1
Any element can sit on the board
Tickets from the service desk, quotes from the CRM, files from document management, contacts and work packages: anything that lives in teamspace can be placed on a board. No double entry, no shadow cards.
Boards in teamspace: everything that needs sorting on one board.
Boards in teamspace are not note tools. They are a view on the whole system. Tickets, quotes, files, contacts and work packages sit on the same board and are steered together through freely configurable columns and rows. Private as a personal overview, shared as team steering.
What sets a teamspace board apart from a classic kanban tool
Three properties that make the difference in daily use.
2
Columns and rows freely configurable
Columns as status or phase, rows (swimlanes) as owners, accounts, priorities or topics. Both axes can be defined independently per board, with their own colours and rules.
3
Private or shared, your choice
A board is either team steering or a personal overview. A private spy board is also possible: visible only to you, with items from across the system that you want to track personally.
From the first item to visible steering
- 1
Create a board
A new board takes a few clicks. Name, visibility (private or shared), owner and a default layout for columns and rows.
- 2
Set columns and rows
Columns map progress (e.g. New, Shortlist, In progress, Done). Rows can group by owner, topic or priority. Both axes can be adjusted later at any time.
- 3
Drop elements onto the board
Pick an item from the CRM, service desk, file management or the work breakdown structure and place it on the board. The record remains in its original place; the board is just a view.
- 4
Move and filter cards
Cards move via drag and drop between columns and rows. Filters by owner, tag or element type switch views on and off, without changing the board itself.
- 5
Link or archive boards
An item can sit on several boards at once, e.g. a ticket on the team board and on a personal spy board. Completed boards can be archived without removing the underlying records.
Use case: recruiting
Recruiting board: one board per open role.
Recruiting teams run one board per open role, with columns from inbox through screening and first interview to offer. Each application is a ticket on the board, with cover letter and CV as attached files, the applicant as a contact and notes as comments. Management sees in seconds who has been invited and who advances to the next round, without a dedicated HR tool.
-
One board per role
Frontend engineer, senior PM, marketing intern: each position gets its own board with its own columns and access rights.
-
Application as a ticket
Inbound mails become tickets, applicants become contacts in the digital client file. Attachments, notes and appointments stay in the same record.
-
Pipeline at a glance
Columns like Inbox, Screening, First interview, Trial day, Offer show the state of the whole pipeline. Nobody has to email around for the latest status anymore.
More typical uses
Three examples that show how flexible the concept is.
1
Sales pipeline
A sales board shows columns from Lead to Closed and rows per sales rep. Cards on the board are CRM contacts, quotes from order management and files like pitch deck or letter of intent. The pipeline is visible without an Excel export.
2
Inbound invoice approval
An approval board maps the stations Inbox, Check, Approval and Booking. Inbound invoices sit on the board as cards, rows split by cost centre or project. Owners see at a glance what is still waiting and where the bottleneck is.
3
Personal spy board
A private board as a watch list: place tickets, quotes, employees or projects that you want to track quietly. Nobody else sees the board. Columns like Watching, Act soon, Done structure your personal attention.
Note tool vs. teamspace board
The difference is not the look but what sits on the board.
| Feature | Classic kanban tool | teamspace board |
|---|---|---|
| Card content | Own notes, manually created | Tickets, quotes, files, contacts and work packages from the whole system |
| Data maintenance | Duplicated: once on the board, once in the source system | Once: the board is a view, the record lives once in teamspace |
| Same element on several boards | Manually duplicate or maintain links | An item can sit on many boards, always the same record |
| Private vs. shared | Mostly shared only | Per board freely switchable, personal watch lists possible |
| Reporting | Card counts, little more | Hours, margin, SLAs and forecast from the linked records, no export needed |
| Link to hours and billing | Separate tools needed | Straight from the work breakdown structure reference on the card, no CSV bridge |
Specialised boards for classic PM methods
Teams that work with a defined method find two preconfigured variants under Project management.
1
Kanban board
Columns, WIP limits, lead time and cycle time for continuous flow. Preconfigured default columns, ready to use.
Learn more 2
Scrum board
Sprint backlog, story points, burndown and velocity for teams with fixed sprint windows. Connected to time logging and the work breakdown structure.
