This guide explains how to configure a Kanban timeline view, organize projects into workflow stages, and use the view to monitor project value and status. It also covers how to manage columns, notifications, and project updates so the team can track progress consistently.
1. Open the Kanban view from the Projects list 0:29
Start in the Projects area, where the default view is the list view.
Review the projects currently entered in the system.
Click the view selector in the top-right corner to switch from list view to Kanban view.
Use this view when you want to organize projects by stage instead of viewing them as a simple list.
2. Review and organise projects into workflow stages 0:44
In Kanban view, confirm that projects are displayed across columns representing different stages.
Drag and drop projects into the appropriate stage based on where they are in the workflow.
Use this layout to quickly see how many projects are in each stage.
Keep the stage structure aligned with how your team actually works.
3. Add a new status column when needed 0:56
Click Add status column to create a new workflow stage.
Enter a clear column name, such as Completed.
Save the new column so it appears in the Kanban board.
Add columns only when they support a real process need.
4. Manage columns by archiving, deleting, or changing color 1:14
Use the three-dot menu on a column to access management options.
Archive a column if you want to hide it temporarily and restore it later.
Delete a column if it was created by mistake or is no longer needed.
Update the column color if you want to improve visual clarity or match your workflow.
5. Define clear stage names for the workflow 1:32
Rename columns so each one reflects a specific stage in the process.
Keep the naming simple if the workflow is straightforward, such as:
Not in process
In process
Use a more detailed lifecycle if needed, such as:
Brand new inbound
Outreach made
Qualified
In progress
Complete
Add a Blocked stage if you need to track stalled work.
6. Reorder columns to match the desired process flow 2:03
Click and drag the side of a column to move it into the correct order.
Arrange columns from earliest stage to final stage.
Make sure the board reflects the actual sequence projects should follow.
Revisit the order whenever the workflow changes.
7. Set up notifications for stage changes 2:20
If you are the main admin, enable notifications for projects moving between columns.
Choose whether you want to be notified when a project moves out of a column or into a column.
Confirm who is watching the list so the right people receive updates.
Use notifications to supervise progress while allowing team members to manage projects where appropriate.
8. Move projects through the board using drag and drop 2:58
Drag a project card from one column to another when its status changes.
Confirm that the move triggers the expected notification, if enabled.
Use this method to keep the board current in real time.
Encourage team members to update project status as work progresses.
9. Open individual projects to make detailed edits 3:30
Click directly on a project card to open the project record.
Use the project record to make edits that cannot be done from the board view.
Use the board mainly for status movement, closure, and archiving.
Make detailed changes inside the project itself when needed.
10. Track estimated value across all stages 3:50
Review the estimated value shown across the Kanban board.
Use the totals to understand how much value sits in each stage of the pipeline.
This is especially useful when managing a high volume of projects.
Use the board to identify where revenue is concentrated.
11. Update project value and confirm it reflects in the pipeline 4:08
Open a project and enter or update its estimated value.
Save the change so the board reflects the updated amount.
Return to the projects board to confirm the value appears correctly.
Use this process whenever a project estimate changes.
12. Monitor value changes as projects move stages 4:21
Move a project from one stage to another, such as from Contacted to Qualified.
Observe how the total value in each stage updates automatically.
Use these changes to understand how revenue is distributed across the pipeline.
Review the board regularly to spot trends in stage movement.
13. Use the board to identify blockers and deal loss 4:50
Watch for projects that remain in early stages for too long.
Use a Blocked or similar stage to capture stalled work.
Review deal loss or stalled projects to understand why they are not progressing.
Use the stage and value data together to identify patterns and improve follow-up.
14. Edit, add, archive, or delete columns as the workflow evolves 5:32
Revisit the board structure regularly to ensure it still fits the team’s process.
Add new columns when a new stage becomes necessary.
Delete columns that are no longer useful.
Archive columns you may want to restore later.
Keep the board clean and aligned with current operations.
Do not delete a column unless you are sure it is no longer needed; deleting may remove an important workflow stage.
Archive instead of delete if you may need the column again later.
Only admins should configure notification settings to avoid confusion or duplicate alerts.
Project value must be edited inside the project record; the board itself is mainly for status tracking.
Make sure column names are clear and consistent so team members do not move projects into the wrong stage.
Keep the number of columns manageable so the board stays easy to scan.
Use simple stage names unless your team truly needs a detailed lifecycle.
Set notifications only for key stage changes to reduce unnecessary alerts.
Review total pipeline value regularly to spot bottlenecks early.
Standardise how team members move projects so the board remains accurate.
Use color coding to make stages easier to identify at a glance.
