How to Use the Taskboard in CrmLeaf
All editions. Core feature - no add-on required.
Availability: All editions. Core feature - no add-on required.
Overview
The taskboard is CrmLeaf's Kanban view of tasks. Tasks appear as cards in columns that your company defines, and you move work forward by dragging a card from one column to the next. It gives a team a shared picture of what is in progress without opening each task.
Two column slugs have special behaviour: completed and waiting_approval. They connect the board to task completion and to the approval flow.
How It Works
An Administrator defines the board columns for the company. Users then work the board by dragging cards and reordering them within a column.
Define columns → Place tasks → Drag between columns → Reorder → Complete or send for approval
- Board columns are company-defined, so the same board structure applies to the tasks of the company rather than being invented per project.
- Each task holds a position within its column, so drag-reordering is saved and not just visual.
- Moving a card into the column with the
completedslug completes the task. - The column with the
waiting_approvalslug is where a task lands after it is sent for approval, and where the approver picks it up. - Column collapse is per user, so collapsing a column tidies your own view without changing anyone else's.
Who Can Use This Feature?
Administrator
- Define the company's taskboard columns, including which column carries the
completedandwaiting_approvalbehaviour. - Reorder or rename columns as the team's process changes.
User
- View tasks as board cards and drag them between columns.
- Reorder cards within a column to show working priority.
- Collapse columns they do not need to see.
Access depends on the modules and role assigned by your Administrator.
Prerequisites
- Taskboard columns must be defined for the company. A new account is seeded with default task boards at creation.
- Tasks must exist and be within your permission scope for you to see their cards.
- If you intend to use the approval step, a column with the
waiting_approvalbehaviour must exist.
For Administrators
Step 1: Review the company's board columns
What to do: Review the taskboard columns defined for the company and adjust them to match how your team actually works. Keep one column carrying the completed behaviour and, if you use approvals, one carrying waiting_approval.
What to verify: Open the taskboard and confirm the columns appear in the order you set, and that completing a task by dragging it to the completed column changes the task status.
For Users
Step 1: Open the taskboard
Switch to the taskboard view. The board shows one column per company-defined stage, with a card for each task in your permission scope.
Step 2: Move a task forward
Drag the task's card into the column that describes its new state. The task keeps its new column and position after the move.
Step 3: Reorder within a column
Drag cards up or down inside a column to show which item the team should pick up next. The order is saved.
Step 4: Complete or send for approval
Drag the card into the completed column to complete the task. If your team requires sign-off, send the task for approval instead; it then appears in the waiting approval column for the approver.
Step 5: Tidy your own view
Collapse the columns you do not need. Collapsing is saved for you only and does not change the board for other users.
Expected Result
The task appears in its new column, keeps its position after a page reload, and any task moved into the completed column is recorded as completed. Collapsed columns stay collapsed for you alone.
Why This Matters for Service Organisations
A service organisation is judged on what actually reaches the client, and several engagements usually run in parallel with the same people. The taskboard gives a delivery lead one place to see the state of every deliverable, including the work that is finished but not yet reviewed, without calling a status meeting to find out.
How It Supports Professional Services
- Board columns are defined for the company, so a firm can express its own delivery process once and apply it across every client engagement rather than reinventing stages per project.
- The column carrying the
waiting_approvalslug gives internal review an explicit queue, so work awaiting quality review before it goes to a client is visible rather than sitting in someone's inbox. - The column carrying the
completedslug ties board movement to task completion, which keeps what the board shows consistent with the progress a project reports where the project is set to calculate task progress. - Ownership-scoped task visibility means an associate or a subcontracted resource can be given a board limited to their own work while a delivery lead sees the whole portfolio.
- Card position within a column is stored per task, so the running order a lead sets for a consultant working across two engagements survives a page reload.
Typical Service Workflow
Project → Tasks → Delivery → Internal review → Time → Billing
The board sits at the delivery and review stage. Moving a card into the completed column completes the task, and sending a task for approval places it in the waiting approval column; whether client-facing work must pass review before release is a rule the organisation enforces through its own process.
Other Product-Type Use Cases
The same board carries production stages in Manufacturing accounts and site work in Construction and Solar accounts, and it serves internal operational queues such as onboarding or facilities work in any edition.
Related PSA Capabilities
- How to Send Tasks for Approval — the flow that fills the waiting approval column.
- How to Create and Assign Tasks — where the billable and estimate decisions behind each card are made.
- How to Use the Project Roadmap — aggregates task distribution across board columns for one project.
- How to Configure Task Settings, Categories and Labels — the classification that makes board data reportable.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- Board columns are defined for the company, so a change affects every team that uses the board.
- The board only shows tasks your permission scope allows, so two users may see different numbers of cards in the same column.
- Board position and task status are separate pieces of information. A task's status is incomplete or completed; its column shows where it sits in the workflow.
Common Scenarios
Example: a delivery team stand-up. The team opens the taskboard, collapses the columns for finished work, and walks the remaining columns from right to left, dragging cards forward as each person reports progress.
Example: work that needs sign-off. A developer finishes a task and sends it for approval rather than completing it. The card moves into the waiting approval column, where the project lead reviews it and actions it with a comment.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| A task does not appear on the board | The task is outside your permission scope, or it is private. | Ask the Administrator to widen your role's task scope, or ask to be added as an assignee. |
| Dragging a card into the completed column does not complete the task | The column does not carry the completed behaviour. | Ask the Administrator to correct the column configuration in Settings. |
| There is nowhere for approved work to wait | No column with the waiting_approval behaviour exists. | Ask the Administrator to add that column before using the approval flow. |
| Another user sees different columns | They have collapsed columns in their own view. | Expand the columns again; collapse is a per-user preference. |
Frequently Asked Questions
Can each project have its own columns?
The documented behaviour is that taskboard columns are defined for the company.
Does collapsing a column hide those tasks from my team?
No. Column collapse is saved per user.
Is card order meaningful?
Yes. Each task stores a position in its column, so the order you set is kept.
Related Articles
Our support team answers on business days. Reference TSK-02 so we can jump straight in.