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📋 Smart Todo

Smart Todo & Kanban Board

Collaborative task management with custom Kanban columns, drag and drop, CFD analytics, bottleneck detection, team roles and cross-tool integrations. Everything your team needs to manage work visually and stay organized. Works on any device — desktop, tablet and mobile.

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How It Works

1

Create a List

Create a task list and customize your Kanban columns. Add colors, set sorting rules, and flag which columns mark tasks as done.

2

Add Tasks & Collaborate

Add tasks with priorities, due dates, subtasks and tags. Invite team members as Editors or Viewers and assign tasks.

3

Track & Optimize

Move tasks across columns, monitor flow with CFD analytics, detect bottlenecks and export to Eisenhower, Estimation Room or Agile Process.

See Smart Todo in Action

Smart Todo Kanban board with To Do, In Progress and Done columns, color-coded task cards with priority badges and assignee avatars
Kanban board: custom columns with colors, priority badges and drag-and-drop task cards
Smart Todo list view with status badges, priority indicators and task rows for quick scanning
List view: compact row layout with status badges, priorities and quick navigation
Key Metrics dashboard showing Lead Time, Cycle Time, Throughput, WIP monitoring, Flow Analysis, Bottleneck Detection, Aging WIP and Team Balance
Analytics: Lead Time, Cycle Time, Throughput, WIP aging, bottleneck detection and team balance
New Task dialog with title, description, status, priority, assignees, checklist, attachments, comments, tags, due date and effort fields
Task detail: title, description, priority, assignees, checklist, attachments, tags and due date
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Custom Kanban Board

Unlimited columns with individual colors, sorting options (priority, due date, created), drag-and-drop reordering and flexible done flags.

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Global View

See all tasks across every list with smart filters: Today, My Tasks (assigned), Owner (my lists), and full-text search.

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CFD Analytics

Cumulative flow diagrams with lead time, cycle time, throughput, WIP aging, bottleneck detection and team workload balance.

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Team Collaboration

3 roles (Owner, Editor, Viewer), task assignments, comments with images, file attachments and a complete audit trail.

Kanban Board, Global View, Calendar & Analytics Dashboard

Switch between 4 views to manage tasks the way that works best for your team and workflow.

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Kanban Board

Visualize your workflow with fully customizable columns. Each column has its own color, sorting rule (manual, priority, due date, creation date) and optional done flag. Drag and drop tasks between columns, monitor WIP in real time, and see task aging at a glance. Default setup includes To Do, In Progress and Done — ready to use or fully customizable.

Best for: Visual workflow management, teams that need to see task status at a glance and enforce a structured process.
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Global View

See all tasks across every list in one unified view. Filter by Today (tasks due today), My Tasks (tasks assigned to you across all lists), or Owner (lists you created). Full-text search finds tasks instantly across titles and descriptions. Perfect for managing personal workload when you participate in multiple team lists.

Best for: Personal productivity, cross-list task tracking, quickly finding any task regardless of which list it belongs to.
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Calendar View

Visualize tasks on a timeline calendar organized by due date. Switch between week, month and agenda views. Tasks with effort estimates are displayed as time-blocked events (1-8 hours). Unscheduled tasks appear as all-day items so nothing is missed. Ideal for deadline-driven planning and resource scheduling.

Best for: Deadline management, sprint planning, seeing team availability and scheduling tasks alongside calendar events.
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Analytics Dashboard

Understand your team's workflow health with Cumulative Flow Diagrams (CFD). Track lead time (average, median, p85, p95), cycle time, daily and weekly throughput, WIP with aging detection (ok / watch / aging thresholds), flow health (arrival vs completion rates), bottleneck severity, and team workload balance across members.

Best for: Continuous improvement, identifying bottlenecks, optimizing throughput and ensuring balanced team workload.

