Task Board, Set up and Daily Use (now live)

What the Task Board does

Tasks keep personal work moving. The Task Board keeps the shop moving. It is a visual, Kanban-style board that organizes tasks by Resource such as departments, machines, or services. For example, Resources might include Design, Sales, Printer 1, or Install Crew A. This gives managers a shop-wide view of workload by Resource and helps identify bottlenecks so work can move forward with a few clicks.

Your Task List and calendar remain your personal view of work, while the Task Board is the shared view of flow. Tasks created anywhere in SignTracker appear on the board. Pair it with Job Flow, which shows where each job sits in the lifecycle, while the Task Board shows who is doing the next step and on what Resource.

Watch the Overview Video
 

Before you start

• You can keep using the Task List. It is not going away.
• The board shows active tasks on active jobs. Done tasks are hidden by default. You can reveal them with a filter.

• Filters are per-user and persist when you navigate away and return.

   

Preparing Your SignTracker Account for the Task Board

If old tasks and jobs aren’t cleaned up before using the Task Board, the “None” column will quickly become overloaded with unassigned or outdated tasks, making it harder for your team to see what really needs attention. Follow these steps to prepare your account:

1. Clean Up Old Tasks
   The easiest way to do this is from the Task List. Filter by:
   • View tasks by: All Employees
   • Scheduled: Anytime
   • That Are: Not Done

Then select the Done button for each completed task so only active work carries over to the board.
 

2. Archive Completed Jobs
   The easiest way to do this is from the Job List.
   • Navigate to the Jobs List.
   • Under the Created column, select the up arrow to sort by date.

To archive a job, go to the Stage column and select Archived in the drop-down for that job.

Key terms

• Resource: A column on the board such as Sales, Design, Router, Paint, Printer 1, Printer 2, Install. You can edit this list. Column order follows the Resource order.
• Card: A task on the board. Card fields can be shown or hidden in Task Board Visibility settings.
• None column: Where tasks land when no Resource is assigned. Common when tasks were created from jobs or the Task List.

Step 1, Configure what your team sees

1. Open Task Settings.
2. In Task Board Visibility, choose which fields appear on each card, such as flags, notes, due date, attachments, or assigned employee. Save your changes.
3. In Resources, add, rename, sort, or delete Resources. Use clear labels like “Design,” “Printer 1,” or “Install Crew A.” The order you set here determines the column order on the board. Defaults are provided and can be edited.
4. Drag and Drop Resources to change their order. The order you set here controls the layout of columns on the Task Board.

Tip: If many cards appear in None, you likely have tasks without a Resource. Use filters, then reassign from the board to clean up.

Step 2, Open the Task Board

Go to Setup ? Task Settings ? Task Board. You will see Resource columns and any tasks that are not done.

Step 3, Create a task from the board

1. Create a task from the board using either the top right button or the + sign next to a column, which auto-assigns the resource.
2. Enter Name, Status, Job. These are required.
3. Optional fields, Resource, Priority Flag, Assigned Employee, Description, Due Date.
4. Save. Once a job is selected, the task card will pull the job’s attachments, notes, and customer details to the card.

Note: Resource is optional but if you don't have a resource assigned your task will be maintained in the 'NONE' column.

Step 4, Assign and update from task cards

You can only assign a Resource from the Task Board. If you create tasks from Task Templates or within a job, those tasks will still appear on the board, but they will show up under NONE until you assign a Resource from the Job view or directly on the Task Board.

• Open a card by selecting the three dots in the corner to set or update the Resource, Employee, Status, Priority, or Due Date.
• Mark as Done when complete. Done tasks drop off the board unless you filter for them. Edits and status changes always stay in sync with the Task List.
• Drag and Drop to sort tasks within a column or move them between Resource columns. This is the fastest way to rebalance workloads or update task order.

Tip: When you assign a Task Template to a job, filter the Task Board by that job number. Then edit the tasks or drag and drop them to assign a Resource.

Step 5, Find the right work fast

Use Search for Title or Description. Use Filters to narrow the board.

• Filter by Employee, Job, Status. One selection per category. A tally shows how many filters are active, up to three.
• Filters also apply to None, which helps when assigning Resources to a single job’s unassigned tasks.
• To review completed work, set Status = Done in filters.

Step 6: Make Quick Updates with the Task Card Modal

Tasks can be created and edited from the board view using the Task Card Modal.

Required fields when creating a task:

• Name
• Status
• Job

Additional fields available in the modal:

• Description
• Resource
• Priority Flag
• Due Date
• Assigned Employee
   

When a Job is selected, its attachments, notes, and customer details automatically populate on the card.
You can also edit or delete tasks directly from the modal. Done tasks will not appear on the board unless you use a filter to display them.
 

Daily workflow examples

For workers

• Start of shift: Filter to your name or your Resource. Review flags and due dates on your column.
• During the day: Open cards for job notes and attachments so you have the correct files.
• End of shift: Mark cards done or update status so the next crew sees a clean queue.
   

For managers and leads

• Standup meeting: Scan columns to spot bottlenecks, then reassign to balance load across Resources.
• Midday check: Filter to High-priority tasks and confirm the right Resources are working them.
• Equipment issue: If a machine is down, filter its column and reassign cards to backup equipment.
   

Keep data healthy

• Close tasks as work completes and archive old jobs. Very high task counts can impact performance, especially if many tasks remain open with no Resource.
• Give every employee a unique login so their personal filters and views persist correctly.
   

What the Task Board works with

• Task List: Same task records. Update in one place, it updates in the other. The Task List remains the best place for personal task queues.
• Job Flow Board: Use Job Flow for job lifecycle status. Use Task Board for who is doing the next piece of work on which Resource.
   

FAQ

Why are so many cards in “None”?
They were created without a Resource, often from the Task List or inside a job. Filter by Job, then assign a Resource on the board.

Can I see done tasks on the board?
Yes, set Status filter to Done. Otherwise they are hidden.

Do Resource changes sync to the Task List?
Yes. It is the same task record viewed two ways.