Office Hours discussion thread!

Welcome to our dedicated Office Hours thread, where discussions from each of our sessions will be posted for you to reference.

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Session 1

Discussion point 1: Breaking up project specifications for Clients that have a number of stores across multiple locations:

  • Client specific boards to centralise data and easily mirror low-level information into high-level project boards.
  • Utilise ‘groups’ to specify the location, and break down stores into items. This way we can leverage subitems to further breakdown data in a structured, succinct format.

To explore further:

  • How can we combat subitem limitations, especially when data is initially being submitted via a form in a seperate board?
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Session 1

Discussion point 2: Time-reporting in

  • Employee-specific time tracking boards → utilise automations to move/create items in the employee time tracking board after the employee is assigned to the task (in a project/task board).

  • Option to connect the item across boards for project tracking (and cross-referencing purposes).

  • Time can be tracking utilising the time-tracking column or simply using the numbers column.

  • As teams grow, you can also consider creating team/department specific boards to track team members. In this situation, you can utilise a status column to indicate which task falls with which team, which would trigger the automation to create the same item in the team board:

Once the task has been created in the relevant team board, the task can be delegated to the employee group (via automation), and they can track time accordingly:

This set up allows for more in-depth reporting capabilities too, especially within our dashboards:

To explore further:

Session 1

Discussion point 3: How to have the updates stay with item, when items are created across boards through automations?

  • In order to combat this limitation of updates being unable to appear in items created across boards, we established this particular recipe:

  • By moving the item (instead of creating a new item) we can ensure that the updates remain with that item in the destination board.

  • We also utilised a status column to identify which items that need to be created across boards (as for the use-case discussed, all items weren’t required in the destination board).

  • It was also noted that data from the initial board can be mapped into the item in the destination board - as long as column types match across the 2 boards:

Session 1

Discussion point 4: Sharing weekly reports to employees, without creating a broadcast view (aim to avoid security/privacy infringements)

  • Our suggestion here was to instead invite those employees into the account as viewers. This way, they can be invited to a main, shareable or private board and access the data, while it all remains information secure within the platform.

  • It was also suggested to utilise the schedule dashboard email notification which is supported on Enterprise.

Hi Bianca,

Thank you for sharing! May I ask you; How did you set up the the time tracking report chart?

Thank you!

Utilizing client-specific boards to centralize data is a smart move, and leveraging ‘groups’ to specify locations can really streamline the process. As for combating subitem limitations, that’s a tough one. One workaround could be setting up automated workflows to transfer data seamlessly between boards, but that might not always be foolproof.

I get over this by adding an “Originator” status column i.e. status column that would show those subitem groups, its then very easy to to filter and compare sites.

It looks helpful!

Welcome to our dedicated Office Hours thread, where we will post summaries and highlights from each session for your reference and further here for more informaction