Getting started guide
Maria from Planyway avatar
Written by Maria from Planyway
Updated over a week ago

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 (try to 😅) keep it simple.

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.

Time tracking

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.

To learn about time tracking, please take a look at the Time Tracking and Time Estimation help articles.

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.

Tip: Resize cards on the timeline/calendar by stretching to change their duration. Reschedule cards by dragging and dropping them to other dates.

Note: In the description section inside a Trello card, you will see the clickable link Planyway Data - do not delete this link. Please make sure it's not deleted as it is the place where we store Planyway data.

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.

Tip: To show the archived cards on the timeline/calendar choose this option in the View settings.

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.

Note: Each card can have any number of assignees, whereas a subtask can have just one.

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.

Note: You can connect only one Trello account to all Planyway collections.

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.

Tip: Each collection can have a different set of connected calendars.

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.

Note: Make sure that your teammates are members of those boards that you want to add to mutual collections. Personal boards and calendars won’t be shared with the team.

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

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