To access the settings of your board, first go to Settings by clicking the gear icon in the top right corner. Then, in the menu bar on the left, go to Boards and select the board you want to edit by clicking its name. This will open the settings of that specific board.
Once you are in the board settings, you will see six different tabs. The first tab is called Settings. In this article, we will guide you through all the options you can adjust there, so you can configure the board exactly the way you want.
Capacity
Workdays
Here you can change the workdays of your company. The checked days are by default available for planning in the planboard. For certain actions, such as splitting tickets, only available days are taken into account.
You can set a specific date to unavailable in the planboard, for example holidays. Choose here which view you are working in to read how to make a specific day unavailable in the board. Through the preferences you can decide whether you want to show or hide unavailable days in the planboard.
Capacity calculation
In the settings of your board, you can choose whether or not to use capacity. Capacity helps you gain insight into the available time within your planning.
No capacity
Don't work with capacity? Then select No capacity. This will hide all functions related to capacity on the board.
Capacity based on estimated time
With this option, vPlan calculates capacity based on the estimated time you enter when adding an activity to a card. This is the time you expect to need to complete the work. The estimated time always remains the same, even if the actual time tracking turns out differently. This allows you to easily compare how much time you planned versus how much time was actually needed.
Capacity based on remaining time
When using capacity based on remaining time, vPlan looks at the amount of time still needed to complete an activity. When you create an activity, the remaining time is automatically copied from the estimated time. As time is logged on the card, the remaining time decreases. This gives you an up-to-date view of progress and how much capacity is still available. It helps you quickly identify bottlenecks and adjust your planning when necessary.
Note
The time you register on the current day is processed in the remaining time overnight.
Dependencies
Available from the Professional plan
In the timeline view of vPlan, you can establish relationships or 'Dependencies' between mutual plan cards within or outside of an existing collection.
When you establish a relationship between two cards, you can indicate that two cards in your planning are dependent on each other. If in your process a certain task should not start until the other (previous) task is completed, vPlan can help you with this. Do you only want a visual alert from vPlan? Or do you want vPlan to keep the order of the dependent cards and thus move them around in the planning? You can see these three options in the settings.
Notify
When the end of card A is before the start of card B, there will be a red line around the card. This notifies you that this probably causes a problem. Placing card B after card A (or card A before card B) makes the notification disappear. So you can fix this manually.
Push
When the end of card A is before the start of card B, there is nothing wrong. But the moment the end of card A comes on the same day as the start of card B, we push card B aside. In this way, card B always remains behind card A. We only push and do not pull, so when card A is pulled forward, card B stays put.
Retained
With this setting we keep the period between card A and card B when laying a dependency. The moment you move card A in the planning, then card B will automatically move with it while retaining intervening days.
Access
Available from the Basic plan
With this feature, you control which users you want to give access to a board. When you create a board, it defaults to Everyone. This means that all users with access to your vPlan environment, also have access to this board. You can also choose to restrict access in a board.
If you select Restricted, users with the admin role will always have access. By clicking Edit permissions you can determine which users should have access to the board. Tick the users who should be allowed access to this board. Click close to confirm. Save the board to confirm the changes.
Permissions per board
Available from the Professional plan
In vPlan, you can assign different permissions to users per board. This means you can customize a user’s permissions specifically for one board, independently from their general permissions in vPlan.
If you selected Restricted under the Access section so only selected users can access the board, you can click Adjust permissions. Here, you can choose which users have access to the board and what permissions they have.
Choose the permission level you want to assign to the user for this specific board:
Can manage: Has full control over everything within the board, including the settings. This also means they can manage resources.
Can organize: Can plan and edit within the board, but cannot manage the board settings.
Can register: Can perform tasks according to the schedule but cannot make changes to the schedule.
Can respond: Has read-only access and can place comments.
Note
A user with the admin role always has full control over all boards. This is a fixed role and cannot be changed.
A user with the guest role cannot be given the “Can manage” permission.
A user with another role can have management rights on a board, but cannot add resources or set up automations.
What happens to existing permissions?
The permission you assign here overrides the general permissions of this user, but only for this specific board. This means a user might have limited general rights in vPlan, but can have extended permissions within a particular board.
By using board-specific permissions, you gain more control over who has access to certain functionalities within different teams or projects.
Mail to the board
Available from the Basic plan
In vPlan, it is possible to send an e-mail to your backlog. For example, you can load order flows that come in via email directly into vPlan as plannable cards. It can also come in handy when you're on the road, and want to quickly email a customer's order to the planning.
By clicking the Generate email address button, vPlan automatically generates an email address you can email to. You can copy the email address by clicking the Copy to clipboard button. This allows you to save the email address to your email address book in advance.
To allow emailing to the backlog of your plan board, you must at least have the option Create a card in the backlog when receiving an email enabled. To prevent spam in your plan board, you can choose a domain ([email protected]) that only allows cards in your backlog using the email address.
Tip
You can set rules in your own email client that, for example, automatically redirect all emails sent to [email protected] to the email address of your vPlan planboard. That way you don't have to manually forward all requests to vPlan yourself.
Advanced settings
Under the advanced settings heading, you can turn on two options, split cards by activity and having your own backlog per board.
Own backlog
Available from the Basic plan
This option allows you to create your own backlog for this board. When you create cards in the backlog of this board, they will not be shown in the backlog of other boards. This allows you to simply separate your work per board.
Split cards by activity
This feature is only of added value if you use activities on a card. When you enable the option 'Split tickets per activity' and you plan a card in the planboard with multiple activities (e.g. blasting and grinding), a separate card is created in the stage for each activity. You can then plan these separately from each other.
If you do not enable the 'Split cards per activity' option, then you plan one card containing both activities.