Getting started guide
Good to see you here! This article will guide you through the basics of how to get started with Planyway. It’s hard to start fresh sometimes, so we’ll keep it simple.
Choose the view
Below, you’ll find a compact description of each of the Planyway view modes. You can switch between them in the app seamlessly, depending on how you need to visualize your and your team’s tasks at a particular moment.
To not just see cards on a board, as you do in Trello, but also create Board Swimlanes by grouping cards by member or label, pick the board view in Planyway.
If you have several boards connected, you can switch between their lists by opening the drop-down menu above the main working area.
See more about connecting multiple boards here.
The timeline lets you see and manage the workflow at any angle as you can group cards on the timeline by the assigned member, label, list, or board. Plan tasks on a more granular level with hourly and daily scale or do it long-term by zooming out till weeks, months, quarters, and even years.
The calendar helps to manage your personal and team schedules in the calendar format, which you can scale to daily, 3-day, weekly and monthly views.
In the time tracking tab, you can track your team’s performance and see how much time your team spends on a given task or project.
Add and schedule cards
There are several ways to add a new card to Planyway:
- On the calendar/timeline. Click on the date and time on the calendar/timeline where you want a new card to start. Stretch to a side to define its duration.
- In the Planyway task panel. Click Add a card at the bottom of any list or + in between cards. Drag and drop the card from the task panel to the calendar or timeline.
- In Trello by adding due dates. Trello cards with due dates will sync automatically and will be visualized in Planyway straight away. Planyway Chrome extension users can schedule Planyway dates directly from the Trello card editor.
Visualize checklist items
Break your cards into subtasks by adding checklists. You can add as many checklists as you’d like, each with its own set of subtasks. Open a card’s quick menu and select Add checklist item, assign a date range and a member. Once you set a date range, a checklist item will appear on the timeline/calendar.
To learn more about other features, like reminders, filters, dependencies, recurring tasks, please check Help > Features.
Complete and archive cards
There’s nothing quite like crossing off a task when it’s finished! To mark a card as completed, hover over a card and click the check icon .
To archive a card, hover over a card’s name and press the C key. Or right-click a card and choose the Archive option.
For more shortcuts, please check the article on Planyway tips and tricks.
Display cards from multiple boards
In Planyway you can track tasks from several boards on one timeline or calendar. Find the Connected boards section in the left sidebar and click + to connect other boards.
To switch between task panels of the connected boards, click on the drop-down menu at the top left of the task panel.
Integrate calendars (Google, Outlook, iCal)
With the help of Planyway, you can sync your Trello cards to the Google calendar for quick 2-way sync. This means it’ll be possible to view and modify your Trello cards from the Google calendar.
Additionally, you can connect your Google and Outlook calendars to see, edit and create new Google or Outlook events right from Planyway.
And last, but not least, not as quick, but still a very reliable connection can be established via iCal (URL). This option allows the view-only synchronization.
Please check the Integrations section on our help page to learn more.
Each Planyway board has its own settings. When you change the settings for one board, they don’t automatically apply to all connected boards.
So what are some of the settings that you can modify?
- Work hours. You can hide non-working hours in the View settings in the day, 3-day and weekly views.
- Regional format. Planyway is available only in English and Russian for now. By changing the regional settings you can switch from 12h to 24h time format and translate the name of the weekdays.
- Link Due Date/Time to. Planyway and Trello are linked by the Trello due date. You can link this date to the start or end date of the Planyway card.
- Default card duration. It defines the default duration for newly created cards. E.g., when you add a due date and time to a Trello card, Planyway will sync this card as an all-day card if the default duration is 1 day.
Define view parameters
Besides the settings mentioned above, you can select which fields to show on cards and choose what you’d like to see on your calendar/timeline.
Click View to manage the visibility of weekends, archived cards, check items, time entries and milestones.
Set up the appearance of Planyway cards by turning the card view toggles on and off:
Dates - show start and end dates on the cards.
Boards - show to which connected board a card belongs to.
Estimation - show added estimation.
Tracked time - show tracked time.
Checklist item - show the number of open and completed checklist items.
Card number - show the Trello card number on your cards in Planyway.
Choose how to access Planyway
There are 4 options to choose from:
Power-Up for your Trello boards. Allows you to open Planyway as a pop-up window on your Trello board, or minimize and move it to the bottom of the screen.
Web app. Allows to plan tasks in a separate tab while staying fully synced with Trello.
Microsoft Teams app. Allows you to use Planyway without leaving your collaboration tool.
You can freely switch between platforms at any time. The content you see in Planyway would be the same for each platform.
Install mobile apps
Does all my team see what I see?
Not exactly. Each team member can set their own view in Planyway (connect boards and calendars, group the timeline, apply filters, hide weekends, etc). Nonetheless, cards from shared boards will have the same dates and assignees for every board member.
Can I share the view I created with others?
Every team member should set up Planyway to their preferences.
Can non-Trello users see my Planyway?
Only Trello users can access and use Planyway for Trello.
How can I restrict permissions for some users?
Planyway doesn’t have permissions of its own and adheres to the Trello’s ones. If a team member can modify a card on a Trello board, they can do it in Planyway too. To minimize the access to Planyway, you can remove the Planyway Power-Up (since the Planyway Power-Up button is visible to everyone on the board) and use the web app or our extension for Chrome instead.
Does Planyway have automations?
Planyway doesn't have automations of its own, but it adheres to the Butler rules. Butler is an automation tool integrated into Trello. Here's the Trello article to learn more — An Introduction to Butler.