Kanban board is one of the ways to work with leads and deals in CRM. It helps manage sales and interact with elements by dividing the process into stages.
Such a visual display helps to quickly navigate and plan your work with leads and deals.
💡The Kanban board is also available for contacts and companies. But the principle of work here is different. On the Kanban board, the elements are distributed by stages, which take into account the upcoming dates of activities scheduled for contacts or companies.
If you work with Smart Objects and have enabled the Support of directions option for them, you can also use the board mode.
🔍 You can learn more about Smart Objects, their features, and how to work with them in Uspacy in this section.
Appearance
The board is a virtual planner for working on leads and deals, which consists of certain stages that are created by users.
🌟 In deals for each funnel, you can configure your own stages.
🔍 You can read more on how to work with multifunnels in the following article.
Each stage is a separate column which contains a lead or a deal.
You can also see how many elements each of the stages contains.
In addition, a useful option for deals is the display of the total cost.
What does this mean? The system calculates the total value of all deals located at each stage of the funnel.
💡 Of course, this feature is also available for leads and Smart Objects. However, to ensure it works correctly, support of products must be enabled in their settings.
When you hover your cursor, the total cost will be displayed in the primary currency of the Space, as set in the settings. This amount will match the one shown directly above the stage.
In addition, if you're using other currencies for some deals (leads or Smart Objects), their totals are not included in the general amount but are displayed separately. The number of items using each currency is shown in parentheses.
Applying filters on the board causes the totals in each column to include only the deals (leads, POs) that meet the filter criteria.
Deals (leads) can be easily moved between stages. To do this, just click and drag the element.
You can also change the order of the stages themselves.
Element card
Deals (leads or Smart Object elements) are individual block-style cards placed in the stage you need. Each card contains brief information about the element:
- Name
- Amount (always required for deals, and for leads if the support of products option is enabled)
- Related company (for deals) or Source (for leads)
- Related contact (for deals) or Creation date and time (for leads)
- Person responsible
- Related tasks
- Scheduled activities
- Notes
Most elements of the card are interactive, meaning you can interact with them. We discuss this in more detail in another part of the article.
Board sorting
Just like in a list view, the board view allows you to sort data—elements within each funnel stage—in either ascending or descending order.
🌟 This functionality is only available on commercial plans. You can find more details about the features of different pricing plans ➡️ on a separate page of our website.
Each stage has a special indicator—arrows that are responsible for sorting the content.
💡 By default, elements in columns are sorted by their number in descending order (i.e., from a larger value to a smaller one).
💡 Additionally, sorting elements on the board does NOT affect the sorting in the list view (and vice versa).
Clicking the arrow button will open a window where you can change the sorting conditions, specifically:
🟣 Field is the parameter by which the sorting directly occurs.
🟣 Order determines the display sequence of elements: ascending or descending.
🟣 Application method specifies whether the configured conditions will apply only to the selected stage or to all columns at once.
Click Apply for the sorting condition changes to take effect with the new parameters.
As a result, you will see the elements in the stage (or stages) exactly as it's convenient for you.
🪄 For example, in our case: We want to display deals in the "Time spent for completion" stage according to the ascending deal amount in each subsequent element (i.e., starting from the minimum to the maximum).
How to create a new stage?
To do this, click on the three-dot icon next to the stage where you want to create a new one. Then, in the menu, select Add stage to the right.
🌟 Only the administrator or the Space owner can create stages.
💡Only intermediate stages can be added. The initial and final ones can be configured.
Next, specify its name and select a color. The color can be selected from among the standard ones. Or customize your own using a palette or specifying a HEX code.
In order for the stage to be added to the Kanban board and saved, be sure to click on the check mark.
The stage is now active and can be used for work on deals (leads or Smart Objects).
How to hide (collapse) a stage?
To do this, click the arrow icon on the desired stage.
As a result, the stage will collapse and save space on your board.
Of course, you can return the stage to its original view at any time. Just click the arrow again.
💡 You can collapse a stage whether it contains elements or not.
How to edit a stage?
To do this, click on the three-dot icon next to the stage you want to modify. Then, in the menu, select Edit.
🌟 Only the administrator or the Space owner can edit stages.
Next, make the necessary changes to the stage name and/or color.
Then click the checkmark to save.
How to delete a stage?
To do this, click on the three-dot icon next to the stage you want to modify. Then, in the menu, select Delete.
🌟 Only the administrator or the Space owner can delete stages.
However, you won’t be able to delete a stage that still has at least one element assigned to it.
So first, clear the stage of all deals (leads or Smart Objects), and only then proceed with deletion.
Once confirmed, the stage will be removed and will no longer appear on the board.
❗️Important: Check your filters when deleting an empty stage to make sure no elements are actually assigned to it.
For example, you may want to delete a stage that seems empty at first glance—but it’s actually not.
It might initially look like the deletion worked. The system will even ask you to confirm your action, and the stage will appear to be deleted.
However, after refreshing the page, you'll see that the stage is still there.
If you reset or adjust your filters, you'll find that the stage wasn’t truly empty after all.
Actions with elements on the board
When you click on the three-dot icon, an interaction menu appears for the deal (lead or Smart Object). It includes the following options: Edit, Copy link, and Delete.
Clicking Edit opens the element card in edit mode. You can make changes to the necessary fields. After that, click Save. The changes will be applied instantly.
Clicking the Copy link will trigger a system notification confirming the action was successful.
You can share this link with colleagues in chat or paste it into your browser's address bar to open the element in a new tab.
Clicking Delete opens a confirmation window.
❗️Deleted elements and the data they contain cannot be restored.
Creating deals (leads) on the Kanban board
In the Kanban mode, you can use a typical and detailed way to add elements, which involves filling out all the necessary information in the CRM card at once. To do this, you need to click on the appropriate button.
A new element card will open. It is necessary to fill out all necessary data for work.
Or you can use the quick creation form of elements, which is only available when working with the Kanban board. To do this, you need to click on the plus sign, which is located under the name of each of the stages.
In this form, you need to enter basic data about the element.
Related tasks, activities, and notes
As previously mentioned, deal cards (for leads or Smart Objects) on the board include a special indicator that shows whether the element has any related tasks.
Clicking this indicator expands an additional tab containing a list of tasks.
Clicking on the name of a task opens its card, while clicking the priority icon allows you to quickly edit that parameter.
Similarly, deal cards (for leads or Smart Objects) also include an indicator showing whether there are any scheduled activities linked to the element.
Clicking on the activity name opens its card, and clicking the priority icon lets you quickly edit it.
In addition, there’s a dedicated indicator showing the number of notes left in the deal (lead or Smart Object) card.
Task search and filters
There is a search bar and filters above the Kanban board.
Filters help to find a certain group of elements that are united by common features. For example, you can configure the display of only those deals (leads) that have the status In progress.
Or find all the elements you are responsible for that have activities scheduled for this week or that were scheduled earlier.
Using the search bar, you can find deals (leads or Smart Objects) by their name.
❗️Please note that the search must take filter settings into account. The values specified in each of the filters will affect the search result.
If you have additional questions or you need to contact the support, send a request to this email [email protected]
Created: November 9, 2023 / Updated: November 14, 2025