The Problem: Scaling Coordination
When your team grows beyond a handful of people, a single board with all cards visible to everyone stops working. People see too many cards, dimensions become cluttered, and it's hard to tell who's responsible for what.
Klaro Cards gives you the tools to solve this — without creating silos. The key is combining dimensions, workspaces, and boards to create focused views for each team while maintaining a shared source of truth.
Step 1: Design Your Dimensions
Before creating boards and workspaces, think about the dimensions that model your team's workflow:
| Dimension | Purpose | Example values |
|---|---|---|
| Card kind | What type of work | Bug, Feature, Task, Epic |
| Assignee | Who is responsible | Alice, Bob, Charlie |
| Team | Which team owns this | Frontend, Backend, Design |
| Status | Where in the workflow | To Do, In Progress, Review, Done |
| Priority | How urgent | Critical, High, Medium, Low |
| Sprint / Iteration | When it's planned | Sprint 12, Sprint 13, Backlog |
Tip: Card kinds allow configuring different dimensions per card type. A "Bug" card needs Severity and Reported By, while a "Feature" card needs Target Release and Effort. Check the related guide for details.
Step 2: Build Purpose-Driven Boards
Don't create one giant board. Instead, create focused boards for specific workflows, or sub-steps of your workflow.
Team Boards (per workspace)
- Sprint Board — Kanban by Status, filtered to the current sprint and team
- My Tasks — List view filtered to the current user
- Bug Tracker — Kanban by Severity, filtered to Kind = Bug
Cross-Team Boards (shared across workspaces)
- Roadmap — Gantt view by target date, showing Epics and Features across all teams
- All Work — Datagrid grouped by Team, for managers who need the full picture
- Status Dashboard — Chart view showing card count by Status per Team
Stakeholder Boards
- Project Overview — Grid view with high-level cards, read-only for external stakeholders
- Release Notes — Gallery view of completed features with cover images
Boards are synchronized in real time. Any decision or change made in one board is immediately reflected in other boards.
Step 3: Create Workspaces for Each Team
If you have multiple sub-teams, or end up with a lot of boards, Workspaces let you give each team a focused environment. See Manage Members and Permissions for a step-by-step guide on inviting people and assigning them to workspaces.
- Development workspace — boards for sprints, bugs, and technical work
- Design workspace — boards for design tasks, assets, and reviews
- Management workspace — boards for high-level tracking, roadmap, and reporting
- External / Clients workspace — read-only boards for stakeholders
Each workspace controls:
- Which boards are visible
- What permissions members have (Viewer, Contributor, Manager)
- Which cards and dimensions are visible — you can filter cards and show/hide dimensions at the workspace level (see Limit the cards and dimensions that members see)
Step 4: Set Permissions Thoughtfully
For each workspace-board combination, set the right permission level (see Manage Members and Permissions for the full how-to):
| Board | Dev Team | Design Team | Managers | Clients |
|---|---|---|---|---|
| Sprint Board | Contributor | Viewer | Manager | Forbidden |
| Design Tasks | Viewer | Contributor | Manager | Forbidden |
| Roadmap | Viewer | Viewer | Manager | Viewer |
| Bug Tracker | Contributor | Forbidden | Manager | Forbidden |
| Project Overview | Forbidden | Forbidden | Manager | Viewer |
This way, everyone sees what they need and can edit what they own.
Step 5: Keep It Alive
The best structure is useless if the team doesn't use it. Build habits around your boards:
Daily Stand-Up
Open the Sprint Board on a shared screen. Walk through the Kanban columns — what's in progress, what's blocked, what's done since yesterday. Move cards as you discuss them.
Weekly Review
Open the Roadmap or Status Dashboard. Review progress by team, identify bottlenecks, and adjust priorities. Use the Chart view to spot trends.
Sprint Planning
Use Casino mode to triage the backlog. Go through unassigned cards one by one, assigning them to the next sprint and team members.
Status Updates
Encourage the team to update card dimensions directly rather than writing status reports. A card moved from "In Progress" to "Review" is a status update that everyone can see instantly.
Tips
- Start with 2-3 workspaces — you can always add more later. Over-structuring early creates maintenance overhead.
- Use board filters as access control — a board filtered to
Team = Frontendcombined with Contributor permissions for the Frontend workspace means the frontend team can only edit their own cards. - Summaries for metrics — add card count or story point summaries to Kanban columns so team leads can track throughput at a glance.
- Presenter mode for meetings — press
Pto hide all toolbars and show a clean board during meetings. - Pin important cards — team leads can pin key cards (blockers, OKRs) so they're always visible.