud application. If you need Kanbanchi to be installed on the server, please, contact us to learn about this possibility.
75. How do I add my board address to contacts list?
The structure of Kanbanchi board email address is a bit different from a usual one, due to security and uniqueness reasons. To be able to save it as a contact in Google Mail and any other email client, please, do the following:
- Add the first part as a contact name - Add card@kanbanchi.com as an email address
It shouldn't be any problem, as you can still star such contact and find it in the search field by typing the name of your board.
Example: board address is Kanbanchi-board_nu/0pcoDTGGEZDmZ5mPYLPR75mLEVQf0N1jRhwgKdgim9DcztBtXNT4zmg5MPp1K <card@kanbanchi.com> First part: Kanbanchi-board_nu/0pcoDTGGEZDmZ5mPYLPR75mLEVQf0N1jRhwgKdgim9DcztBtXNT4zmg5MPp1K Email: card@kanbanchi.com The first part always starts with the name of your board.
Kanbanchi is SOC 2 certified, demonstrating our commitment to the highest standards of security and data protection. We take the security of your sensitive information seriously, implementing rigorous industry-recognised practices to safeguard it at every level.
Kanbanchi is integrated with Google Workspace. That means that there's an ongoing exchange happening – information flows from your Google account to Kanbanchi and backward, for you to always be up-to-date.
Upon signup, Kanbanchi will ask only for essential permissions to create you as a user and get Kanbanchi going:
Kanbanchi has access to
Permission
Why needed?
Basic account information
Associate you with your personal info on Google;
See your personal info, including any personal info you've made publicly available;
See your primary Google Account email address
To create you as a user in Kanbanchi.
Google Drive
Connect itself to your Google Drive
To add the creation of Kanbanchi boards to the + New button in Google Drive.
Google Drive
See, edit, create and delete only the specific files that you use with this app
To create a Kanbanchi folder in your Google Drive for storing boards, attachments, and backups.
Please, make sure to tick all the checkboxes upon signup.
Along the way, as you continue using the app, Kanbanchi will ask you to give permissions to access other parts of your Google account, namely:
Kanbanchi has access to
Permission
Why needed?
Google Drive
View and manage the files in your Google Drive
To attach files from Google Drive.
Kanbanchi needs permission to see the list of your Shared Drives.
Google Docs
View and manage your spreadsheets in Google Drive
To export board and time data from Kanbanchi to Google Sheets.
Google Calendars
Manage your calendars
To push dates from Kanbanchi to Google Drive.
Don't worry; when you give Kanbanchi permissions, it is absolutely safe. We will only collect and use personal data in ways described in our Privacy Policy and Terms of Service, in a manner that is consistent with our obligations and your rights under any applicable law.
To export your Gantt chart to PDF click the Print button first When the print dialogue window opens, choose Save to PDF option instead of your current printer.
If you want to make sure your colleague will surely see your comment, you can mention them using @ and then typing their name. Just as you used to do it on Facebook or Twitter ;-)
When you insert @ symbol you will see a drop-down list of all users on board. Choose the person you want to mention.
If your colleague turns on notifications, they will receive it and will quickly respond to your comment.
You may brand all your Kanbanchi boards with your company logo. If no configuration is set, the Gmail logo will be shown by default. The logo will be shown to the members of your team at the upper left corner of the board after they sign in to their accounts.
To set a logo sign in to your Google Admin console using your administrator account. Click Company profile. Then choose Personalization. Select Custom logo. Click Choose file and select the file containing your logo. Click Upload.
Tips:
Maximum image size is 300KB with maximum dimensions 320x132 pixels (images with smaller dimensions will scale. But for the logo to upload, you must use the same aspect ratio).
You can buy and manage subscriptions right in the application. To purchase the subscription follow the instruction.
Click your profile picture or company logo in the upper right corner.
Click Pricing in the pop-up menu.
Choose the plan you would like to buy by clicking Annually or Monthly.
Choose the plan you would like to buy by clicking Pay now under the appropriate plan.
Choose the number of seats by clicking Qty 1.
Choose the appropriate quantity in the pop-up menu.
Please, note: if you would like to purchase more than 10 seats, you may enter the number manually.
Click Proceed to checkout to continue the purchase.
Fill in the form and click Next.
Choose the payment method and add your payment details. Choose the payment method and add your payment details. Click Next to purchase Kanbanchi subscription.
87. How can I manage my subscription in the application?
You may manage your subscription right in the application. You may control your subscription status (the number of allocated and available seats and the expiration date) in Kanbanchi.
Click your profile picture or company logo in the lower left corner. Click Manage subscriptions in the pop-up menu.
You see the information about the plan and type of billing you’ve chosen, the number of available and used seats and the expiration date of the subscription.
Click the Add membersbutton to add your team members. Use name@domain.com format. You can add them one by one or by a list. Click Add.
If you would like to manage Kanbanchi subscription but you don’t need the application for yourself, you may delete your email from the list of users by clicking the trash bin icon. You may transfer your seat to someone else from the team.
After you have distributed seats, your subscription is set up. It will activate immediately or on the day it has been scheduled to.
Subscription Admin
Subscription admin is a user who enters billing information, adds payment method and distributes seats. The subscription admin can give the right to distribute seats to extra admins. So several users may manage the same subscription.
To add an extra admin to a subscription open the Admin panel, choose the subscription, click the three-dots icon and choose Edit unit.
Please note that subunit admins cannot add/change admins. You may contact the super admins of the subscription and ask them to add extra admins to the subunit. In case you would like to set everything up on your own you may create a subunit by yourself and thus you will be allowed to add more admins.
You will see a pop-up window. Type the email of the additional admin in the Admins field and click Add.
This will activate the Save button. Click it to confirm the changes.
I don't need admin rights any more. What should I do?
Please, make sure the subscription has another user as admin. Ask the user to delete your account from the list.
How to add subunits to the subscription?
To add a subunit to a subscription open the Admin panel, choose the subscription and click the plusbutton.
Type in the name and number of seats for the new subunit. You may also add admins and a description. Then click the Add button to save the changes.
Each subunit may have its own subunits. Just click the plusbutton on the right to add them.
