Task Boards and the Kanban Board

A task board is a Kanban view: tasks appear as cards in columns, and you move them across the board as work progresses. BusinessHRM supports multiple boards, so different teams or workflows can each have their own.

Where to find it

Tasks opens the Kanban board itself.
Task Boards opens the All Boards gallery, where every board is shown as a card.

The All Boards gallery

The All Boards page shows each board as a card with:

A coloured top strip (the board's colour).
The board name, and a Default Board badge on the default board.
Counts of columns and tasks.
Quick links to that board's Tasks list, Kanban board, Calendar, and Waiting Approval view.

From here you can create, import, edit, set-default, and delete boards (with the right permission).

Switching between boards

You can switch boards in two places:

On the board: click the board name at the top (it shows "All Boards / current board") to open the Switch Board dropdown, then pick another board.
From All Boards: click any board card.

The current board is part of the page address, so board links are shareable and you can have different boards open in different browser tabs.

How to create a board

Go to Work → Task Boards.
Click Add Board (also available in the Switch Board dropdown).
Enter a Board Name and choose a Label Color.
Click Save.

A new board is created with three starter columns: To Do, In Progress, and Done. The very first board you create becomes the default board.

Field	What it does	Required
Board Name	The board's name (must be unique in your company).	Yes
Label Color	The board's colour.	Yes

How to create a board from a template

On the All Boards page, click Import Board.
Browse the available templates (for example, Basic Kanban, Software Development, Scrum Sprint, Bug Tracking, Product Roadmap, Content Calendar, Marketing Campaign, Sales Pipeline, Recruitment, Employee Onboarding, Design Workflow).
Click Use Template on the one you want.

The new board is created with the template's columns instead of the default To Do / In Progress / Done.

How to edit, set default, or delete a board

From a board card's menu, or from the Switch Board dropdown:

Edit — change the board name and colour.
Set as Default Board — make it the board that opens by default.
Delete — remove the board. When you delete a board, its tasks are moved to your company's default status, then the board and its columns are removed.

The default board cannot be deleted, and there is no "set default" / "delete" option shown for the board that is already the default.

Moving tasks (drag and drop)

Drag a task card from one column to another to change its status:

Moving a card changes the task's status to that column.
Moving a card into Completed also records the completion date.
You can only drag cards you have permission to change the status of.
Moving a task into or out of Waiting Approval is blocked — use the approval workflow instead (see Task approval workflow).
On small screens, drag-and-drop is disabled and a notice is shown — use a desktop to reorder cards.
If your boards update live for other viewers, their boards refresh automatically when you move a card.

Filters on the board

The board's filter bar includes: date range, "date filter on" (start / due / completed), search, project, contact, assigned-to (with an Unassigned option), assigned-by, label, priority, task category, billable, milestone, plus a My Task quick filter.

Per-user column collapse

Click the collapse control on a column header to minimise it to a narrow strip. This preference is saved for you only and does not affect other users.

Permissions

Anyone who can view tasks can see boards, add tasks (with add-task permission), move their cards, filter, and collapse columns.
Creating, importing, editing, setting-default, and deleting boards (and managing columns) requires full board-management permission — effectively an admin-level setting.

Tips

Use a separate board per team or workflow (for example one board for delivery, one for sales pipeline) and switch between them with the board switcher.
Start from a template when a board matches a common workflow — it saves setting up columns by hand.
See Managing columns (statuses) to customise a board's columns.

AI agent instructions

You can teach the AI assistant how each board works. Write plain-English instructions once, and the assistant follows them every time it creates, updates, moves or reports on a task on that board.

There are two levels:

Level	What to write	Example
Board brief	Context and rules for every task on the board.	"This board is for client website projects. Every task needs a due date and the client's name in the title. Write in a friendly tone."
Column instructions	What should happen while a task sits in that column.	In Review: "Check the acceptance criteria in the description and list anything missing as a comment before moving the task to Done."

Where to add them

Manage Columns (in the board switcher menu, or the ⋯ menu / AI instructions on a board card in All Boards): one screen with the board brief and a box for every column.
The board's Add / Edit popup (board brief).
A column's ⋯ menu → AI Instructions, or the column's Add / Edit popup (that column only).

Boards and columns with instructions show a small robot icon; hover it to read the text. Board cards in All Boards show how many briefs a board has.

Who uses them

AI	What it does with the instructions
AI assistant (the chat button)	Reads them when you ask about a board, for example "What is stuck in In Progress on the Support board?" or "Which tasks in Review are missing acceptance criteria?". The chat assistant only reads: it does not create or change tasks.
Automations → AI Step	Lets the AI act on its own when something happens, for example when a task moves into a column. Set Let the AI make changes to Yes and it can create, update and move tasks following the board's instructions. It works as the person who created the automation, inside your company only.
Outside AI agents (REST API or MCP server)	An agent such as Claude connected to your account reads the same instructions before it creates or updates tasks for you.

Example: on a Support board, give the New column the instruction "Set the priority from the description and add a checklist of next steps". Then add an automation with the trigger Task → Status Changed, a condition that the status / column is New, and an AI Step with Let the AI make changes set to Yes. Each task that lands in New is then handled the way the column says.

Who can edit instructions: people who can manage task board statuses (the Add status permission set to All).