Creating a Project

Projects are shared Kanban boards where you and a partner do work together: an onboarding plan, a joint launch, an integration build. Cards move through stages, carry tasks and files, and the description is genuinely collaborative, so two people can type in it at once.

Where to find it: Click Projects in the main navigation.

Who can use this: Anyone on your team with access to Projects. Requires the Projects module, which Journeybee support enables for you.

Boards and stages

A board is a Kanban board, and its columns are stages. You can have as many boards as you like, each with its own stages and cards, and switch between them from the board list.

Every stage has a label, a colour, and a phase. The phase is the shared lifecycle meaning behind your own column name: Backlog, Planned, In Progress, In Review, On Hold, Completed or Cancelled.

Phases matter more than they look. Because every board can name its columns differently, reporting and workflow triggers work on the phase rather than the column, so a workflow that fires when a card reaches Completed works across all your boards.

Managing stages

The context menu on a stage lets you:

Edit the label.
Change the colour.
Set the phase.
Move it left or right.
Hide or show the column.
Delete it, but only when it holds no cards.

Hidden columns are collapsed out of the way rather than deleted, which is the tidy way to handle a Cancelled column you rarely need.

Managing boards

Use Create board to add one and the board actions menu to remove one. Removing a board cannot be undone, and you cannot remove the last board.

Create a card

Click New project, or Create from template to start from one you saved earlier.

Card fields

Title
Stage: which column it sits in.
Tags: for filtering, from your usual tags.
Assignees: your own team members.
Partners: the partnership this card belongs to.
Partner users: the specific people at that partner who should see it.

The last two are what make a card visible to a partner at all. A card with no partnership is internal to your team.

Working on a card

Opening a card gives you five tabs.

Description

A rich text editor with real-time collaborative editing: headings, lists, tables, code blocks and formatting, and several people typing at once without overwriting each other.

Ask AI will draft or rework content for you inside the editor.

Tasks

A checklist on the card. Tasks can be assigned and ticked off, and assigning one sends the assignee a notification. This is the part partners actually use, so write tasks as instructions rather than reminders to yourself.

Comments

Threaded discussion with @mentions. Mentioning someone notifies them, which is the quickest way to pull a colleague or a partner contact into a decision.

Attachments

Files uploaded to the card, visible to everyone who can see it.

Engagement

Who has looked at this card and when. Useful for telling apart a partner who is stuck from one who has not opened it.

Real-time collaboration

Everything on a board is live. Descriptions sync as they are typed, and title changes, stage moves and assignee changes appear immediately for everyone with the board open. Nobody needs to refresh, and there is no save button on the description.

What partners see

Partners reach projects through the Projects room in their portal, and they only see cards their partnership is linked to.

Board visibility is controlled separately: you can hide a board from the partner room, so an internal planning board and a shared delivery board can live side by side in the same Projects section. The board list tells you how many of your boards are currently showing.

See Portal Room Types for adding the room.

Finding cards

All and My projects views.
Filters for assigned, unassigned, stage, tag and partner.
Search by card title.

Templates

Save any card as a template and it becomes available under Create from template. Templates carry the description, tasks and settings, so a partner onboarding checklist can be created identically every time instead of rebuilt from memory.

Deleting a template does not affect cards already created from it.

Troubleshooting

The Projects module is not enabled. Contact Journeybee support.

A partner cannot see a card

Work down this list: the card is linked to their partnership; the board is not hidden from the partner room; the Projects room exists for their partner type, is Live, and their partnership matches its access settings.

I cannot delete a stage

Stages with cards in them cannot be deleted. Move the cards elsewhere first.

I cannot remove a board

You cannot remove the last board. Create another one first.

A workflow on a project stage is not firing

Project workflow triggers match the stage's phase, not its label. Check the phase is set on that column.

Two people were editing and changes vanished

Collaborative editing merges edits, but it needs a live connection. Someone who kept typing offline will see their text reconcile when they reconnect. Reload if the card looks out of date.

Good to know

Set the phase on every column when you create a board. It costs a few seconds and makes reporting and automation work.
Use board visibility rather than separate tools: keep an internal board and a partner-facing board in the same place.
Templates are the highest-value feature here. Any process you run more than twice should be one.
Add specific partner users to a card when the whole partner team does not need it.

Portal Room Types: adding the Projects room to your portal.
Workflows: automations that fire on project phases.
Notifications: who is told about card and task assignments.
Tags: organising and filtering cards.