You may also edit or delete a subunit. To do it click the three-dots icon on the right and choose the desired action.
How to add seats to the subscription?
If you would like to add seats to the subscription click Manage Subscription. The Customer Portal is opened.
Click on the subscription information (e.g. Professional monthly x 6).
Click Edit Subscription.
You see the number of seats there are now in the subscription.
Click the button to change the number of seats.
Please, note, if the number is more than 10 you may put it down manually.
Click Update Subscription.
You may reduce the number of seats in the same way.
Please, note: if your subscription has been created by Kanbanchi team, you should add billing details and payment method to the account first.
89. How can I synchronise Kanbanchi with my Google calendar?
It's possible to push Start Date and Due Date of a card, and also the Entire event to your Google calendar. To do it click on a card to open Card Details, then choose Start & Due date property and click "Add to Google Calendar" on the right.
Note, that the integration is one-sided. If you change dates in Kanbanchi, they will change in your Google calendar but the changes you make in your calendar will not be reflected in Kanbanchi cards.
91. Is there a way to change the owner of a board? Or can we have more than one owner of a board?
There can be only one owner of a board. The sharing settings in Kanbanchi are provided by Google Drive. Unfortunately, Google Drive does not allow more than one owner.
Within Google Workspace / G Suite domain, Google Workspace / G Suite Admin can move ownership of all files, including Kanbanchi boards, to other members of the organisation. This option is very useful when one user leaves, and another comes in his place.
The board owner can transfer ownership to another user by clicking Share in the app or within Google Drive.
Note: ownership can only be transferred to another user in the same domain as the current owner.
Click the Share button on the top panel on the right and the "Share with people and groups" window will appear.
Start entering the new owner’s email in the "Add people and groups" line. Then choose the email and click Send.
The user will appear in the list of those who have access to the board.
Click on "Editor" on the right from the new user and choose Make owner from the drop-down list.
Confirm the transferring by clicking Yes in the "Make this person the owner?" pop-up window and the owner will be changed.
In order to transfer ownership within Google Drive find the folder containing the board file. Click on it with the right mouse button. Choose Share in the pop-up window. Repeat the actions that are described above.
We advise waiting a couple of minutes (up to 10) to make sure the transfer is completed. You may also check if the transfer has been completed by visiting the board. Open the Board setting panel. The new owner's name should appear in Board details.
Personal users (gmail.com) cannot pass ownership of their boards to other users (unlike with Docs and Sheets). A quick workaround would be to share the board with a colleague, who you want to see as the owner. Then the colleague should сopy your board into his or her Google Drive, thus becoming the owner of this copied board. All settings will be copied, excluding comments, sharing settings, notifications and dates in Google Calendar. Permissions of attached files also must be checked, because original files belong to you and are placed in your Google Drive.
93. How can I sort cards by overall progress in the List View?
To sort cards by overall progress in the List View click Overall Progress in the upper left corner of the List View. Cards will be sorted according to the progress percentage.
The first click enables sorting from Done cards (100% progress) to the cards with the lowest percentage of progress.
The second click enables sorting from the cards with the lowest percentage of progress to Done cards (100% progress).
95. How can I sort cards by priority in the List View?
To sort cards by priority in List view click Priority. The first click enables sorting from Critical to Low priority; cards without priority indication are shown as well.
The second click enables sorting from Low to Critical priority; cards without priority indication are shown as well.
96. How can I sort cards by start/due date in the List View?
To sort cards by the start date in the List view click Start date. Cards will be sorted according to the start dates set in them. The first click enables sorting from the remotest date to the closest date.
The second click enables sorting from the closest date to the remotest date.
The third click disables sorting.
To sort cards by the due date in the List View click Due date. Cards will be sorted according to the due dates set in them.
The first click enables sorting from the remotest date to the closest date.
The second click enables sorting from the closest date to the remotest date.
100. How can I sort cards by attachments in the List View?
To sort cards by attachments in the List View click Attachments. Cards will be sorted according to the number of files attached to cards. The first click enables sorting in descending order.
The second click initiates sorting in ascending order.
102. How can I sort cards by person they are assigned to in the List View?
To sort cards by “Assigned to” criteria in the List View click Assigned to. Cards will be sorted in alphabetical order. The first click enables sorting in A-Z order. Unassigned cards are shown as well.
The second click will enable sorting in Z-A order. Unassigned cards are shown right after.
This article contains information about the requirements for creating data reports in Kanbanchi.
What plan should I purchase to have access to the reports feature in Kanbanchi?
The data for reports creation is collected only for the boards which owner is subscribed to the Professional plan. Kanbanchi automatically started collecting the statistical data for reports creation from 25 April 2019 for ALL the boards which owners are on the Professional plan. Consider upgrading your plan if you need to create reports for your boards. If I have cancelled the subscription, but want to renew it now, what data my reports will be based on?
If the owner of the board cancels the subscription, we stop collecting data. After the owner renews the subscription the data collection will be started again. However, the data for the unpaid period will not be available (and you may see a flat line or a gap in your reports). The data that has been collected before the subscription cancellation will be still available.
What statistical data is collected for reports to be generated?
The data collected for reports generation: board ID, the number of cards in each list, the number of done cards in each list.
What changes may influence my reports?
Change of plan may influence the data view (gaps for the periods when the owner of a board was not on the Professional plan). Also, changing the Time zone of a board may result in some incorrect data representation. Please, learn more about Time zones in this FAQ article
Requirements
Please, note: a collection of statistical data for reports may be affected by such factors as:
-disabled cookies;
-installed browser extensions;
-installed antivirus software;
-installed firewall.
All these factors may result in incorrectly collected data and, consequently, a corrupted report.
106. Is there a way to move a card from one board to another?
To move a card from one board to another, click on the card to see Card Details. Scroll down to Actions and click Move to.
Choose Another board. The menu will appear. By default, you see the boards which are currently open (the same you see in the left-side navigation panel). Click Load more to load the other boards. Choose the board and the list you want to move the card to.
You’ll see a system notification that the card was moved.
107. How can I set up a notification before the due date?
You may set up a notification before the due date in order not to miss the deadline and fulfil the task in time. In order to be notified by Kanbanchi before the due date, please, choose the task by clicking on it with the left button of the mouse. After the right-side panel with card details opens, set the due date and time for the task.
