How to Create and Customize Boards
Why This Matters
Boards give you a drag-and-drop visual workspace for managing contacts through any process. Whether you're tracking sales leads, onboarding new clients, managing service requests, or following up after events, Boards display your contacts as cards that move through customizable stages. This visual approach helps you see your entire pipeline at a glance, identify bottlenecks, and ensure no contact falls through the cracks.
Creating multiple Boards lets you manage different processes simultaneously—one Board for your sales pipeline, another for client onboarding, and a third for project delivery. Each Board can have unique stages and access permissions, giving you flexibility to match your exact business workflows.
Watch & Learn
🎥 Video: Boards
Step-by-Step Instructions
1. Navigate to Boards
Go to Contacts > Boards in the main navigation menu.
This takes you to the Boards area where you can view existing Boards or create new ones.
2. Click Add Board
Click the Add Board button to begin creating a new Board.
A new Board creation dialog opens where you'll configure your Board settings.
3. Name Your Board
Enter a descriptive name that clearly identifies the purpose of this Board. Use names like "Sales Pipeline," "Client Onboarding," "Service Requests," or "Q4 Event Follow-up."
Clear naming helps your team immediately understand which Board to use for different types of contacts. If you manage multiple Boards, good naming becomes essential for efficient workflow.
4. Configure Board Settings
Click Board Settings to control who can view or edit the Board.
Board access controls let you restrict visibility to specific team members or departments. This is particularly important if you have sensitive information on certain Boards or want to keep teams focused on their own pipelines.
5. Save Your Board
Click Save to create the Board with your settings.
Your new Board appears in the Boards dropdown menu and is ready to use. The system creates default stages automatically, which you can customize in the next steps.
6. Access Board Settings to Edit
To edit an existing Board, select it from the Boards dropdown menu, then click Board Settings.
This opens the same configuration panel where you can change the Board name or update access permissions at any time.
7. Customize Column Names and Colors
Click the three dots in the top-right corner of any column to access column customization options.
Choose Column Settings to open the column configuration panel where you can rename the stage and change its color.
8. Rename Stages to Match Your Process
Update the column name to reflect your specific workflow stage. For example, change generic stage names to match your process: "New Lead," "Qualified," "Proposal Sent," "Negotiation," or "Closed Won."
Stage names should be clear and unambiguous so anyone on your team immediately understands what each stage represents.
9. Assign Column Colors
Choose a color for each column that helps you visually distinguish stages at a glance.
Color coding makes it easier to scan your Board quickly. Many teams use green for completed stages, yellow for in-progress, and red for urgent or stuck contacts.
10. Reorder Columns
Use the Move Left or Move Right buttons to reposition columns in the order that matches your workflow progression.
Columns should flow from left to right in the sequence contacts naturally move through your process—from initial contact to completion.
11. Add New Columns
To add a new stage, click the three dots on the far-right column and select Add Column.
This creates a new stage at the end of your Board. You can then rename it, color it, and move it to the appropriate position in your workflow.
12. Remove Unnecessary Columns
If a column isn't needed, access its Column Settings and look for the delete or remove option.
The system typically requires you to move any contacts out of a stage before allowing deletion, preventing accidental data loss.
Questions and Answers
Q: Can I use Boards for different types of processes?
A: Yes. You can create as many Boards as needed—for example, one for leads, one for clients, and one for projects. Each Board operates independently with its own stages and settings.
Q: Can other team members see or use my Boards?
A: Only if you give them access. Use Board Settings to control who can view or edit each Board. This lets you keep certain pipelines private or restrict editing permissions to specific team members.
Q: Can I rename columns to fit my workflow?
A: Yes. Each column can have its own name and color to match your process. Update column names as often as needed to reflect changes in your workflow.
Q: What happens if I move a contact from one Board to another?
A: The contact is removed from the first Board and placed into the column you selected on the new Board. The contact's underlying record remains unchanged—only their Board placement changes.
Q: Can I delete a Board?
A: Yes. Go to Board Settings and use the Delete option. Make sure you've moved or backed up any contacts on that Board before deletion if you want to preserve that information.
Q: Is there a limit to the number of Boards or columns?
A: There's no official limit, but keeping your structure organized improves clarity and performance. Most teams work well with 3-5 Boards and 5-8 stages per Board.
Q: Can I copy a Board from one account to another?
A: No. Boards are unique to each system and cannot be copied between databases. You'll need to recreate Board structures manually in different accounts.
Q: How many contacts can I have on a Board?
A: Boards can handle large numbers of contacts, but performance is best when you actively manage your pipeline. Archive completed contacts or remove contacts that are no longer relevant to keep your Boards focused.
Q: Can I change column order after contacts are already on the Board?
A: Yes. Reordering columns doesn't affect the contacts placed in those stages—it just changes the visual display order. Contacts remain in their assigned stages regardless of column positioning.
Q: Do changes to Board Settings affect all users immediately?
A: Yes. When you save changes to a Board's name, columns, or access settings, all users see the updated Board immediately. This ensures everyone works with the same pipeline structure.
Guide Type: How-To Guide
Estimated Time: 8 minutes
Video Transcript
Get a quick and clear overview of your client’s journey using boards.
As your leads move from stage to stage you can manually move them along the path. Like this.
Or the leads can move automatically based on automated workflow rules.
Click on any contact’s name to go directly to that contact record.
You can have multiple boards, and boards are completely customizable, so you can use them for pipeline management or for any other journey you have for your contacts.