Using the board as a to-do list

This guide describes a convention, not a function of Sync Pro. Nothing here is switched on anywhere; it is a way some teams choose to use the board. Everything it leans on already exists and is described plainly below, along with what does not exist, so you can decide whether it fits how you work.

The idea

Instead of stages of a sale, the columns are states of work: what has come in, what somebody is on, what is waiting on someone else, what is finished. The cards move left to right as people deal with them.

A workable set:

Incoming · Being handled · Waiting on the customer · Done

What genuinely supports this

The unread badge. A card with a green number is a contact who sent messages you have not read yet. The number is yours alone: it only appears on contacts you are one of the responsible users of, and it clears when you open the conversation, whether or not you answer. Mark as unread in the conversation brings it back when you want to return to someone. Read down the Incoming column and the badges are your queue. They are not in the order people wrote: a column lists the card added, moved or retitled most recently first, and a new message does not move a card.

Filtering the conversation list by column. In the conversation list, Filter conversations narrows the inbox to one Kanban and one Column, and you get that stage's work and nothing else. Unless your role is the administrator one, the list only ever holds the conversations you are responsible for, so that is already your share of it. An administrator chooses Mine to get theirs, or All for everybody's.

Those two are the whole mechanism. They are enough for a small team that looks at the board together.

Where it stops — read this before adopting it

Being blunt about the limits, because working around one you did not know about is how a team loses track of a customer:

• Nothing moves on its own. A card sits where it was put until a person moves it. No reply, no message and no length of time moves it. The one exception is an AI client your team connected with a token, which can move a card to another column of its board; see Connect your AI client with MCP.
• A card has no assignee. There is no "this is Ana's". The closest thing is the Responsible users of the conversation, set in the chat header, not on the card.
• A card has no due date and no priority. Nothing is late, because nothing has a date to be late against.
• There are no reminders and no ageing alerts. Nothing tells you a card has been in Waiting for two weeks. Only somebody looking at the board will notice.
• Nothing is notified when a card moves. Moving it tells the rest of the team only in the sense that they can see it if they look.

Making it work anyway

If you adopt it, these compensate for the gaps:

• Look at the board together, briefly, at a fixed time. Once a day is enough. This is what replaces the reminders that do not exist.
• Use the card's title for what the card is about, since the title is the one field you control. "Quote — 6-seat table" reads better than a repeated name.
• Put Done last. The board hides the last column's cards until somebody chooses View cards, which keeps finished work out of the way. A card only gets there by being dragged onto it on the board, or with Move cards to another Kanban: the conversation cannot put it there.
• Keep a Waiting on the customer column and empty it deliberately. Nothing will prompt you, so make emptying it part of the daily look.
• Set the responsible users on the conversation, not on the card. Each person's badges follow them, and so does their conversation list, unless they are an administrator looking at All.

If this is not enough

If you need real assignment, dates and reminders, the board will not give them to you and no setting will. Use a tool built for it, and keep the Sync Pro board for what it is good at: seeing, at a glance, who wrote and has not been read.