Click the bell button to add the notification.
Choose one of the options: minutes, hours or days. Set the number. Click Save to set the notification. You may click Cancel if you have changed your mind and don’t want to set the notification up.
You may set several notifications for one card.
After the notification is saved you will see the information about it in card details.
If you would like to delete the notification click the trash bin icon.
Please, note, you will be notified in the application. The notification will be sent only to the person who has set it. Notification cannot be set up in the past.
You can not set the notification less than 5 minutes before the due date.
You cannot set two identical notifications for one card.
108. How can I delete the installed notification before the due date?
You may delete the installed notifications before the due date. Open the card by clicking on it. The right-side panel with card details opens. Click the trash bin icon near the notification to delete the notification.
109. How can I change the installed notification before the due date?
You may change the installed notification before the due date if necessary. Open the card by clicking on it. The right-side panel with card details opens. You may change the number by clicking on the time that has been set. You may also change the time property. Click Save to save the changes. Click Cancel if you’ve changed your mind and don’t want to change the notification.
The Archive feature includes archiving cards, lists and boards. To archive a board, open its details and choose Archive board from the Actions menu.
When you archive a board, it moves to a special tab on the start screen. All the collaborators will find it there.
When you archive cards or lists they move to the archive of the same board. To archive a card click on the three dots menu on the top right of the card and choose Archive from the drop-down list
Each board has its own archive. You may switch to this Archive at the bottom of the left panel.
You may easily unarchive cards, lists or boards and they will return to where they have been before.
The Archive is available to all users on the Professional and Enterprise plan. If you are on Starter and need Archive, please, consider upgrading your account.
To archive a card, open its details and choose Archive card from the Actions menu.
The card will be moved to the archive of the board it belongs to. To switch to the Archive, use the drop-down list near the board name.
The Archive is available to all users on the Professional and Enterprise plan. If you are on Premium and need Archive, please, consider upgrading your account.
To archive a list, open its details and choose Archive list with all cards from the Actions menu.
The list will be moved to the archive of the board it belongs to. To switch to the Archive, use the drop-down list near the board name.
The Archive is available to all users on the Professional and Enterprise plan. If you are on Premium and need Archive, please, consider upgrading your account.
To archive a board, open its details and choose Archive board from the Actions menu.
The boards will be moved to a special tab on the start screen. All the collaborators will find it there.
The Archive is available to all users on the Professional and Enterprise plan. If you are on Premium and need Archive, please, consider upgrading your account.
The owner’s time zone becomes the dashboard’s time zone by default. If the owner doesn’t have a timezone, UTC+0 will be set by default.
How to change the time zone in Kanbanchi?
Time Zone selector is available in the Board Details only for the owner of the dashboard.
Click the Time Zone drop-down selector and scroll to choose the necessary time zone. Or just start typing to choose from the provided options.
Note: Time Zone change influences the data collection for reports.
What does the time zone change influence?
When the time zone is changed, the data of the report before the change will still be shown according to the previous time zone.
Also, if the time zone is changed, the data on the reports might be incorrect for the date this change is made.
In what time zone Kanbanchi reports are generated?
Kanbanchi reports are generated in accordance with the Time Zone set for the board. The board’s Time Zone is set automatically due to its owner. It is possible to change the board’s time zone, however, all the data that has been collected before the time zone changing will be represented in the old time zone format.
What time zone does the board have if it’s created from the template?
The board created from the template has the owner’s time zone, i.e. the board doesn’t inherit the time zone of the template.
You may create data reports in Kanbanchi that will help you to understand the performance and the current status of your project.
To create a report in Kanbanchi, open the board you need and open the left-side navigation panel. Hover Kanban View button and choose Reports and then choose the report you need.
If you don’t know what to choose you may use the Insights panel to understand what each report stands for.
Please, review the reports requirements articleKanbanchi reports requirements. to learn about the requirements that should be fulfilled to create data reports in Kanbanchi.
116. How can I create a cumulative flow diagram in Kanbanchi?
You may create a cumulative flow diagram in Kanbanchi to check the state of the work scope. The diagram shows the work state transformation within a period of time. The number of cards is shown on the vertical axis with a timeline being on the horizontal. The diagram shows the number of cards in each list at a particular point in time.
To create the cumulative flow diagram, open the board you need and switch to Reports by clicking the drop-down list on the top panel near the board name. Choose Reports and then choose Cumulative flow diagram.
You may choose what lists to display on the diagram as well as the period of time.
Hover the cursor alongside the diagram lines to see the information about the particular date.
117. How can I create a burn down chart in Kanbanchi?
You may create a burn down chart in Kanbanchi. With the help of it, you’ll see the done work and may predict when the whole scope of work will be completed. The outstanding work (or backlog) is often on the vertical axis, with time along the horizontal.
Each coordinate corresponds to the number of completed tasks at each stage of the process for the corresponding day. Each graph describes the behaviour of the cards in a particular list, namely, it shows the number of cards in the list for a period of time.
To create the burn down chart, open the board you need and switch to Reports by clicking the drop-down list on the top panel near the board name. Choose Reports and click burn down chart. The chart is created.
You may choose what lists to display on the chart and a period of time. Also, you may choose to show the ideal work remaining line and how to define done cards.
Hover the cursor alongside the chart lines to see the information about the particular date.
Kanbanchi for Gmail Add-on makes your team’s collaboration even easier. It keeps your inbox and boards connected to boost your productivity. Users with the installed Add-on have an opportunity to convert emails into Kanbanchi cards.
You should be logged in to your Google account to install the add-on. Click Install.
You will see the pop-up window. Click Continue.
When the Add-on is installed you will see the confirmation message. Click Done.
Also, it is possible to install the addon directly from your inbox. Click the Plus icon on the right-side panel.
Find Kanbanchi for Gmail in the list of GSuite Marketplace add-ons. Choose Kanbanchi and click Install. You will be taken through the same steps described above.
Once the Add-on is installed, Kanbanchi icon will appear in the right-side panel.
