Tasks & the Kanban board

Job cards are how the work gets done. Every piece of client work, a bug fix, a content update, a monthly care-plan checklist, a renewal to chase, lives as a card you can assign, prioritise, break into steps and track to completion. View them as a list when you want to filter and triage, or as a Kanban board when you want to see the whole pipeline move.

What a job card holds

Open a card and you get everything about that piece of work in one place:

• Title and description. What needs doing, in as much or as little detail as you like.
• Client and site. Who it is for, and which of their websites it concerns.
• Assignee. The team member who owns it.
• Priority. Low, medium, high or urgent. Urgent and high cards float to the top of the board.
• Category tags. Free-text labels, so you can group cards by the kind of work.
• Due date and follow-up. When it is due, with an optional lead time so it surfaces early, plus a separate follow-up reminder.
• Billable flag. Marks the card as chargeable, so the time logged against it feeds your invoicing.

The columns: how work flows

Every card sits in one of four statuses, which are the columns on the Kanban board:

• To do. Accepted work not yet started.
• In progress. Someone is actively on it.
• Blocked. Waiting on something, a client reply, an asset, a third party.
• Done. Finished. Moving a card here stamps its completion time automatically.

On the board you drag a card from one column to the next and its status updates instantly. The Done column only shows cards completed in the last 30 days, so the board stays focused on live work rather than becoming an ever-growing archive. Within each column, urgent and high-priority cards sit at the top, then cards are ordered by how soon they are due.

List view and filtering

When you want to triage rather than watch the pipeline, switch to the list. It renders the same cards with filter pills so you can narrow to exactly what you need:

• Open work, or completed, overdue, due soon (within seven days) or snoozed.
• By client, by site, by assignee, or by priority.

The list also shows each card's checklist progress, so you can see how far along a job is without opening it.

Checklists: breaking a card into steps

Any card can hold a checklist of items. Each item is a single step with its own optional note, due date and time estimate, and you tick items off as you go. The card shows a running "3 of 8 done" progress so a big job never feels like a single daunting block. If you have AI enabled, TLDTrack can suggest a sensible checklist from the card's title and context, which you can then edit. Checklists are also where the timer lives, so the time you spend on each step rolls up to the card. See time tracking.

Notes and activity

Two running records sit on every card:

• Notes are the human conversation: comments you and your team leave as the work progresses, each stamped with who wrote it and when.
• Activity is the automatic audit trail: when the card was created and completed, when its status changed, when checklist items were added, ticked or edited, and by whom. You never write to it, it simply records what happened.

Together they mean you can always reconstruct what was done, by whom, and in what order, which is invaluable when a client asks or when a job is picked up by someone new.

Snoozing work until it matters

Not every card needs to be in your face today. Snoozing a card hides it from the open, overdue and due-soon lists until a chosen moment, then it reappears on its own. Quick presets snooze until tomorrow, in three days, next week or next month, and you can clear a snooze at any time. It keeps the board honest: what you can see is what actually needs attention now.

Cards that repeat

Routine work, monthly maintenance, quarterly reviews, does not need re-creating each time. A card can be set to recur, and completing it schedules the next occurrence automatically instead of just closing. That is covered in full in recurring tasks.

Creating and moving a card

1. 1
   In the agency workspace, open the job cards board and choose to add a card. Give it a title, then set the client, site, assignee, priority and due date.
2. 2
   Break it into a checklist if it has more than one step, or let AI suggest one and tidy it up.
3. 3
   Drag it across the board as work progresses: To do, In progress, and Blocked if you are waiting on something.
4. 4
   Leave notes as you go so the next person has the context. The activity trail records the rest for you.
5. 5
   When it is finished, drag it to Done. If the card is billable, the logged time is ready to turn into an invoice line.

Good to know

• Moving a card to Done stamps its completion time; moving it back out clears it. The two stay in sync.
• The Done column shows only the last 30 days of completed cards to keep the board clean. Older completed work is still there in the list view under the completed filter.
• Snoozed cards are hidden from open-flavoured lists, not deleted, and return automatically.
• Marking a card billable is what connects the work to money: the time logged on it can become an invoice line for the client.
• Job cards are part of the Agency CRM. It is included on the Agency plan and is a paid add-on on Starter and Pro.

Where to manage job cards