How to use Yay!'s kanban/crm Forms

1. Introduction to Kanban

Kanban is a visual management method created in Japan by Toyota, used to optimize processes and bring clarity to the workflow.

The main concept is to divide tasks into stages and represent them in cards that move between columns.

This brings benefits such as:

• Clearly visualizing what needs to be done, what is in progress, and what has been completed;
• Improving task organization and prioritization;
• Reducing bottlenecks and identifying where the process can be optimized;
• Increasing team collaboration.

In Yay! Forms, Kanban is used to organize the responses received in your forms.

You can:

• Create custom columns to represent your team’s workflow;
• Move responses between columns as progress advances;
• Assign team members to each response;
• Add tags, quick links, and comments.

Thus, Yay! Forms’ Kanban works like a mini-CRM, helping you turn responses into an efficient tracking flow.

2. How to Access Kanban in Yay! Forms

1. Open the desired form.
2. Go to the Results screen.
3. Click the Kanban/CRM tab.

3. Kanban Columns

• By default, you will have three initial columns:

To Do, In Progress, and Done.

3.1 Create New Columns

• Click the “+” button to add a new column.

As in this example below the name Column was given

3.2 Move Responses Between Columns

• Click, hold, and drag a response to the desired column.

This was the result:

3.3 Reorder Columns

• Click, hold, and drag the column to the desired position.

3.4 Rename Columns

• Click on the column name and change it as you prefer.

3.5 Delete Columns

• lick on the three dots in the column and select Delete stage.

⚠️ Important: it is not possible to delete columns that contain responses.

4. Assigning Team Members to Responses

• In each card (response), you can assign a team member. Click the “+” button inside the card and select who will be assigned.

This helps organize who is responsible for each response.

5. Kanban Settings

Click the gear icon to access settings.

5.1 Field Visibility

• Choose which information appears in each card.

• You can show or hide fields and variables.

5.2 Auto-Assignment

• Automatically assign responses to team members.

• You can activate the toggle next to each profile.
• If more than one profile is selected, assignments will be distributed randomly among them.

5.3 Custom Links

• Add quick links inside each card (e.g., open WhatsApp, email, or an external CRM).

• To add: click Add, fill in the name and URL in the modal, it is worth remembering that it is possible to use form responses as variables in the link, for example, a response taking the phone number or email, just use the same mention function, if you want to take a look you can access this link How to use the mention function in Yay Forms

• The link will then be available in each card’s menu.

5.4 Tags

• Create and manage tags to visually classify cards (e.g., Priority, New lead, Client, Urgent). To do this, simply click on the option below:

Click the option, then click Add and name the tag as you prefer.

5.5 Notifications

• By default, when a response is assigned to a team member, they receive a notification via email and WhatsApp, you can see this in the image option below:

If desired, you can disable these options by switching them off.

6. Card Specifications

When clicking on a card (response), you will have access to more options:

• Change assignment (responsible member).
• Move it to another column directly inside the card.
• View all responses from the form.

6.1 Tags in Cards

• To add tags to a card, go to Tags and select the desired tag.

6.2 Comments

• You can add comments to your cards so you and your team can see them.

7. Adding Tags

You can add tags to your cards in a simple way, just go to the desired card and click on add tag, as shown below:

Then by clicking on add label you can choose the label you want for your card.

8. Card Filters

Next to the gear icon, you will find the Filters option.

You can filter cards by:

• Assignment (responsible member);
• Tags;
• Specific responses.

If you have any questions or suggestions, send us an email at [help@yayforms.com]().

Updated on: 02/09/2025