How can I create cards from Gmail with Kanbanchi for Gmail add-on? Once the Add-on is installed, you may start using it. Open an email. Click Kanbanchi icon on the right-side panel.
Select board location. Selecting Recent boards you will see the same list of boards you see in the Recent board section in Kanbanchi.
Select board (templates, archive and Read-only boards won't show).
Select list.
Edit the content if needed.
Click Create card.
The subject will be displayed as the card title and the email body will be added as the card description automatically. You may edit the content if needed.
What will happen if I install the addon without having Kanbanchi account? While trying to create a card from Gmail you will be informed that no Kanbanchi account has been found for the email. You may start using Kanbanchi app by just clicking Start with a free trial.
Known issues “Content not available for this message.” The issue occurs on Google’s side. Unfortunately, there is no walkaround that the developer can apply. “Add-on error. Something went wrong when executing the Add-on.” Please, contact us if you’ve met the issue.
How can I uninstall the Add-on? In case you don’t need the Add-on anymore you may uninstall it. Go to Manage Apps in the G Suite Marketplace, click on the three-dotted menu and click "Remove". Also, you may uninstall the Add-on in the Gmail settings. Click the nut icon and choose Setting in the drop-down menu. Open the Add-ons tab. You will see Kanbanchi in the list of installed add-ons. Click Manage. You will see the Add-on in GSuite Marketplace. Click Uninstall.
119. How can I create the Team performance report in Kanbanchi?
You may create the Team performance chart in Kanbanchi. It shows your team members’ progress in getting tasks done.
To create the team performance chart, open the board you need and switch to Reports by opening the left-side navigation panel, hovering Kanban view and choosing Reports. Click Team performance chart.
120. How can I create a burn up chart in Kanbanchi?
You may create a burn up chart in Kanbanchi. It will help you to compare the number of completed tasks with the overall work scope. The number of completed tasks is on the vertical axis, with time along the horizontal.
Each coordinate corresponds with the number of completed tasks at each stage of the process for the corresponding day. Each graph describes the behaviour of the cards in a particular list, namely, it shows the number of cards in the list for a period of time.
To create the burn up chart, open the board you need and switch to Reports by clicking the drop-down list on the top panel near the board name.
Choose Reports and click burn up chart.
You may choose what lists to display on the chart and a period of time. Also, you may choose to show the ideal work remaining line and how to define done cards.
You may choose how done cards should be recognised and what list should be considered as done.
Hover the cursor alongside the chart lines to see the information about the particular date.
Reports are available with the Professional plan subscription.
121. How can I create boards within Shared Drives?
It is possible to create boards not only in My Drive but in Shared drives to organize the workflow of your team and make it even easier.
Click Browse boards, and choose Shared drives. You will be asked to give permissions to integrate Kanbanchi with your Shared Drives and create boards in any of them (once).
You’ll see the list of Shared Drives available for you.
You may create boards in any of the Shared Drives, also you may delete the boards by clicking the Trash bin icon and move boards to My Drive or other Shared Drives by clicking the Arrow button.
Alternatively, you may open board settings, choose Move to in Actions and choose the Drive you'd like the board to be relocated to.
Please note that the board’s Time Zone is inherited by the creator’s Time Zone by default.
If you are a board's owner you may decide what data links to cards will contain. By default, no data is represented while sharing a link to card. But in case you want your team to preview the link's content you may use the links to cards preview setting in boards setting.
Open the board's settings by clicking the board's name.
The right-side panel with board's setting is opened.
Scroll down to the bottom of the panel. Find Links to cards preview option.
Check the checkbox.
Note, don't use this option when working with sensitive content.
What information the link will contain?
Sharing the link you will let your teammates preview the card's name and the board's name. Here are screenshots from different social media chats and messengers:
Telegram
Slack
Viber
WhatsApp
Facebook
LinkedIn
Please, contact us indicating what social media or messenger you've used if the feature doesn't work for you.
125. How can GSuite Admin install and remove Add-on for Gmail for domain?
Domain administrators can install, authorize and remove add-ons for users in their domain. You can install Kanbanchi for Gmail in your organization's domain from within the Google Admin console, or from the Marketplace website. When you get to the add-on's description page:
- Click Install,then Continue.
- Review the terms of service, specify if you want to make the add-on available to your whole domain or to a specific team or department, check the agreement box and click Accept.
After you install the add-on to your domain, it's listed under Marketplace Apps in your Admin console.
- From the Admin console Home page, go to AppsMarketplace apps.
- Click Kanbanchi for Gmail to access settings.
Note: domain installation may require time for the add-on icon to appear for the domain users.
As an admin, you can remove add-on for Gmail from your organization's G Suite account. When you delete it, none of your users can access it.
- From the Admin console Home page, go to AppsMarketplace apps.
- Click Kanbanchi for Gmail.
- In the upper right of the Settings page, click .
Kanbanchi is not in general intended for resource management but it provides features to support it while managing projects. Our team understands that it's very important to manage resources when leading any kind of projects. That's why we created the Team Workload view.
Visualise your priorities on boards. To add priority to cards, open Card details and hover your mouse cursor to No priority button. Choose the necessary priority from the drop-down.
Kanbanchi card prefix is a short text and number that you can add to your cards on boards. It allows unique identification, for example for a quick search. You may set up card prefixes in board settings if you are the creator of the board (My Drive) or have sufficient permissions higher than contributing (Shared Drives).
129. Can I access my Kanbanchi boards after my trial expires?
When your free trial expires, you will see a blocker with a message that your trial has ended. You may choose to upgrade or continue with the free version. Learn more about the free plan limitations here.
130. How to add all cards to the Gantt chart automatically?
Kanbanchi default setting for all new boards is to choose cards you want to see on the Gantt chart when switching to this view. It helps to have only necessary cards on your timeline leaving all the cards that represent side tasks or contain descriptive information on kanban and list views.
However, if the nature of your project requires all cards to be on the Gantt chart, you can change your board setting to adding cards automatically. This option may be found in board settings.
If there's a need to remove any card from the Gantt chart, board collaborators may do it in card panel.
You can have different settings for different boards for your convenience.
