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Overview

KanBo Getting Started

1. What is KanBo?
2. Navigating KanBo

3. Create a Space to Work

4. Working with Cards
5. Collaborating in KanBo
6. Working with Spaces
7. Space Views

Learn KanBo   >   Getting Started with KanBo   >   Create a Space to Work

Learn KanBo   >   Getting Started with KanBo   >   Create a Space to Work

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Create a Space to Work

Welcome to our guide on preparing the workplace in KanBo. We will show you how to create workspaces and spaces, as well as how to add users there. You will also have an overview of where your documents are stored.

Choose the form that is most convenient for you: watch the video or read the article.
Choose the form that is most convenient for you: watch the video or read the article.
Play Video

The steps in the video are also described in the following sections.

Follow the video with the step-by-step instruction →

Article

Create a Space to Work

In this article:

Prerequisites

Before we begin, ensure you have the necessary permissions of an advanced KanBo user to create workspaces. You will need the Create Workspaces role. 

If you work in the cloud environment, you will also need permission to create a new Team in Microsoft Teams. Contact your admins to obtain these.

KanBo hierarchy

KanBo’s infrastructure revolves around cards, which represent tasks. These cards are organized in spaces. A collection of spaces forms a workspace.

Hierarchical KanBo Structure:

  1. Workspaces
  2. Spaces
  3. Cards

Workspaces are the highest level of the KanBo hierarchy. They represent different teams or departments within your organization. Folders, on the other hand, are used to further categorize and organize your work within a workspace. 

Spaces are collections of cards arranged in a highly customized way. They provide a visual representation of your workflow and allow you to manage and track tasks. 

Finally, cards are the building blocks of KanBo. They represent the work to be done within a space and contain all relevant information and details. 

To view your workspaces, use the Workspaces & Spaces section on the Sidebar. Here, you can expand each workspace to view its contained spaces. Spaces can further be categorized using folders for better organization.

Workspace types

There are three types of workspaces you can create:

  1. Private Workspace: Ideal for big projects or company departments, where you manually select and add users.
  2. Public Workspace: Users can join independently, making it suitable for voluntary topics.
  3. Org-wide Workspace: Automatically accessible to all organizational users, useful for broad communications and engagements.

Workspace owners can decide who can access and see the workspace, providing control over privacy and team participation. There are three levels of access to workspaces: owner, member, and visitor.

Follow the steps shown in the video or read the detailed article about the workspace creation.

Space types

Space types differ in terms of privacy settings. They can be open to all workspace users, require a selection from among them, or even allow people outside the organization to be invited. This means that you can define the users of each space within the workspace independently.

Within any workspace, you can create the following types of spaces:

  1. Standard Space: All users of the workspace have access automatically.
  2. Private Space: You manually select which workspace users have access.
  3. Shared Space: Users from outside the workspace and even outside your organization can be invited.

The hierarchy is also reflected in spaces where there are three roles with different levels of access to the space: owner, member and visitor.

Follow the steps shown in the video or read the detailed article about the space creation.

Microsoft integrations

KanBo is highly integrated with Microsoft tools and relies on its accessibility system. By grading access using KanBo hierarchy, we not only affect the visibility of KanBo elements for users but also narrow access to the company documents that are part of the Microsoft 365 platform.

KanBo leverages Microsoft 365 accessibility system, particularly its integration with Microsoft Teams and SharePoint:

  • Teams: KanBo spaces correspond to Teams channels where you can manage users and documents.
  • SharePoint: All documents that appears in KanBo spaces have its source in corresponding SharePoint libraries, ensuring restricted access to the users of those spaces.

For example, adding a file in a Teams channel will reflect in the corresponding KanBo space. Creating documents in KanBo cards will also show up in Teams and SharePoint, adhering to the integrated accessibility rules.

Advanced workspace and space types are possible because they rely on a connection to Microsoft Teams. If you don’t use this integration, you can still create private workspaces and standard spaces. For example, in on-premises environments.

But that’s not all. KanBo has even more in common with the Teams application. You can open and use KanBo through tabs available in channels. They allow you to create a shortcut to a specific card or space.

Create a workspace

To create a private workspace:

  1. On the Sidebar, select the  icon, and then select Workspace.
  2. Enter the name, and then select Next.
  3. Select Create a new Office 365 Group with MS Team (optional), and then select Next.
  4. Select Private type of workspace, and then select Next.
  5. Confirm with the Create workspace button.

Add workspace users

To add workspace users:

  1. On the Sidebar, select the Workspaces & Spaces icon, and then find and select the workspace.
  2. On the chosen user level section, select Add user.
  3. Select one or more users, and then confirm your choice with the + Add selected button.

