Boards, lists and cards

A board holds lists, and lists hold cards. Each card is one task; you move it from list to list as work progresses – by drag and drop, or without dragging with Move to list in the card details.

Boards

Create a board: on the home page (Boards), choose New board and enter a title – or From a template to start with lists, cards and due dates (templates).
One board per project: a board per event, project, ministry or client keeps things calm. Search and My cards work across all boards.
Favorites and recent: star a board to pin it to Favorites; Recently opened shows where you were last.
Private by default: a new board is visible only to you until you share it. See board settings.
Background: pick a color in the board settings to tell boards apart.

Lists

Add a list: choose Add list at the right end of the board.
Rename a list: click its title, type, press Enter.
Reorder lists: drag a list by its header, or use the list menu → Move list left / Move list right.
Copy or move a list to another board: list menu → Copy list… or Move list to board… (copy and move).
Archive a list: list menu → Archive list. Archived lists can be restored.

Cards

Add a card: Add a card at the bottom of a list, type the title, press Enter; Escape closes the field.
Move a card: drag it to another list or position. Without dragging – on touch screens or with the keyboard – open the card and use Move to list and Position.
Card number: each card gets a short reference like GEM-4 – the board key and a number that never changes – handy in conversations. Board admins can rename the key or hide the numbers (board settings).
Mark as done: in the card details, Mark as done. Volunteers and guests can do this for cards assigned to them.
Archive a card: card details → Archive card.

Since your last visit

When you open a board after a while, a strip above the lists sums up what others changed since your last visit: new cards, moves, completed cards, comments and due dates – and who did it. Changed cards carry a small blue dot. Show cards lists them (a click opens the card), Mark as seen clears the strip and the dots, × hides the strip for now. Comment texts are never repeated there, only how many comments a card got. A new status update gets a line of its own – “Status: At risk – board” with its text and a link to the status page. Your own changes never count.

If your organization uses its own AI model and allows the feature, Summarize in the strip writes two or three sentences about these changes – only when you click it, from titles and counts (status texts and names only if the organization’s data policy allows them), never from comment texts and never for a confidential board.

Stale cards

Board admins can mark open cards that had no activity for a while: board settings → Stale cards (for example after 14 days; off by default). Such cards show an hourglass with the number of days. The marker archives nothing – close a card when it is done, or archive it when it is no longer needed. Done cards can be archived or deleted automatically with a retention rule.

Status updates

Editors and admins tell everyone how a board is doing: board header → Status → On track, At risk or Off track, with a short text. The newest status shows in the board header and on the workspace dashboard.

Live for everyone

Everyone who has the board open sees changes within a moment – new cards, moves, renames, comments. Your own changes appear immediately; the small status badge shows Live, Reconnecting… or Offline – read-only. More in offline and sync.