Kanbanchi has a referral program that allows every user to gift their friends with a 10% discount for the first purchase and get a reward in return. Additionally, we reward affiliates that aren't our users but want to share one of the best-rated project management apps with their audience.
We are super excited that you want to invite your friends to use Kanbanchi! It's good to know that people like our app. There are several ways to invite your friends depending on the nature of the invitation:
You are working on the same project(s), in the same company and need to collaborate
You don't need to collaborate but just want to let your friends know about Kanbanchi
Your friends haven't yet tried the app or they are registered
For each case, we have the best and quickest way of invitation.
133. How can I create a User productivity report in Kanbanchi?
You may create the User productivity chart in Kanbanchi. It provides a comparison of the users' productivity in a period of time.
To create the User productivity chart, open the board you need and switch to Reports by clicking the drop-down list on the top panel near the board name. Choose Reports and then choose User productivity chart.
Kanbanchi plans start at $3.97 per user/month. A free limited version is also available.
You will have full functionality and access to the Enterprise plan during your free trial. When the trial comes to an end, you won’t be charged. You may upgrade to any plan: Essential, Premium, Professional, or Enterprise.
Non-profits and educational institutions are eligible for a 25% discount on any plan with yearly billing.
Life and work efficiency is an everyday challenge for most people. Kanban methodology gave us a popular and useful approach to managing our workflow and life routine without overburdening. Currently, Kanban boards may be both physical or online.
Certainly, not everyone has space and equipment for a physical kanban. On the contrary, organizing an online board is very easy. To set up an online kanban board just go to kanban-chi.appspot.com, sign in with your Google account, and accept permission requests Kanbanchi asks you for on the Google Authorization screen. That's it; now the application is ready to use!
In Kanbanchi you can create visual boards for whatever tasks and goals you need. Simply click Create board and your first board will be created.
Type in a name for your first board or just hit Enter. Now it is the time to customize your Kanban board. Each board contains lists that you will fill with your cards. From the very beginning, you have only three lists: to do, doing and done. You are not limited in the number of lists and cards to create. When created, cards may be moved between lists. To create your first card click Plus button, type your text and hit Enter.
After a while, your board may look something like this:
136. How to create recurring tasks (cards) in Kanbanchi?
If you have tasks that repeat regularly, you can automate the process of creating cards for these tasks. Such cards that will be re-created according to the rule you set, are called recurring cards.
Creating card templates saves much time when you have tasks that repeat from time to time. Instead of adding the details or checklists every time, use card templates.
Choose a card that will become a template, and click the three-dots icon and choose Save as a template. The template will be instantly created.
To add a card from the template to your board, click Add to the board
Alternatively, you may click the template icon right next to the list title and choose a template from the drop-down menu.
To access the list of all your templates, edit or delete them, click on the board title and choose Card templates.
You may choose a default template for your board. All new cards will be created from the selected template.
139. How can I flag a card as a milestone in Kanbanchi?
To make a card a milestone in Kanbanchi, please, create a new card or open an existing one. Find Milestone in card actions and click it. Don't forget to set a date. Also, you should make sure the Show on Gantt option is chosen.
When you switch to the Gantt chart you will see the milestone displayed as a diamond symbol -
Please, note:
-Milestone can have only one date - the start date.
140. How are my cards displayed in the Gantt chart?
When you switch to the Gantt chart in Kanbanchi you will see a left-side panel with the list of your cards. The panel is customisable. You may select to display the following information:
Card description
Priority
Progress
List
Tags
Estimate
Spent time
Assignees
Click the gear wheel icon to see the list of options. Check the ones that you would like to be displayed.
You may collapse the panel completely by clicking
In case you don't want cards without dates to be displayed, please, check the Hide cards without dates option.
Cards in the panel are shown in groups - an epic card has a list of its subcards below. You may collapse or expand the groups by clicking the crown icon next to the epic card.
In case you'd like to import your Jira data to Kanbanchi, please, follow the steps below.
Step 1. Export your Jira data
Log into Jira and open the project you'd like to export. Click Filters and choose Advanced issue search.
You will be redirected to the Search. Click Export.
Choose Export XML.
The data will be opened in a separate browser in the XML format. Click with the right button of your mouse and choose Save as... in the menu. Save the file to your computer.
There is another very slightly different export procedure for very complex boards. After you have chosen Export XML and the data opened in a separate browser in the XML format click with the right button of your mouse and first select View page source.
And only after that use Save as... to save the file to your computer.
Step 2. Import Jira data to Kanbanchi
Open the list of your Kanbanchi boards. You will see the Import board from option at the bottom of the page. Please, click Jira and upload the file.
Kanbanchi will create a new board using imported data.
A CSV file can be created and edited using any text editor. Additionally, you may export an Excel sheet or a Google Spreadsheet to create a CSV file and subsequently import it to Kanbanchi. You may use this spreadsheet as a template
Step 2. Import the file to Kanbanchi
Open the list of your Kanbanchi boards. You will see the Import board from option at the bottom of the page. Please, click CSV and upload the file.
Kanbanchi will create a new board using imported data.
Please, note: only UTF-8 encoding is supported.
You may find out details about the other import options in this FAQ article:
144. How can I use Kanbanchi on a mobile device? Is there a mobile app?
If you're looking for Kanbanchi mobile app then you will be interested in several options of how you may use Kanbanchi on your mobile device:
Any mobile browser. Just open app.kanbanhi.com and use it the same way you do it on your PC. Allows you to start working as well as to evaluate Kanbanchi during a piloting period.
Install a separate web-based app on your mobile phone. This is a more proficient way of using the app on your phone/tablet. it gives you more opportunities and control over the app on your mobile device.
Separate Kanbanchi app on mobile devices
We do care about your Kanbanchi experience on mobile devices. Currently, you are able to install Kanbanchi as a separate app on your mobile device. First of all, if you haven't yet done it, the app itself will suggest this option to you whenever you try to log in from your mobile browser. You will see thу suggestion to add Kanbanchi to your Home screen. Choose this option and then choose to Install the app.
When the installation is completed, your phone should send a notification, and also you will see the Kanbanchi app among your apps. You may change its location as any other app on your mobile phone.
*What if I missed or declined Kanbanchi's suggestion to add itself to my Home screen?
