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List, board, and calendar

See who has the work and when it will be done

Filter a list once, and the board, calendar, and timeline show the same records. Drag a card to change its stage, a task to change its day, or a bar to change its dates.

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Runs in your browser. In the cloud or on your own server, it's the same IWB.

01

Don’t let unowned work slip through

Choose the task board’s columns by status, status group, owner, or priority, and the same cards line up in the new columns. Sorted by owner, unowned tasks gather in the first column. Drop a card on someone’s column to assign the task to them, or on your own column to claim it.

  • Cards show the owner, due date, priority, checklist, and dependency badges
  • Reverse an owner change with “Undo” in the notification
  • A task added with a column’s + starts with that column’s status, owner, or priority
  • Dropping a card on someone else’s column needs permission to assign tasks

02

Plan your week hour by hour

Open the task calendar by month, week, or day. In week and day views, timed tasks sit at their hour, tasks without a time sit in the “All day” row, and a red line marks the current time. Drag a task to another day or hour and its due date moves there, and “Undo” in the notification puts it back.

  • Click an empty hour to add a task on that day and time
  • Tasks at the same time are drawn side by side
  • In month view, tasks that don’t fit in a day open from “+N more”
  • On a phone, only the days with tasks come up as a list

03

When one task slips, don’t fix the ones after it by hand

On the task timeline, each task is a bar and dependencies are drawn as arrows. Move a bar or stretch it from its edge; if a waiting task starts before the task it waits on ends, its arrow turns amber. When you push a due date later, IWB first shows where the dependent tasks will move, and if you confirm, it shifts them, skipping weekends and holidays.

  • Turn on date shifting in the task list’s settings; it’s off by default
  • Tasks you aren’t allowed to update don’t shift and are flagged in the preview
  • A task keeps its length in business days; closed and undated tasks don’t shift
  • The same preview opens when you change a date on the task itself

04

Give new work to whoever has room

The workload table shows your team’s hours per day or week next to their capacity. A task’s estimate is split between its owner and assignees and spread over each person’s working days. Cells over capacity turn red and cells at 85% of capacity turn amber; click a cell to see that person’s tasks for the week.

  • Capacity comes from the person’s or the company’s work schedule, or 8 hours a day if neither exists; the badge on the row says which
  • Public holidays come off capacity, and the day before a holiday counts as half a day
  • Tasks without an estimate are flagged in the cell with “+N”
  • Switch hours to task count, and weeks to days

05Board rules

Dragging a card doesn’t skip the rules

Moving a card on the board goes through the record’s own rules. IWB stops the wrong move or asks first, and a move that can be undone is undone from the notification.

  • A task waiting on others

    Drop a task that is waiting on an open task on Done or Canceled, and IWB asks first. If you cancel, the card stays where it was.

  • A move that isn’t allowed

    A service order moves on the board only through allowed stage transitions. If the move isn’t allowed, the card stays put and the notification gives the reason.

  • A move you can undo

    Move an opportunity to another stage, and its probability resets to the stage default, as the notification tells you. “Undo” puts the opportunity back in its earlier stage.

06Split view

Open a record without leaving the list

The list, board, or calendar stays on one side, and the record you select opens below or beside it. Drag the divider to resize; each of more than 60 lists remembers its own ratio.

07Other layouts

Skip drawing org charts and copying lists to Excel

Some lists also open in a layout that suits them: the organization as a diagram, lab definitions as an editable table, and contacts and products as cards.

  • Diagram

    Drop a unit on another department, and before moving it IWB lists whose roles, approvers, and visible records will change. If you confirm, the unit moves with its sub-units.

  • Table

    In lab definition lists, edit a cell in place. Changed cells are marked in amber and invalid values in red, and one Save stores all the valid changes.

  • Cards

    See contact, product, employee, file, and instrument lists as a grid of cards. Select cards to run bulk actions on them.

08Details

Make the list fit the way you work

  • Columns

    Drag columns to reorder, hide them, pin them to the left, and set their width. "Revert to default" brings back the original layout.

  • Grouping

    Group the task list by status, owner, priority, due date, or section. The timeline also splits into collapsible lanes by list, section, or owner.

  • Last view

    If you last chose the board for a list, it opens on the board next time too. Column layout and rows per page are saved in this browser as well.

  • Share a view

    Share a link to a list open on the board, and it opens on the board for the other person too, without changing their own saved choice.

  • Inside projects too

    A project’s Tasks tab has the list, board, calendar, and timeline. The Project tasks screen shows every project’s plan with a lane for each project.

  • The date that fits

    The calendar shows an order on its order date, a project on its planned end, and a contract on its end date. On the timeline, an order runs to its delivery date and an invoice to its due date.

  • From the keyboard

    On the board, pick up a card with Space and move it with the arrow keys. Change the day on the calendar, and the dates on the timeline with Shift and Alt.

  • On touch screens

    On phones and tablets, press and hold a card to drag it, and swipe between board columns.

09In modules

Where it helps most

10Related features

Tools that work alongside it

All features

11

Frequently asked questions

Which lists have a board, calendar, and timeline?

The board is on more than 20 lists, including opportunities, projects, orders, and service orders. The calendar is also on more than 20 lists, and the timeline is on more than 10, such as quotes, orders, invoices, and projects. You can also see contacts and products as cards, the organization as a diagram, and lab definitions as a table.

Can I drag quotes and orders forward on the board?

Boards for quotes, orders, and purchasing documents arrange documents in columns by status, but the cards can’t be dragged. You change a document’s status with the actions on its own screen. For quotes, orders, and purchase orders, you can also do this with a bulk action from the list. Cards can be dragged on lead, opportunity, project, and tender boards, and on support ticket, service order, and task boards too. Canceling a project or service order needs a reason, so it’s done from the record’s own screen.

Is there a Gantt chart?

Yes, in Tasks: drag a bar on the timeline to change its dates, or stretch it from its edge. Dependencies show as arrows, and the arrow turns amber when a waiting task starts before the task it waits on ends. For lists such as quotes, orders, contracts, and projects, the timeline shows the plan, and you change the dates on the record itself.

Do dependent tasks shift on their own when a task’s date changes?

Yes, if date shifting is on in the task list’s settings. When you push a due date later, IWB first shows which tasks will move and by how much, and if you confirm, it shifts them by business days. Tasks are never pulled earlier, and closed, undated, or tasks you aren’t allowed to update don’t shift. Dragging on the calendar doesn’t shift dependent tasks, and IWB tells you so in a notification.

Is my view and column layout saved?

Yes. The view you chose last, column order and width, hidden or pinned columns, and rows per page are saved in the browser you use. On another computer, the list opens with its default layout.

Who can see other people’s capacity in the workload table?

Everyone sees the capacity and colors of their own row. Capacity is HR information, so other people’s capacity and colored cells are visible only to those allowed to read that person’s employee record. Other rows list the hours without colors.