Complete Task Management Toolkit

  • Custom Kanban Columns — Create unlimited columns with individual colors, sorting options (manual, priority, due date, created) and flexible isDone flag for completion tracking
  • Drag & Drop Task Management — Move tasks between columns with drag and drop, reorder within columns, and see position updates in real time
  • 3 Priority Levels — Categorize tasks as Low, Medium or High priority with visual color coding and priority-based column sorting
  • Subtasks with Progress — Break tasks into subtasks with individual completion checkboxes, automatic progress percentage calculation and visual progress indicator
  • Comments with Images — Discuss tasks with threaded comments, attach images directly to comments for visual context, and track conversation history
  • File Attachments — Attach links, Google Drive files or Google Sheets to any task for quick reference and document management
  • Custom Color Tags — Create custom labels with individual colors for flexible task categorization, filtering and visual organization
  • Start & Due Date Tracking — Set start dates and due dates on tasks for timeline visibility, deadline management and date-based sorting
  • Effort & Story Points — Track task effort for workload estimation, capacity planning and integration with the Estimation Room
  • Global Cross-List View — See all tasks from every list in one view with filters: Today (due today), My Tasks (assigned to you), Owner (your lists), plus full-text search
  • Calendar View — Visualize tasks on a week, month or agenda calendar organized by due date, with effort-based time blocking (1-8 hours) and all-day events for unscheduled tasks
  • CFD Analytics — Cumulative Flow Diagrams showing lead time (avg, median, p85, p95), cycle time, throughput (daily/weekly), and flow health status (healthy/growing/critical)
  • WIP Monitoring & Aging — Track Work In Progress with configurable limits, task aging detection (ok under 2 days, watch 2-5 days, aging over 5 days), and per-column WIP breakdown
  • Bottleneck Detection — Automatic identification of columns where tasks accumulate with severity levels (low, medium, high) and average age analysis
  • Team Workload Balance — Analyze task distribution across team members with balance scoring (balanced/uneven/imbalanced) and per-member column breakdown
  • Audit Trail — Complete change history tracking 12 actions (create, update, delete, archive, restore, move, assign, invite, join, revoke, reorder, batch create) across 6 entity types with field-level detail
  • Cross-Tool Sync — Send tasks to the Eisenhower Matrix for prioritization with automatic priority back-sync (Q1→High, Q2→Medium, Q3/Q4→Low), to the Estimation Room for team estimation, or convert to User Stories for the Agile Process Manager. Also export to CSV and Google Sheets
Cross-tool workflow: Create tasks in Smart Todo, prioritize them with the Eisenhower Matrix, estimate with Planning Poker in the Estimation Room, then convert to User Stories in the Agile Process Manager — all within Keisen.

Beyond a Board: Lean Flow Analytics for Task Management

Most Kanban tools stop at columns and cards. Keisen Smart Todo goes further by embedding Lean flow analytics — inspired by Don Reinertsen's Principles of Product Development Flow — directly into your task management workflow.

The built-in Cumulative Flow Diagram (CFD) reveals what a board alone cannot show: where work accumulates, how long tasks really take, and whether your team's throughput is improving or declining. Lead time percentiles (p85, p95), WIP aging thresholds and bottleneck severity scores turn subjective impressions into data-driven decisions.

Combined with cross-tool integrations — prioritize tasks with the Eisenhower Matrix, estimate effort in the Estimation Room, and convert tasks to User Stories in the Agile Process Manager — Smart Todo transforms a personal checklist into a team intelligence system that connects every stage of the agile workflow.

4 Kanban Best Practices for Smart Teams

A collaborative Kanban board is more than just moving cards from left to right. To truly unlock your team's agility and stabilize output, implement these four proven best practices:

1. Limit Work In Progress (WIP) to Stop Context Switching

The core of Lean methodology is finishing work before starting new tasks. Set explicit WIP limits on your "In Progress" or "Testing" columns. When a column is full, the team must focus on unblocking existing tasks rather than pulling new ones from the backlog. This drastically reduces delivery times and prevents burnout.

2. Run Routine Backlog Grooming

A cluttered "To Do" column paralyzes decision-making. Before pulling tasks onto the board, use the Eisenhower Matrix to filter out low-value noise. Then, size the remaining tasks in the Estimation Room to ensure nothing enters the Kanban flow without clear priority and an accurate effort estimate.

3. Monitor the Cumulative Flow Diagram (CFD)

Don't rely on gut feelings to gauge team health. Keisen Smart Todo automatically generates a real-time CFD. Watch for expanding color bands—a widening "In Progress" band means a bottleneck is forming. Use these insights during your weekly Retrospectives to fix workflow issues before they impact deadlines.

4. Address Task Aging Immediately

Not all delays are obvious. A task sitting in "Review" for 5 days is a hidden blocker. Smart Todo's built-in aging metrics highlight stalled tasks over time. The best practice is to discuss any card that severely exceeds your team's median Cycle Time during the daily stand-up.

