Help Center

The Dashboard is your central hub. Here you can see all the boards you own and all the boards that have been shared with you.

• Your Boards: Boards you have created and have full ownership of. You can manage settings, billing, and members for these boards.
• Shared with You: Boards you have been invited to as a member. Your permissions may be limited by the board owner.
• New Board: Use the "New Board" button to create a new board. The first board is free! Subsequent boards require a subscription.

What are Workspaces?

Workspaces in Kanflo are dedicated environments for your team or company. They allow you to centralize all your projects, boards, members, and billing under a single organizational unit.

Creating a Workspace

1. On your Dashboard, look for the "Workspaces" section.
2. Click "Create New Workspace"
3. Enter a unique name for your workspace (e.g., "Acme Corp Manufacturing" or "Product Development Team").
4. Invite team members to join your workspace.
5. Once created, you can switch between workspaces from the top-left dropdown menu on your Dashboard.

Workspace Benefits

• Centralized Billing: Manage all subscriptions (board slots, member seats, notifications) for all projects and boards within the workspace.
• Team Management: Invite and manage members once at the workspace level, and they can then be assigned to specific projects or boards.
• Unified Overview: Get a holistic view of all activities across your organization.
• Security & Permissions: Define roles and permissions at the workspace level to control access.

What are Projects?

Projects help you organize and group related boards together. Think of projects as high-level initiatives or campaigns that span multiple boards. For example, you might have a "Q1 2025 Product Launch" project that includes boards for Marketing, Development, and Sales.

Creating and Managing Projects

• Click "Create Project" on your Dashboard
• Give your project a name and optional manufacturing batch number
• Choose which boards belong to this project (boards can be in multiple projects)
• Add a custom icon to make projects easily recognizable
• View all boards in a project from the Project Overview page

Project Status

Projects can be marked as Active or Archived (completed). Use the toggle on your Dashboard to switch between viewing active and archived projects. When you complete a project, mark it as complete to keep your workspace organized.

What are Boards?

Boards represent specific workflows or processes within your workspace. Multiple boards can be organized under Projects for higher-level grouping. Each board uses a kanban-style layout with customizable stages (columns) to track work items (cards) as they move through your process.

Creating a Board

1. Click the "New Board" button on your Dashboard
2. Give your board a name and description
3. Choose a color theme and icon for easy identification
4. Set up stages (columns) for your workflow (e.g., To Do, In Progress, Done)
5. Create custom field templates to capture the data you need
6. Add labels for quick categorization

Board Settings

As an owner, you can access board settings from the board page (⚙️ icon) to change its name, description, and manage stages, fields, labels, members, and advanced options.

Deleting a Board

Board deletion is permanent and can only be done by the owner from the "Advanced" tab in the board settings. This will delete all cards and associated data.

Cards are the individual items or tasks that move through your workflow stages. They hold all the information related to a task, which you can fully customize using Custom Fields.

• Creating Cards: Click the "+" button at the top of any stage to create a new card in that stage.
• Moving Cards: Simply drag and drop cards between stages to update their status.
• Card Details: Click on any card to open the details view. Here you can edit all its fields, add comments, assign users, and view its history.
• Custom Fields: Board owners can define custom fields (like text, numbers, dates, file uploads) in Board Settings > Fields. This allows you to tailor cards to your specific needs.

Card Messages

Card Messages allow team members to communicate directly within a card, keeping all conversations contextual and organized.

• Sending Messages: Open any card and look for the "Card Messages" section. Click to expand it, type your message, and select which assigned users should receive an email notification.
• Email Notifications: When you send a message, you can choose which users assigned to the card should receive an email notification. They'll get an alert with the message content.
• Visibility: All members of the board can see all messages on any card, regardless of whether they received an email notification. Even if someone wasn't selected to receive an email, they can still view all messages when they open the card.
• Important: Email notifications are for alerting only. Recipients should not reply to the email - they must open the card in Kanflo to respond.

Invite your team to collaborate on boards and workspaces.

• Inviting Members to a Board: In Board Settings > Members, enter an email address to send an invitation.
• Inviting Members to a Workspace: From your Dashboard, click on your Workspace name in the top left, then go to "Workspace Settings" to invite members at the workspace level.
• Member Limits: The free plan includes a limited number of members per board. To add more, the board owner will need to subscribe to member seats from the Billing page.
• Roles:
  • Workspace Owner: Full control over the workspace, including billing and member management.
  • Workspace Member: Can be assigned to projects and boards within the workspace.
  • Board Owner: Full control over a specific board, including its settings and members.
  • Board Admin: Can manage board settings and all cards on a specific board.
  • Board Member: Can create and edit their own cards and assigned cards on a specific board.

Stay updated on board activity. Kanflo can send email notifications for important events.

• Board-level settings: The board owner can enable or disable certain types of notifications for everyone on the board (e.g., when a card is moved). These are found in Board Settings > Notifications.
• Personal preferences: In the board's notification settings modal (Bell icon on the board page), you can override some board defaults to match your personal preference for receiving emails.

How many notifications do I get?

The free plan includes 50 email notifications per month. If you need more, you can purchase additional notification packs - each pack adds 100 notifications/month for $5/month. You'll receive a warning email when you reach 80% and 100% of your limit.

Calendar View

The Calendar View displays your cards on a traditional calendar grid, making it easy to see what's scheduled for each day.

