Step 1. Choose your 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 by 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.
Step 2. Schedule, complete and archive cards
When you’re all set, it’s time to start planning. There are several ways to add a new card to Planyway:
1. 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.
2. In the Planyway tasklist/board panel. Click Add a card at the bottom of any list or + in between cards. Drag and drop the card from the tasklist/board panel to the calendar or timeline.
3. 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 and Power-Up users can schedule Planyway dates directly from the Trello card editor.
As we all know, 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.
Step 3. Assign, color-code and collaborate
Planyway is all about the team. You can assign tasks and checklist items to your members by dropping them to the timeline grouped by members.
Or use the “M” shortcut in the Calendar view or in the tasklist/board panel.
Color-coding your cards can help with checking status updates, identifying a team that’s responsible for a project stage, or simply spotting a Trello board that a card is coming from.
To assign a label to a card, open a card and find the Labels field. You can add new colors and rename labels there as well.
To keep all communications in one place, you can drop related files to cards and leave messages to your teammates in the comments. It’ll allow you to centralize task-related conversations and to stay synchronized with your team.
And, undoubtedly, it would be helpful to receive notifications and reminders about the ongoing tasks. Click on the bell, find the icon there to get to the settings and adopt them to your preferences.
Please refer to the Notification center article to learn more about notifications and reminders.
Step 4. Create collections, connect boards and calendars
Planyway is a place where you can manage your Trello cards and calendar events. The collection plays a significant role in this context. What’s a collection, you ask?
A collection is a set of the connected Trello account, Google, Outlook and iCal calendars. You can create as many collections as you wish.
To create a new collection, click on the + icon in the left sidebar. Come up with a name and pick a color.
Once that’s done, select Trello boards you’d like to connect. No worries, you’ll be able to change the selection at any moment:
When later you need to switch between connected boards, click on the drop-down menu at the top left of the opened board.
Additionally, you can connect your Google and Outlook calendars to see, edit and create new Google or Outlook events right from Planyway. Check the Integrations section to learn more.
So, your collection is almost set, now you can invite team members to collaborate.
There are 2 options how you can open the sharing menu:
3-dot menu next to your collection’s name in the sidebar.
Share button in the right corner of the toolbar.
When someone joins your collection, they will see the shared boards and calendars the way you configured them. However, further changes will be independent for each member.
Step 5. Sync Trello cards to Google Calendar
With the help of Planyway, you can sync your Trello cards to Google Calendar for quick 2-way sync. This means it’ll be possible to view and modify your Trello cards from Google Calendar.
Each board will become a new calendar in your main Google Calendar. To enable the sync, open the 3-dot menu next to a board’s name and select the option Sync to Google Calendar.
To learn how to sync only the cards assigned to you or how to keep the color-coding you apply in Trello, check the article on Google Calendar Integration.
Finally, now you should be ready to get to planning!
We’re just a message away if you have any questions. Feel free to reach out via the Contact support form in the app, or shoot us an email at firstname.lastname@example.org.