You may install the Kanbanchi app at any time. Whenever you want to do it, please, log in to Kanbanchi in your mobile browser and tap on a three-dot sign in the upper right corner. From the list of actions, please, choose Install app and then confirm that you want to perform this action. Kanbanchi app will appear among your other apps on your mobile device.
Using Kanbanchi in a mobile browser
All you need to do is open Kanbanchi in a mobile browser. Quick access from the home screen can be configured in most browsers. Just open browser settings and choose “Add to home screen”. You will see the Kanbanchi icon on the home screen. Additionally, you may switch from the mobile version to the desktop one in case you need a bigger visual. To switch, open browser settings and check in the checkbox beside the “Desktop site” option.
Please, don’t hesitate to contact us and share what's your preferred way of using Kanbanchi and why. Your feedback is the most important thing that can help us make a better app.
145. Where can I find all the cards assigned to me?
To find all the cards assigned to you from different Kanbanchi boards, please click "My tasks" in the left-side navigation panel.
You will see all the tasks you are involved in. To see only the tasks assigned to you, click the button with your profile picture at the top panel. The number on the button shows how many cards are assigned to you. "Assigned to me" contains all the tasks assigned to you, even if you made the assignment by yourself.
To learn more about the "My tasks" space, please review this FAQ article:
In case you need checklist items to be displayed on a card you may pin a checklist to a card. To do it open the card and go to the Checklists section. If the card has no checklist, please create it. Find the pin icon next to the checklist title and click it.
The order in which the items will be displayed on the card will depend on the sorting setting. If the Hide done items setting is enabled, the done items won't be displayed on the card.
Please, note: the weight indicator won't be reflected on the card if it equals 1 for all the items. However, if there is at least one item with a weight of more than 1 in the checklist, the weight indicator will be reflected on the card.
You may check items as done right on the card without opening it.
To unpin the checklist from the card, open the card again and click .
147. How do I set default properties for Kanbanchi cards on a specific board?
You may set default card properties in Kanbanchi. It is a helpful feature for those who use pretty much the same properties for almost all cards. This setting is board specific. Thus you may set default card properties on different boards depending on the nature of the project.
To set default properties open a card and click the nut icon in the right-side menu. Click the corresponding checkboxes. When you create a new card on the board, it will automatically have these properties preset in card details.
Please, note: only the board owner can set default card properties. The settings apply to a particular board, for all users.
Currently, you can't change your language in the application. Kanbanchi is supported in English only. But there is a workaround for Google Chrome users. So if you and your team use Google Chrome browser you can try to click the right button of your mouse, choose "translate to" and select the language you need. This easy way you can use the application in your native language.
List grouping is Kanbanchi view that can be used to see Kanbanchi cards grouped in lists by a specific property. To switch to the view click List grouping and choose one of the available options.
You may create as many boards in Kanbanchi as you need. To create a new board click "Add board" in the top left corner.
Then choose "Create new board" from the drop-down list.
And you will get a standard Kanbanchi board ready to be customized.
You can also use board templates in Kanbanchi. Just click "Add board" in the top left corner, choose "Create board from template" and find the template most suitable for your needs.
Also, you can import Trello, Jira, and CSV files to Kanbanchi and Kanbanchi will create a new board using imported data. Just choose "Import board" and follow the detailed instructions.
You may create and use as many Kanbanchi boards as you need. The number of boards is not limited. You may learn how to create a new Kanbanchi board in the following article.
To open an already existing board you just need to click the "Browse boards" button at the top left panel and choose the board from the board manager.
You can also open your boards from your Drive. Opening of often used boards is even easier as you can see all recently opened boards on the left.
155. How can I automate my workflow with Kanbanchi?
To automate your workflow you may use the following Kanbanchi features:
Board templates: you may choose one of the defaults Kanbanchi templates to adopt the app easily and start project planning right away. Additionally, you may save an existing board as a template and use the same structure for another department.
Card templates: in case most of your cards are of the same structure, you may use card templates and perform fewer actions while setting your board up.
Recurring cards: tasks of recurring nature are common for most types of workflows. Set up the schedule and parameters and Kanbanchi will create the cards for you.
Dependency chain shift on the Gantt chart: you may change dates for the group of dependent tasks at once.
Card progress automation: depending on the status of a card, it will be put into a specific list of your board or the other way round, when you move a card to a specific list, it will merked as done.
156. How does Kanbanchi card progress automation work?
Kanbanchi card progress automation is a perfect way to streamline processes of keeping boards updated. Depending on a card status, Kanbanchi will move it to a specific list, or the other way round, Kanbanchi will mark a card as a done card when you move it to a particular list.
Henry Gantt invented the Gantt chart at the beginning of the XX century. More than 100 years later his invention is still considered to be one of the most important tools for project planning and scheduling.
Generally speaking, the Gantt chart is a graphical representation of the workflow schedule. Its main aim is to track the timeline and check whether the project meets deadlines. Also, the tool helps to keep the task implementation sequence under control. Commonly project managers in companies of all sizes use business Gantt charts. However, the Gantt chart can prove beneficial to various businesses and teams.
For example, Enterprise companies rely on the Gantt chart to schedule activities far ahead. Small teams may use the business Gantt chart to depict the tasks for the upcoming months. Both may utilize the chart to share the strategy with the stakeholders or external clients.
How does the Gantt chart work?
The way the Gantt chart represents the information is really easy to understand. It shows the list of tasks on the vertical axis. The horizontal axis shows the timeline. Tasks are depicted as bars on the chart. Depending on the width of a bar you can observe the duration of the task.
A proper Gantt chart shows task properties as well. For instance, it's progress, status and relations with the other tasks.
Kanbanchi Gantt chart
Digital Gantt chart brings more convenience to task tracking. You only need to choose the right tool. Let's review how to build the Gantt chart in the project management tool Kanbanchi.
The kanban view of Kanbanchi shows tasks in lists. Cards represent tasks. Kanbanchi has a very convenient setting that allows representing all the cards from the Kanban view on the Gantt chart. Please navigate to the board setting and activate the "All cards on Gantt chart" option to turn it on.
Once it is activated, start creating tasks on the board. Tasks will automatically appear on the chart.