Frequently Asked Questions

What is Keisen Smart Todo?
Keisen Smart Todo is a free collaborative Kanban board and task management tool. It features fully customizable columns with colors and sorting, drag-and-drop task management, team collaboration with 3 roles (Owner, Editor, Viewer), CFD analytics with bottleneck detection, subtasks with progress tracking, comments with images, file attachments, and cross-tool integrations with Eisenhower Matrix (with automatic priority back-sync), Estimation Room and Agile Process.
Is Smart Todo free?
Yes, Keisen Smart Todo is free to use. You can create task lists, customize Kanban columns, invite team members, track analytics and export data. Sign in with Google and start managing tasks in seconds.
How does the Kanban board work?
Create a list and customize your columns: each column has a title, color, sorting rule (manual, by priority, by due date, by creation date) and an optional isDone flag that marks tasks in that column as completed. Default columns are To Do (blue), In Progress (orange) and Done (green, isDone=true). Add unlimited columns, reorder them, and drag tasks between columns. WIP is monitored in real time with aging detection.
What analytics does Smart Todo provide?
Smart Todo provides comprehensive Cumulative Flow Diagram (CFD) analytics: Lead Time (average, median, p85, p95 with trend comparison), Cycle Time metrics, Throughput (daily and weekly averages with trend), WIP monitoring with aging detection (ok/watch/aging thresholds), Flow health (arrival vs completion rates with status), Bottleneck detection with severity levels, and Team workload balance analysis with per-member distribution.
Can I collaborate with my team?
Yes. Smart Todo supports 3 participant roles: Owner (full control over list settings, columns and members), Editor (can create, edit and move tasks), and Viewer (read-only access). Invite team members via email with automatic deep link support. All changes are tracked in a detailed audit trail with field-level change tracking.
What cross-tool integrations are available?
Smart Todo integrates with 3 other Keisen tools: export tasks to the Eisenhower Matrix for urgency/importance prioritization — when votes are revealed, priorities automatically sync back to your Smart Todo tasks (Q1→High, Q2→Medium, Q3/Q4→Low). Send tasks to the Estimation Room for team estimation sessions (Fibonacci, T-Shirt, PERT, etc.), or convert tasks into User Stories for the Agile Process Manager. You can also export to CSV and Google Sheets for external reporting.
Can I track task history and changes?
Yes. Smart Todo includes a comprehensive audit trail tracking 12 actions (create, update, delete, archive, restore, move, assign, invite, join, revoke, reorder, batch create) across 6 entity types (list, task, invite, participant, column, tag). Every change records field-level detail showing previous and new values. Filter the audit log by entity type, action, user, date range and tags.
Does Smart Todo work on mobile devices?
Yes, Keisen Smart Todo is fully responsive and works on smartphones, tablets, and desktop browsers. You can manage tasks, move cards on the Kanban board, and check analytics from any device — no app download needed. The interface adapts to your screen size for the best experience on every device.
Does Smart Todo have a calendar view?
Yes. Smart Todo includes a full calendar view where tasks are displayed by due date in week, month or agenda layouts. Tasks with effort estimates appear as time-blocked events (1-8 hours), while unscheduled tasks are shown as all-day items. This makes it easy to plan deadlines, see team availability, and combine task management with calendar-based scheduling.
How does Keisen compare to Trello or Todoist?
Unlike Trello (limited to 10 boards and 10 members on the free plan, no built-in analytics) or Todoist (5 projects and 5 collaborators free, no Kanban view), Keisen Smart Todo offers unlimited custom columns, built-in CFD analytics with bottleneck detection, a 12-action audit trail with field-level detail, cross-tool integrations (Eisenhower, Estimation, Agile), team workload analysis, and batch import/export — all free. It's a complete task management ecosystem, not just a board.

Explore Other Tools

🎯

Eisenhower Matrix

4-quadrant prioritization by urgency and importance with RACI integration
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Estimation Room

Real-time collaborative estimation with 7 methods including Planning Poker
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Agile Process

Full Scrum, Kanban and Hybrid sprint management with team capacity
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Retrospective

6 retrospective templates with guided phases and anonymous feedback

Ready to organize your workflow?

Start managing your team's tasks with a visual Kanban board, real-time analytics and cross-tool integrations. Free for everyone.

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