Learn moreBoards as a view across the system
A board in teamspace is not what you may know from Trello or a classic whiteboard app. There a card is a note that someone creates and maintains manually. In teamspace a card is almost always an existing record: a ticket, a quote, a file, a contact or a work package. The board is the view that shows where that record currently stands.
The biggest practical consequence: changing the status of a card does not just change an entry on the board, it changes the status of the underlying element. Attaching a file attaches it to the actual record. Logging an hour logs it on the work-breakdown node behind the card. Data lives once, the board is just one of many possible views.
Freely configurable, freely combinable
Columns and rows are independent and freely chosen. Columns map phases or status, rows are swimlanes for owners, topics, accounts or priorities. Both axes can be changed later without losing the cards. A board can grow a column or be regrouped by a different criterion without breaking what is on it.
What sits on the board is equally flexible. Tickets next to quotes, quotes next to contacts, contacts next to files. Whoever has a concrete steering need in mind builds the board for it, instead of bending the work to fit the tool.
Private or shared
Boards are not necessarily team tools. The creator decides per board whether it is visible only to them or shared with a team, an account or the whole organisation. That makes a board also a personal watch list: a private board that holds your own topics, watched tickets or critical projects, without anyone reading along. CEOs and account owners often use this as a quiet overview of things they want to keep an eye on.
What teamspace boards typically replace
In practice boards in teamspace replace several tools at once: the separate recruiting tool, the dedicated approval tool for inbound invoices, the spreadsheet pipeline in sales and the personal to-do app. Not because the board matches every specialised tool feature for feature, but because the same records already live in teamspace and only need a sensible view.
Teams that work with a fixed methodology like kanban or scrum find two specialised variants under Project management: the kanban board for continuous flow with WIP limits, and the scrum board for teams with fixed sprint windows. Both run on the same boards engine as the freely configurable boards on this page.
Frequently asked questions about boards in teamspace
How does a board differ from a task list?
A task list shows one record type in a linear way. A board shows any element type in two dimensions, for example status × owner or phase × account. The same task becomes a card with owner, due date and a link to the work breakdown structure. Boards equally hold tickets, quotes, files or contacts.
Which teamspace elements can sit on a board?
Tickets from the service desk, quotes from order management, work packages from the work breakdown structure, tasks from task management, contacts from the CRM, files from document management and inbound invoices from cost management. Plain cards without a source element are also possible.
What is a private spy board?
A board that is visible only to you. You place items on it that you want to follow personally, e.g. a live quote, an employee on probation or a project under watch. Nobody else sees the board or its columns. It is a personal watch list across the whole system.
How do I configure columns and rows?
Columns and rows are independent and freely chosen. Columns are typically status or phases (e.g. Inbox, In progress, Done). Rows (swimlanes) group by owner, account, priority or a custom tag. Both axes can be colour coded, automated with rules and adjusted later.
Can several boards show the same item?
Yes. A ticket from the service desk can live on the support team board, on a customer SLA board and on the CEO's personal spy board at the same time. It is always the same record; a status change takes effect on every board instantly.
Are boards linked to hours and billing?
If the card is an item with a work-breakdown reference (e.g. a work package or a billable task), hours logged on the card flow straight into project reporting and billing. Plain cards without a source element remain pure notes without that link.
How do boards, kanban board and scrum board differ?
Boards are the general concept: any axis, any element type. Kanban board is a preconfigured variant with WIP limits and lead-time reporting for continuous flow. Scrum board is a variant with sprint backlog, story points and burndown for sprint teams. Both run on the same boards engine.
Where is the board data stored?
In an ISO-27001-certified data centre in Frankfurt, Germany, processed exclusively inside the EU. The contractual partner is 5 POINT AG based in Darmstadt. Data protection and account isolation are architecture, not an annex.
Related topics
Boards connect several parts of teamspace.
Kanban board
Preconfigured variant with WIP limits and lead-time reporting.
Scrum board
Sprint backlog, story points and burndown for sprint teams.
Task management tool
Tasks with owners and due dates as card sources.
Ticket system
Tickets from the service desk on recruiting or support boards.
Which board fits your use case?
In a 15 to 30-minute requirements call we discuss your column and row logic, the element types you want to link, and the question of private vs. shared. You receive an honest first feedback, free of charge and non-binding.