Create a space

To create a standard space:

  1. On the Sidebar, select the Workspaces & Spaces icon.
  2. On the desired workspace, go to More (the three-dots), and then select + Add new space.
  3. Enter the space name, and go Next.
  4. Select the space color and avatar, then go Next.
  5. Choose if you want to connect your space with Microsoft Teams (optional), and then select Next.
  6. Select the standard space type, and then go Next.
  7. Choose the space template (default or custom), then select Next.
  8. Confirm the space review with the Create space button.

All workspace users are added to a standard space automatically.

To create a private space:

  1. On the Sidebar, select the Workspaces & Spaces icon.
  2. On the desired workspace, go to More (the three-dots), and then select + Add new space.
  3. Enter the space name, and go Next.
  4. Select the space color and avatar, then go Next.
  5. Choose to connect your space with Microsoft Teams, and then select Next.
  6. Select the private space type, and then go Next.
  7. Choose the space template (default or custom), then select Next.
  8. Confirm the space review with the Create space button.

Then you can add space users manually.

To create a shared space:

  1. On the Sidebar, select the Workspaces & Spaces icon.
  2. On the desired workspace, go to More (the three-dots), and then select + Add new space.
  3. Enter the space name, and go Next.
  4. Select the space color and avatar, then go Next.
  5. Choose to connect your space with Microsoft Teams, and then select Next.
  6. Select the shared space type, and then go Next.
  7. Choose the space template (default or custom), then select Next.
  8. Confirm the space review with the Create space button.

Then you can add space users manually.

Adding space users

To add space users to private or shared space:

  1. On the Sidebar, go to Workspaces & Spaces, and then select the desired space.
  2. On the top space bar, go to the  Users section.
  3. Go to Add user in the desired level access section.
  4. Select one or more users, and then confirm with the + Add selected button.

Document sources

To open the document source:

  • On the space top bar, go to Documents, select More (the three-dot menu), and then select Go to source.

Microsoft Teams integration

To see the connection with MS Teams:

  • Open MS Teams.
  • Select the team corresponding with the workspace in KanBo.
  • On the selected channel, go to More (the three-dots menu), and then select Manage channel.

Create a workspace

To create a private workspace:

  1. On the Sidebar, select the  icon, and then select Workspace.
  2. Enter the name, and then select Next.
  3. Select Create a new Office 365 Group with MS Team (optional), and then select Next.
  4. Select Private type of workspace, and then select Next.
  5. Confirm with the Create workspace button.

Add workspace users

To add workspace users:

  1. On the Sidebar, select the Workspaces & Spaces icon, and then find and select the workspace.
  2. On the chosen user level section, select Add user.
  3. Select one or more users, and then confirm your choice with the + Add selected button.

Create a space

To create a standard space:

  1. On the Sidebar, select the Workspaces & Spaces icon.
  2. On the desired workspace, go to More (the three-dots), and then select + Add new space.
  3. Enter the space name, and go Next.
  4. Select the space color and avatar, then go Next.
  5. Choose if you want to connect your space with Microsoft Teams (optional), and then select Next.
  6. Select the standard space type, and then go Next.
  7. Choose the space template (default or custom), then select Next.
  8. Confirm the space review with the Create space button.

All workspace users are added to a standard space automatically.

To create a private space:

  1. On the Sidebar, select the Workspaces & Spaces icon.
  2. On the desired workspace, go to More (the three-dots), and then select + Add new space.
  3. Enter the space name, and go Next.
  4. Select the space color and avatar, then go Next.
  5. Choose to connect your space with Microsoft Teams, and then select Next.
  6. Select the private space type, and then go Next.
  7. Choose the space template (default or custom), then select Next.
  8. Confirm the space review with the Create space button.

Then you can add space users manually.

To create a shared space:

  1. On the Sidebar, select the Workspaces & Spaces icon.
  2. On the desired workspace, go to More (the three-dots), and then select + Add new space.
  3. Enter the space name, and go Next.
  4. Select the space color and avatar, then go Next.
  5. Choose to connect your space with Microsoft Teams, and then select Next.
  6. Select the shared space type, and then go Next.
  7. Choose the space template (default or custom), then select Next.
  8. Confirm the space review with the Create space button.

Then you can add space users manually.

Adding space users

To add space users to private or shared space:

  1. On the Sidebar, go to Workspaces & Spaces, and then select the desired space.
  2. On the top space bar, go to the  Users section.
  3. Go to Add user in the desired level access section.
  4. Select one or more users, and then confirm with the + Add selected button.

Document sources

To open the document source:

  • On the space top bar, go to Documents, select More (the three-dot menu), and then select Go to source.

Microsoft Teams integration

To see the connection with MS Teams:

  • Open MS Teams.
  • Select the team corresponding with the workspace in KanBo.
  • On the selected channel, go to More (the three-dots menu), and then select Manage channel.

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