Let's build the chart!
Since the Gantt chart shows the tasks in a timeline you obviously need to set start and due dates for the tasks. Observe how the bars appear on the chart.
If you use subcards you will see the epic cards and their subcards in groups when switching to the Gantt chart. Additionally, it will be easy to distinguish epic cards from subcards as they are displayed differently on the chart. Epic cards are shown with the yellow crown icon in the list of tasks. On the chart, the epic card also differs from an ordinary card.
You may colour code cards to bring more visibility to the chart and see critical tasks or those that belong to a specific department. Moreover, the Kanbanchi Gantt chart displays task statuses.
Certainly, the task panel is customizable and you may choose what specific properties you'd like to observe. Need to focus on the chart? Collapse the task list completely.
Kanbanchi Gantt chart is a convenient tool for business and it doesn't take much time to build it. Moreover, if you need to reschedule the items you don't have to do it manually. Drag and drop the edge of a bar or the whole bar to change the dates for a task.
Task dependencies
Usually, task dependencies are set to display in which specific sequence the task should be fulfilled. There are four types of dependencies you may set:
Start to start
Start to finish
Finish to start
Finish to finish
On the Gantt chart, you will see these dependencies in black arrows. But if the dependency is broken, the arrow will be red.
Milestones
Milestones are used to mark specific points on a project timeline, e.g. date of review or release date. You may mark a card as a milestone and it will appear on the Gantt chart as a diamond.
It's that easy!
We've just created the Gantt chart in Kanbanchi together. Nothing to it, right? We are sure you will definitely cope with building the Gantt chart for your workflow with the help of Kanbanchi.
158. How to receive browser notifications in Kanbanchi?
Browser notifications for Kanbanchi boards are updates about board activity, which you receive in real-time.
You can easily enable such browser notifications for Kanbanchi boards in your browser. First, click the lock in the address bar near the URL and the menu will open. Then you just need to select "allow" next to Notifications. And that's all.
You will receive browser notifications according to the same principles by which you set up in-app notifications for this board. You can review the article to find out how to configure in-app notifications in Kanbanchi.
However, please keep in mind that browser notifications only come in case the tab with the board is closed. All the browsers work like this.
If you would like to complement browser and in-app notifications with email notifications, learn how to activate e-mail notifications in Kanbanchi.
159. How do I make sure my colleagues get notifications about all important actions?
Being informed is vital when collaborating with a team. That's why you don't want your colleagues to miss important notifications about the changes on your shared boards. The good news is that Kanbanchi won't let it happen.
160. What are additional notifications in Kanbanchi?
You may ask why you need additional notifications when there are so many options that you may set up in Kanbanchi. However, sometimes it happens, accidentally or deliberately, that your colleagues may turn their notifications off. As a result, they miss something very important and you may discover it at the very worst moment. We hope you've never had such situations but those who have had will be so excited to hear that Kanbanchi now has additional notifications. You may notify your colleagues right after an important action that you have done or later when discovering that someone missed their notifications.
161. How does Kanbanchi integrate with Google Drive?
Kanbanchi has a very tight connection with Google Drive. The app exists as part of your Google Drive. It works inside your Google Drive allowing quick access to work boards, secure file storage, and easy assets management.
These are the main points that you need to know to understand the relations between Kanbanchi and Google Drive.
When you sign up to Kanbanchi, a folder named 'Kanbanchi' appears in the My Drive section of your Google Drive. The app will work inside this folder.
When you create a board inside the Kanbanchi application, a new sub folder for this board is created.
Kanbanchi boards act like files inside your Google Drive and follow the same sharing rules: you may share them from your Google Drive.
When you create a backup of your Kanbanchi board it is placed to your Google Drive to the appropriate folder.
When you export data from Kanbanchi it is also placed to your Google Drive in a form of a spreadsheet.
Kanbanchi boards owner may be changed according to your Google Drive rules.
All listed above works the same for Shared Drives because they are part of your Google Drive.
Watch our short 2-minute video to learn the details of Kanbanchi and Google Drive connection.
Convert your emails to actionable tasks. Use familiar communication channel but don't waste time on copypasting.
There are two options that Kanbanchi has for you to create cards from emails that you receive.
Install Kanbanchi add-on for Gmail
If you use Gmail then installing our add-on will be the most convenient and easiest option. You will be able to convert any email that you receive into a Kanbanchi card and send it to any of the boards available to you. And it's all in under 30 seconds! All you need to do:
Forward your emails to a special address of your Kanbanchi board
This option will work for any email client, either Gmail or other (like Outlook). Each board has a unique email address that you can use to forward emails to. They will also be converted to Kanbanchi cards. What is different in this option from the Gmail add-on?
You need to have several email addresses for each board
You are limited in a way of editing emails before sending them
163. How does Kanbanchi integrate with Google Vault?
Kanbanchi boards and backup files may be found from Vault. They follow the same rules as any other file in Google Drive.
In general, Kanbanchi boards act like files in Google Drive and therefore can be discovered via Vault and fall upon the rules set up there with minor exceptions.
1. Retention rules and Kanbanchi boards
Kanbanchi boards follow the retention rules set up for My Drive or Shared Drives depending on where they are stored. Kanbanchi boards will be deleted according to such rules. If you don't want them to be deleted, you will need to apply Google Drive retention rules.
2. Matters and Holds and Kanbanchi boards
Kanbanchi boards can be discovered in any hold that includes files in My Drive or Shared Drive where this board is stored. Here's the exception: there won’t be a preview available. Also, you can't download a board.
Google integration is the core of Kanbanchi. We have built it specifically for Google users following basic Google principles of simplicity and usability. That's why we may say you'll love it from the first glance and will be able to start working with the app after a 15-minute review.
Kanbanchi is designed for Google Workspace
Kanbanchi is a unique application that integrates into your Google Drive. All you need to log in is your Google account, no other logins, and passwords. If you feel the need for a project management app inside your Google Workspace, then Kanbanchi is your best choice.
All your data will be stored inside your Google Driveand attached to project boards in Kanbanchi at the same time. This is an extremely secure way of providing quick access to the information related to your team projects without uploading it to another application.
