Working for a small but busy agency with several projects on the go, it was part of my role to find the best tools to manage the projects. I wanted visibility of all the projects on the go, what needs to be done by whom and by when. I found using Kanbanchi and G Suite amazingly helpful, very affordable and most importantly easy to train new contractors to use. I hope that this article will help if you are thinking about putting systems in place for your projects.

The best thing about Kanbanchi is the integration with the Google Suite Apps; it feels like a project management tool that Google would create! I also really love a visual tool to manage projects and this fits the bill. Users are able to see the status of each task and keep track of its progress and the visibility helps everyone involved to keep their focus on priorities and work together when needed.

As an agency we want to be able to share certain project information with our clients and the combination of Kanbanchi and G Suite allows us to do just that.

It really is a great option for anyone involved in projects who wants to work around Gmail and other Google products.

Things to consider

Provide training. You need to get your team on board with using this system otherwise the best case scenario is that projects may stay on track but you will waste a lot of time chasing up outside of Kanbanchi.  If used properly the team can communicate on the board allowing you to keep track of projects on the board without asking for updates or using email threads.

Kanbanchi have some great online help and training videos or we often create our own video tips to share with our team. We share one of our own videos with you below. ūüĎá

Create a board policy.   By making use of the colour tags and background colours of each card you can create a colour system which can be used throughout your cards and boards. This helps to  organise work visually and in my opinion makes Kanbanchi a pleasure to use!

Favourite features

The ability to send an email directly to the relevant board where it is added as a card that can then be customised.

The time tracking feature.

The percentage done feature for each card is great. It’s like a mini project plan.

The amazing granularity to customise tasks: tag names + tag colours + card colours + priority + start date + due date + assign people + attachments + etc


  • Press Ctrl while adding a new card to add it to the top of the list.
  • Until they bring out the option of duplicate cards to be managed across more than one board you can move cards between dashboards by using drag ‘n’ drop.
  • Add a link to your most important Kanban Board as a bookmark on your toolbar so it is easy to access.


  • To have a phone app!
  • You can have subcards I would like to have sub boards! ¬†A way round this is to add a card for related boards and add a link to open the dashboard. (You can just copy the URL from the address bar of your browser.)
  • Being able to add a list at the start of the board. The only way I can see to add a list is at the end of the board and I normally want my new lists to be at the beginning of the board. On a large board it is a little tedious dragging it along.
  • There is a feature to export the board to a Google Spreadsheet or CSV file but¬†I would like to be able to archive boards that I am not currently using so that my list of boards is tailored to the projects we are working on right now.¬†¬†
We started off with a free version of Kanbanchi but upgraded to a paid version a year ago. They have recently made changes to the availability of their free version and this is now not available to businesses. At the time of writing this they do offer a free one-month trial of fully-featured Kanbanchi and you don’t have to provide a credit card to try it out.¬† Visit the Kanbanchi website to find out more.

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