Setting Up Calendar View

1. Go to Board Settings → Advanced
2. Select a date or date range field from your card fields to use for the calendar
3. Cards with dates in that field will appear on the calendar

Features

• Drag & Drop (Date Fields Only): You can drag cards to different days to reschedule them (only works with single date fields, not date ranges)
• Grid View: See all your cards in a monthly calendar layout
• List View: Toggle to a list view to see all cards for the month in chronological order
• Card Details on Hover: Hover over any card to see a preview with key information
• Day View: Click on any day to see all cards scheduled for that specific day in a detailed modal
• Multi-Day Events: Date range fields display as continuous bars across multiple days
• Color Coding: Cards are color-coded based on their primary label

Hiding Completed Cards

If you want to keep your calendar focused on active work and hide completed tasks:

1. Go to Board Settings → Advanced
2. Enable the checkbox "Hide cards in the last stage from Calendar/Timeline views"
3. Cards in your final stage (typically "Done" or "Completed") will no longer appear on the calendar

Note: This setting only affects the Calendar and Timeline views. Cards remain visible in the normal Kanban board view.

Tips

• Use date range fields to show events that span multiple days
• Cards without dates won't appear on the calendar
• The calendar respects your board's date field configuration

Timeline View

The Timeline View is available in the Project Overview and displays cards from multiple boards on a single, unified timeline. This is perfect for managing complex projects with multiple boards and seeing how everything fits together chronologically.

Accessing Timeline View

1. Create a project and assign multiple boards to it
2. Go to Dashboard → Projects
3. Click on a project to open the Project Overview
4. Switch to the "Timeline" tab

Features

• Unified View: See cards from all boards in the project on one timeline
• Board Identification: Each card shows which board it belongs to
• Chronological Display: Cards are sorted by their start date
• Date Range Support: Events spanning multiple days are shown as continuous bars
• Color Coding: Cards maintain their label colors for easy identification

Hiding Completed Cards

To declutter your timeline and focus only on active work:

1. Go to individual Board Settings → Advanced for each board
2. Enable "Hide cards in the last stage from Calendar/Timeline views"
3. Completed cards from that board will no longer appear in the project timeline

Note: This setting is per-board, so you can choose which boards hide completed cards in the timeline.

Requirements

• Each board must have a date or date range field configured for calendar view
• Only boards with configured date fields will show cards in the timeline
• Cards must have data in their board's date field to appear

Job Traveller Documents

Kanflo helps manufacturing businesses maintain ISO 9000 compliance through our Job Travellerfeature. Job Travellers are printable documents that travel with jobs through your production process, providing traceability and documentation.

Setting Up Job Travellers

1. Go to Board Settings → Advanced
2. In the "Job Traveller Print Configuration" section, select which fields should appear on the traveller
3. Mark critical fields as Required - the print button will only be enabled when these fields are filled
4. Common fields include: Part Number, Material, Quantity, Due Date, Quality Checks, etc.

Printing Job Travellers

There are two ways to print a Job Traveller:

• From Card Details: Open any card and click the "Print Job Traveller" button at the top
• From Board View: Click the three-dot menu on any card and select "Print Traveller"

Compliance Benefits

• Traceability: Every job has a printed record with all critical information
• Documentation: Automatically includes card creation date, labels, and custom fields
• Quality Control: Operators can check off steps and sign physical travellers
• Audit Trail: Digital records remain in Kanflo while physical travellers accompany work orders
• Consistency: Standardized format ensures nothing is missed

API Keys

Kanflo provides a powerful API that allows you to integrate with third-party applications and build custom automations. Access the API & Integrations page from your Dashboard to manage your API keys.

Creating an API Key

1. Navigate to the Integrations page
2. Click "Create New API Key"
3. Give your key a descriptive name
4. Add a description of what this key will be used for
5. Select permissions:
   • Create Cards: Allows creating cards on selected boards
   • Create Projects: Allows creating projects in your workspace
6. If using "Create Cards" permission, select which boards this key can access
7. Save and securely store your API key - it won't be shown again

Creating Cards via API

Use the API to automatically create cards from external systems (e.g., form submissions, CRM integrations, manufacturing systems).

Authorization: Bearer YOUR_API_KEY
Content-Type: application/json

{
  "boardId": "board-id-here",
  "stageId": "stage-id-here",
  "fieldData": {
    "Title": "New Manufacturing Order",
    "Part Number": "12345",
    "Quantity": 100,
    "Due Date": "2025-12-31"
  },
  "assignedUserEmails": ["user@example.com"],
  "labelIds": ["label-id-1"],
  "projectId": "optional-project-id"
}

Creating Projects via API

Automatically create projects in your workspace from external systems or custom workflows.

Authorization: Bearer YOUR_API_KEY
Content-Type: application/json

{
  "name": "Q1 2025 Marketing Campaign",
  "description": "Marketing initiatives for Q1",
  "icon": "rocket",
  "status": "active"
}

Testing Your API

The Integrations page includes a built-in API testing tool where you can:

• View all available board and stage IDs for testing
• See which users and labels are available on each board
• Generate sample payloads with valid data
• Test your API key with real requests
• View detailed error messages and responses

API Documentation

For complete API documentation including all available endpoints, request/response formats, and integration examples, visit the API & Integrations page from your Dashboard. Each API key you create includes detailed documentation specific to your selected permissions and accessible boards.

Managing API Keys

You can view, edit permissions, disable, or delete API keys at any time. Disabled keys remain in your list but won't work until re-enabled. This is useful for temporarily suspending access without losing the key configuration.

Manage your subscriptions for boards, members, storage, and notifications.

• Accessing Billing: Click your profile icon in the top right and select "Billing".
• Board Slots: Your first board is free. Each additional board requires a paid slot.
• Member Seats: A certain number of members are free. Additional members require paid seats, which are shared across all boards you own.
• Managing Subscriptions: On the Billing page, you can add more slots/seats or reduce/cancel your existing subscriptions.