Other benefits of seamless Google Workspace integration include:
Attaching files from your Drive/Shared Drives to Kanbanchi boards in just a second;
Adding tasks to your Google calendar and any Google calendar that you have access to;
Having similar familiar and intuitive interface;
Converting emails to tasks from within your Gmail (including mobile Gmail);
Creating tasks from Google Forms;
Inheriting access permissions from your Drive settings the same way it works for all other files in your Google Drive;
Exporting boards data to Google Spreadsheets. Later you may use them for various purposes;
Creating custom reports out of exported Spreadsheets using Google Data Studio.
Create a board for your team, add the tasks you are currently working on, and share it with collaborators (5-10 minutes). Watch our video tutorials for more detailed guidance.
What if I’m not sure that Kanbanchi is the best project management software for me?
We’ll be honest, there’s no ideal software. But you need to compare how this app or another can help you achieve your goals. Define your goal first. What you would like to achieve with project management software? Then try to set up a board according to the goals of your project.
Think about the tasks that you need to do to achieve your goals, about the stages that those tasks will go through. In a very simplified model of a kanban board, these stages are ‘To do’ – tasks that you need to do to reach your goal, ‘Doing’ – tasks that you are currently performing, and ‘Done’ – what you’ve already accomplished. Your board will look like this.
Start with a free Kanbanchi trial, our team will be with you along the way, we will help you with your boards during the onboarding process. Just get on board. Kanbanchi board 😊
165. Is Kanbanchi Better than Trello? Kanbanchi vs Trello
We're often asked to compare Kanbanchi vs Trello. Let us be honest with you and provide you with a comparison that you may trust. It will include features, pricing, levels of integrations, support, and more. Let's get started! 😉
"My tasks" is a space where you can see cards and projects you are involved in. To switch to it, please, click My tasks on the left-side navigation panel. If you have a new assignment you will see a red point indicator. Please, the "My tasks" button is not shown if you don't have any cards.
Types of cards
The "My tasks" space shows cards you've interacted with. They are grouped into the following types:
Assigned to me;
I've assigned;
I'm subscribed to;
I've created;
I've contributed to.
To switch from one category to the other use the buttons at the top panel.
New cards added are shown in bold.
Columns
All the tasks are shown in a list with properties in columns. Clicking on the column titles, you may activate sorting. The first click initiates sorting in ascending order. The second click initiates sorting in descending order. The third click turns sorting off.
Board titles in the second column are clickable, so you may open any board just in one click. Additionally, you may open and change any card by clicking on it.
Please note: the Added column reflects the date when the card was added to "My tasks".
Updates
The Updates column shows if any changes were done on the card you see in the list. If you see a red indicator, click on it to see the latest changes. You will be taken to the Activity tab of the card. You will see the latest updates in purple frames.
Pin card
To see a card at the top of the list pin a card. To do it, hover the corresponding row. The pin icon will appear. Click on it.
Hide card
If you need to hide a card, hover it and click on the eye symbol.
Filter
Use the search & filter function to focus on specific cards. Saved filters can be also created.
Please note: By default, the "My tasks" space shows cards only from those boards which you edited during the past 10 days. You will see those boards and the date of the last edit in the filter panel. To add boards edited earlier use the drop-down list. Alternatively, you may click the +Add board button when the filter panel is closed.
167. How to copy checklist from existing card or template?
To copy the existing checklist please choose the card that you'd like to add the checklist to and click Add new checklist in the right-side panel. You'll see Copy checklist from a card or Card template option.
Upon clicking this option you'll see the dropdown list of cards and templates that are available for copying checklists. Choose the necessary card or template, click Copy checklist from the card and the checklist will be copied.
To learn more about checklists please review this FAQ:
168. How to filter cards by the date when they were done?
To filter the cards on the board by the Done date please click the Filter icon. The Filter options in the right-side panel will open.
Scroll down to find the Dates parameter. Here you may choose the range of dates when the card was done or choose how many days before now it was done. After setting the parameter you'll see the necessary cards.
To learn more about filter options please review this FAQ:
In case you need custom properties to be displayed on a card you may pin all of them or some of them to a card. To do it open the card and go to the Custom properties section. If the card has no custom properties, please, create them. Find the pin icon next to the property title and click it. To unpin the checklist from the card, open the card again and click.
Pinned custom properties will be visible on a card when it's not opened and you will be able to edit them from the board without the need to open the card as well. You can also save cards with pinned custom properties as templates to create a canvas for your tasks.
Replace the value of const recipient = in row 8 with your board email.
Save the project.
Click Triggers in the left-side panel.
Set a trigger with the following settings and click Save:
Go to Gmail and create a label for all new emails that you want to be forwarded to Kanbanchi.
Click +Create new label.
Enter toKanbanchi as a name and click Create.
Choose the label on the left-side panel and click the filter icon.
Choose Inbox in the Search field if you want all new emails to be forwarded or set up your custom filter. Click Create filter. Tick Apply the label option and choose toKanbanchi in the drop-down.
Now all inbox emails will be automatically forwarded to your Kanbanchi board.
Kanbanchi swimlanes are closely tied with tags and colour labels. To build swimlanes by colour labels or tags, make sure you use them on cards. Once you have them, switch to Swimlanes. Then choose by which card property you would like them to be built.
How to build swimlanes by colour labels?
Choose Swimlanes in the left-side panel. Choose By colour labels.
How to build swimlanes by tags?
Choose Swimlanes in the left-side panel. Choose By tags.
For both colour labels and tags, swimlanes work the same way. You will see a separate lane for each colour label or tag you have on the board. Additionally, cards with no colour label/tag will be displayed in a separate lane.
Collapse the swimlanes by clicking to get an overview.
Also, there is an opportunity to switch to a specific swimlane quickly.
You may drag and drop cards among the rows to automatically change their tag or colour label.
or hit Delete on your keyboard to move your board into Trash.
and select users from the drop-down list.
and choose the appropriate value.
You must have permission from the file owner to the file. 
. The connection will be broken and that subcard will become an ordinary Kanbanchi card. If you remove all subcards from the epic card, it will turn into an ordinary Kanbanchi card.
Marketplace apps.
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