What the work boards are
The work boards show your work items as cards in columns, so you can see your workload at a glance and update work items by dragging them from one column to another.
There are five boards. You'll find them in the left-hand menu under Work:
Board | Columns are | Dragging a card changes its | Good for |
Not Started, Overdue, In Progress, Today and the days ahead | Start and due dates, or status | Seeing what's on your plate today and coming up, and spotting overdue work | |
The days of the week, starting today | Start or due date | Planning day by day, and spotting busy days and gaps | |
Your firm's statuses | Status | Seeing where work is up to, and spotting where it's stuck | |
Each team member | Assigned user | Seeing who's working on what, and balancing work across your team | |
Each process | Process | Spotting processes where work is piling up |
💡 Choose your default Work View
In your user settings, Work View Default sets the page that opens when you go to Work. After that, XBert opens the last board you used.
👉 Read more here: User Profile & Help
How to navigate on the Work Boards
Switch boards from the left-hand menu under Work.
Scroll left to right to see every column.
Time Flow and Weekly Boards always start from today, so they move forward as each new day begins.
Assigned and Process Boards: use the Assigned or Process filter at the top to show only the people or processes you pick.
Collapse a column you don't need with Hide Column in the column menu (⋯). Click it to open it again.
Hover over a card to see more about it. On the Time Flow Board, this shows when the work starts, is due, or comes back from snooze.
What every board has
1. Filters
At the top of each board you can filter by Process, Client, Assigned and Status.
Next to those is a row of icons. Click an icon to turn it on, and click it again to turn it off.
Hover over any icon to see its name.
Icon | Name | What it shows |
Person on a card | My Items | Only work assigned to you |
XBert logo | XBerts Only | Only XBerts, no tasks |
Page with lines | Tasks Only | Only tasks, no XBerts |
Receipt | Receipt Capture Work Only | Only Receipt Capture work items |
Moon with Zs | Snoozed | Only work that's snoozed right now. Snoozed work is hidden until you turn this on |
Tick | Completed | Only completed work. Not on the Time Flow Board |
Warning triangle | Overdue | Only overdue work. A red dot means you have overdue work, and hovering shows how many. Not on the Time Flow Board |
Funnel | Advanced Filters | More filters, such as client groups, roles and template schedules |
Magnifying glass | Search | Find work items by typing a client name or title |
You can turn on more than one icon at a time.
For example, My Items and View Tasks Only together show only the tasks assigned to you. Snoozed and Completed can't be on together, so turning one on turns the other off.
1.1 Advanced Filters
Click the funnel icon to open the full set of filters. Each filter is its own box:
All and None select or clear every option in that box.
The magnifying glass searches inside the box.
Filter | What it narrows by |
Process | One or more processes |
Client | One or more clients |
Assigned Team User | Work assigned to one or more people in your team |
Status | One or more of your statuses. The status type shows on the right, such as Todo or In Progress |
Filters | Priority, Not Priority, Overdue, No Due Date, XBerts, Resolved XBerts, Unresolved XBerts, Tasks, Email Tasks and more |
Client Groups | Clients you've grouped together, such as Industry | Construction or Service | BAS Monthly |
Role: [role name] | One box for each client role your firm uses, such as Role: Partner or Role: Manager. Pick a person to see all work for the clients they look after in that role, whoever it's assigned to. Pick No Partner (or No Manager and so on) to find clients with no one in that role |
Assigned Client User | Work assigned to someone at the client. Pick No Assigned User for work not assigned to a client user |
XBert | One or more types of XBert |
Template Schedule | Tasks created by a particular template schedule |
💡 Combine filters
For example, pick John under Role: Manager and Jane under Assigned Team User to see the clients John manages, but only the work assigned to Jane.
💡 Build your filters one at a time
Turn on one filter, check the result, then add the next. Once you have a set you'll use again, save it as a view.
👉 Read more here: How To: Use Saved Views
2. Date range
The date range selector at the top sets which work items show. It starts at Start Date > Dynamic > Up to 2 Weeks.
You can change it on every board except the Time Flow Board, where it's fixed.
👉 Read more here: How To: Use the Date Range Selector
3. Sort
Click Sort above the columns. Hover over an option to choose Sort Ascending or Sort Descending, and click × to clear it.
Sort | Orders cards by |
Priority | Your priority work first, in the order you ranked it in the Priority List |
Type | Template tasks, one-off tasks and XBerts, each grouped together |
Due | Due date, soonest first. No due date goes last |
Start | Start date, earliest first. No start date goes last |
Status | Status, in the order your statuses are set up |
Client | Client name |
Process | Process |
Assigned to | The person it's assigned to. Unassigned work goes last |
The option a board is grouped by isn't in its list. For example, the Status Board has no Status sort.
With no sort chosen, cards show the earliest due date first. The sort you pick stays in place when you switch boards.
4. Columns
Empty columns: choose Hide or Show above the columns.
Column menu (⋯): use Bulk Action to update every card in the column, or Hide Column to collapse it. Click a collapsed column to open it again.
👉 Read more here: Overview: Bulk Actions
Column header: shows how many cards are in the column. If the Actual Time feature is on, it also shows the actual time logged against the estimated time, for example 5.2h / 19.1h.
👉 Read more here: Activating the Actual Time & Capacity Feature
5. Cards
Each card shows the client and process, the title, who it's assigned to, and its start and due dates (for example 1 Oct 2026 → 3 Oct 2026).
