Creating and Managing A Project Kanban Board
The Kanban board represents the day-to-day execution of a project.
While projects track delivery at a high level, the Kanban board captures the work as it actually unfolds — tasks being added, moved, refined, and completed over time.
Each project has its own Kanban board.
Accessing the Kanban Board
Once a project has been created, its Kanban board becomes available automatically.
To access the Kanban board:
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1. Navigate to Projects from the WebDev CRM menu
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2. Identify the project you want to work on
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3. Left-Click the Open button or open in new window Icon
The board opens in the context of the project, ensuring all work remains connected to the correct client and delivery history.
Understanding the Board Structure
A Kanban board is made up of:
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1. Columns, which represent stages of work
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2. Kanban cards, which represent individual pieces of work
Columns move work forward visually, while cards capture what is actually being done.
Adding Columns
Columns define how work flows through the project.
To add a column:
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1. Open the project’s Kanban board
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2. Click Add Column
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3. Left-Click on the Column name to edit it
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4. Left-Click Hold and drag on the top of the column to re-position it amongst the other columns if desired
Columns can represent any workflow that makes sense for the project, such as planning, review, or testing.
Editing & Moving Columns
Column names and structure can change as a project evolves.
To edit a column:
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1. Open the project’s Kanban board
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2. Left-Click on the Column name to edit it
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3. Left-Click Hold and drag on the top of the column to re-position it amongst the other columns if desired
Changes apply immediately and do not affect existing cards beyond how they are grouped visually.
Adding Kanban Cards
Kanban cards represent individual pieces of work within the project.
To add a card:
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1. Open the project’s Kanban board
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2. Select the column where the work should begin
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3. Click Add Card
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4. Enter the card details by left-clicking on each area and inputing information such as the card header, name, description and assign it to a WordPress user
The card is saved immediately to the database. Cards can represent tasks, fixes, enhancements, or any unit of work that makes sense for the project.
Add Information & Tasks Inside Kanban Cards
Work changes over time, and internal card information and tasks can be updated as needed.
To edit a card:
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1. Open the project’s Kanban board
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2. Select the card you wish edit
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3. Click the open card icon in the top right corner of the card
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4. Enter the card details by left-clicking on each area. Things that can be added are checklist items and comments to track card and task progress
Edits are reflected immediately in the card.
Moving Columns and Cards
The Kanban board is fully interactive.
Moving cards
Cards can be dragged between columns as work progresses. This visually reflects the current state of each task.
Moving columns
Columns themselves can also be rearranged to reflect changes in workflow or priorities.
These movements do not alter the underlying project — they simply reflect how work is progressing.
How Kanban Cards Affect Project Progress
Project progress is calculated directly from the Kanban board.
Each card represents an equal portion of the project’s completion.
For example:
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If a project has 10 Kanban cards, each card represents 10%
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As cards are moved into the Complete column, the project’s percentage complete increases
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When all cards are in the Complete column, the project reaches 100%
This ensures progress is:
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Transparent
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Consistent
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Based on real work, not estimates
How This Appears in the Client Portal
The project’s percentage complete and status — driven by the Kanban board — are reflected in the client portal.
Clients see:
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Overall project progress
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A clear indication of delivery status
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Updates that reflect real movement, not manual reporting
This reduces the need for frequent status updates while maintaining clarity.
How Kanban Cards Affect Project Progress
Kanban boards are designed to evolve.
Cards are added, completed, or revised.
Columns shift as the project matures.
Progress adjusts automatically as work moves forward.
By tying project completion directly to the Kanban board, WebDev CRM keeps delivery grounded in actual activity — not subjective reporting.
