To manage internal projects with Papo's Kanban, create custom pipelines with stages that reflect your team's workflow — such as “Backlog,” “In progress,” and “Done” — and use cards to represent each task, with deadlines and assignees. This turns the visual sales pipeline into a project management board, centralizing marketing, development, or HR activities in the same environment as the CRM and customer service.
Instead of using spreadsheets or separate tools, you use Papo's Kanban structure to track internal deliverables. The same module that moves sales opportunities now organizes campaigns, development sprints, or recruitment processes — all with real-time visibility and integration with Super Chat, contacts, and the platform's reports.
Flow summary for internal projects via Kanban
| Stage | Action | Where |
|---|---|---|
| Create a custom pipeline | Define columns such as “To do,” “In progress,” “Review,” “Done” | Kanban module |
| Register tasks as cards | Create a card for each activity, with a description and estimated value (if applicable) | Card in Kanban |
| Add deadlines and assignees | Add tasks inside the card with a due date and team member | Card > Tasks |
| Move cards between stages | Drag the card according to task progress | Kanban interface |
| Use Super Chat for speed | Create cards, move them, or list pending items using text commands | Super Chat |
| Track metrics | View completed cards and bottlenecks by column | Reports or Super Chat |
How it works
1. Build a pipeline for each type of project
Create a Kanban pipeline with a descriptive name, such as “Marketing,” “Development,” or “HR.” When creating it, you can define the stages manually — for example, “Backlog,” “Current sprint,” “In testing,” “Done” — or use the default stages and then rename them. This structure turns Kanban into a task board adapted to your process.
2. Register each activity as a card
Each card represents a task or project deliverable. Fill in the title clearly (e.g., “Create artwork for email campaign”), add a description with details, and, if desired, an estimated value (budget, hours, or effort). You can link the card to a contact if the task is related to a customer, but for purely internal projects you can simply leave the field blank.
3. Add deadlines and assignees with internal tasks
Open the card and create an internal task for the commitment. Enter:
- Title – e.g., “Review ad copy.”
- Assignee – the team member who will perform the action.
- Deadline – the exact due date.
The task is linked to the card and can be checked directly there. Although Kanban tasks do not trigger automatic notifications on their own, Papo's Kanban has automatic follow-up: you can configure the pipeline to alert the team whenever a card remains stuck for too long in a stage such as “In progress,” for example. This way, no critical deadline goes unnoticed.
4. Move cards as work progresses
Drag the card between columns as the work advances. If a marketing task moves from planning to execution, move it from “To do” to “In progress.” When the review is complete, move it to “Done.” This movement records progress and lets anyone on the team see at a glance how many activities are in each phase.
5. Use Super Chat to speed up operations
With Super Chat, you don't need to navigate to Kanban. Type commands such as:
criar card no funil Marketing na etapa A fazer com nome 'Briefing da campanha'mover card 'Revisar contrato' para Em andamentolistar cards do funil Desenvolvimento
This reduces operating time and keeps focus on executing tasks.
6. Track progress and results
To find out how many tasks were completed in a period, use Super Chat with the command Wow do mês or vendas fechadas — the system returns the cards marked as won and the total value, if there are estimated values. In the Reports module, the pipeline summary shows how many cards are in each stage, helping identify bottlenecks and calculate the completion rate of project activities.
Who it is useful for
- Marketing teams that need to coordinate campaigns, content creation, and reviews.
- Development teams that want a visual board for sprints, bugs, and improvements.
- HR departments that organize hiring processes, training, and onboarding.
- Agencies and consultancies that manage internal deliverables alongside the customer sales pipeline.
FAQ
Can I use Kanban for internal projects without disrupting the sales pipeline?
Yes. Simply create separate pipelines for each purpose. Internal project cards do not mix with sales deals unless you move them to the same pipeline.
Do internal project cards appear in sales reports?
Only if they are marked as won or lost. Since you can use separate pipelines, pipeline reports will show each project's cards separately, allowing independent analysis.
How do I assign a task to a specific team member?
Inside the card, create a task and set the assignee. The member's name will be visible on the card, making it easier to distribute activities.
Does Kanban send automatic deadline notifications?
Internal tasks do not trigger notifications on their own. However, the pipeline's automatic follow-up can be configured to alert when a card stays in a stage for too long. For more granular reminders, you can combine Kanban with automations from the Flows module.
What is the difference between Kanban and the Projects module?
Kanban allows fully customizable pipelines, integration with CRM and Super Chat, and is ideal for flows that require a pipeline view and estimated values. The Projects module offers a simpler structure, with fixed columns (Pending, In progress, Done) and a focus on individual tasks, without the concept of value or automatic follow-up.
Do I need to pay more to use Kanban this way?
Kanban is part of Papo's set of modules. For details about plans and availability, consult the official website.
Read also
- What Super Chat is and how to use commands to speed up CRM tasks
- How to use the Papo API to create and update deals in Kanban
With the first free user, you can already create custom pipelines and organize internal projects in Papo's Kanban.