The number in brackets after the dates is how long until the work is due: (2 days), (Due today), or a negative number such as (-3 days) when it's overdue. Click the due date to change it.
5.1 Dragging cards
Drag a card to another column to update it. What changes depends on the board.
Status, Assigned and Process Boards
The change saves straight away:
Status Board: the card takes the status of the column you drop it in.
Assigned Board: the card is reassigned to that person. Drop it on No Assigned User to unassign it. If the person doesn't have access to that client, the card moves back and a message tells you.
👉 Read more here: How To: Assign or Reassign an XBert or Task
Process Board: the card moves to that process. This works for XBerts as well as tasks.
Time Flow Board
Onto a day: drag a card from Not Started, Overdue or another day, and the Move Task window opens.
Choose one option, change who it's Assigned to if you need to, then click Move:
Change to [date]: the start date moves to that day, and the due date moves with it to keep the same length. You can also pick a new due date.
Change Start only and Keep due date
Set both Start and Due dates to the same day
Onto In Progress: the Move to In Progress window opens. Choose the status and click Save. The start date is set to today.
Onto Not Started or Completed: if your firm has more than one status of that type, a window asks which one to use.
Weekly Board
If the date range is on Start Date, dropping a card on another day opens the same Move Task window.
If the date range is on Work Due, the due date changes straight away, with no window.
⚠️ Some moves aren't allowed
On the Time Flow Board:
you can't drag a card from In Progress onto a day. Move it back to Not Started first.
you can't drag a card into Overdue, or an overdue card into Not Started.
On the Weekly Board, you can't drop cards onto Started Earlier.
A message at the bottom right of your screen tells you why.
6. Saved views
Each board has its own saved views. The Views dropdown only shows the views saved for the board you're on, and each board can have its own default view.
👉 Read more here: How To: Use Saved Views
Time Flow Board
Expand to read more
Expand to read more
The Time Flow Board shows what's on your plate today and over the coming days, alongside work that hasn't started, is overdue or is in progress.
Columns
From left to right:
Completed: collapsed to begin with. Click it to see work completed in the last 3 months.
Not Started: work that should have started already but hasn't, and isn't overdue yet.
Overdue: work past its due date.
In Progress: work that's under way and not overdue.
Today and each working day after it, for 10 working days. Each day shows the work items that start that day.
Work items with no start date only show on this board once they're overdue.
Date range and settings
This board always uses Start Date > Dynamic > Up to 2 Weeks. The date range selector is greyed out here.
Two settings sit above the columns:
Work Reminders: On / Off: on by default. It adds reminder cards to the day columns:
STARTED for work already in progress, on its start date
DUE on the due date
SNOOZE END on the day a snoozed work item comes back. 👉 Read more here: How To: Snooze An XBert
Weekends: On / Off: off by default. Turn it on to add Saturday and Sunday columns.
Capacity
If both Capacity and Actual Time are turned on, each day column shows a capacity percentage. Click it to see which work items make up that day.
👉 Read more here: Activating the Actual Time & Capacity Feature
Work only counts towards capacity if it's assigned to someone and has an estimated time, a start date and a due date. It's left out when it:
is completed
is snoozed past that day
already has all its estimated time logged
👉 Read more here: How To: Use Estimated Time
💡 Why a day can look busier than its cards
Work that's in progress or overdue sits in those columns, but XBert still spreads its remaining time across your days. So a day's percentage can be higher than the cards in that column.
👉 Read more here: Capacity Drill In
👉 Read more here: Overview: Time Flow Board Benefits
Weekly Board
Expand to read more
Expand to read more
The Weekly Board lays your work out day by day, starting today, so you can see busy days and gaps.
Columns
Started Earlier: work dated before the first day showing.
One column for each day, starting Today.
If you set the date range to Work Due, you'll also see No Due Date and Overdue columns, and the days follow due dates instead of start dates.
Date range and settings
The date range starts at Start Date > Dynamic > Up to 2 Weeks, and you can change it here.
👉 Read more here: How To: Use the Date Range Selector
Above the columns:
Add prev week and Add next week: add another week before or after. Add next week disappears once you reach the end of your date range.
Weekends: On / Off: show or hide Saturday and Sunday.
Columns show actual against estimated time, but not the capacity percentage. That's only on the Time Flow Board.
Status Board
Expand to read more
Expand to read more
The Status Board groups work items by their current status, so you can see where everything is up to.
Columns are your firm's own statuses for work that hasn't started or is in progress.
👉 Read more here: How To: Add Your Own Custom Status
Completed work is hidden. Turn on the Completed quick filter to see only the completed columns.
Assigned Board
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Expand to read more
The Assigned Board groups work items by who they're assigned to, so you can balance work across your team.
Columns: one for each team member, plus No Assigned User at the end. With My Items on, you'll only see your own column.
Process Board
Expand to read more
Expand to read more
The Process Board groups work items by process, so you can spot where work is piling up.
Columns: one for each of your firm's processes, in your process order. Empty processes still show unless you hide empty columns. If you filter by process, only those processes show.
👉 Read more here: Overview: Processes
Need help?
If you have any questions, our support team is here to help!
Reach out via the chat widget on the bottom left of your XBert screen (Help), or email us at support@xbert.io