NOTE: Boards sit alongside the classic Activities page - both work on the same activities, so nothing you have already created moves or changes. For the classic list view, see Understanding the Activities Page.
Step 1: Open the Board
Log in to your Pabau account, click Activities in the left sidebar, then click the board’s name under BOARDS. You can also open All boards and click the board’s tile.
Step 2: Add Your First Group
A group is a named, coloured section of the board, and every activity lives inside one. Groups are how a board becomes a workflow: To contact, Waiting on the client, Booked.
Type a name into New group name and click Add new group. Use the group’s More menu to Rename group, Change colour, Collapse, Duplicate group or Delete group.
NOTE: A group has to be empty before it can be deleted - move or delete its activities first. That is deliberate: it stops a group deletion quietly taking activities with it.
Step 3: Add Activities
Click New Item in the toolbar, or Add item inside a group, type a name and press Add. For an activity with more detail, open the full Create activity form, where you can set the title, type, due date, owner, a note, and link the activity to a client or a lead.
NOTE: If the board has no groups yet, adding an item tells you Add a group first - items live inside a group. Create a group and the button becomes available.
A board in Main Table view - groups, items, statuses, owners and due dates
Step 4: Set a Status
Click an activity’s status to change it. Boards use six statuses, the same everywhere in Pabau:
- To do – not started.
- Pending – waiting on something before work can continue.
- Awaiting reply – waiting on the client, lead or a colleague to come back to you.
- Working on it – in progress.
- Stuck – blocked and needs attention.
- Done – finished.
The six statuses are fixed and shared by every board, so Stuck means the same thing on all of them. Setting an activity to Done here is the same as marking it done anywhere else in Pabau - it counts as complete on the client or lead record and in your reports.
Step 5: Assign an Owner and a Due Date
Click the Owner cell and pick a staff member, or choose Unassign to leave the activity unowned. Click the Due date cell to open the date picker, where Today jumps to the current date and Clear removes the date again.
Step 6: Open an Activity in Detail
Click an activity’s name to open its panel on the right. From there you can rename it, change its status, owner and due date, add a note, see the client or lead it is linked to, and Mark as done or Mark as not done. Click Save & close when you are finished.
The panel also shows the activity’s history - when it was created, and each status change, reassignment, rename, date change and move since. The most recent 50 events are kept, so a heavily edited activity will not show its very oldest changes.
Opening an activity shows its details, note and history
Step 7: Find What You Need
The board’s toolbar narrows down what is on screen without changing any data:
- Search this board – find an activity by name.
- Person – show only activities owned by particular staff members.
- Filter – filter by status and by activity type.
- Sort – order activities A → Z or Z → A.
- Hide – show or hide the Type, Owner, Status and Due date columns. The activity name always stays visible.
- More board actions (…) – Expand all groups, Collapse all groups, Clear all filters, Edit board and Delete board.
TIP: A group showing No activities match the current filters is not empty - it is filtered. Use Clear all filters to see everything again.
Step 8: Act on Several Activities at Once
Tick the checkbox on each activity you want, or use the group’s select-all checkbox. A bar appears showing how many are selected, with Set status, Assign, Move to group, Duplicate, Delete and Clear selection.
Move to group can move activities to a group on a different board, which is how you rehome work without recreating it.
Step 9: Reorder by Dragging
Drag an activity by its handle to reorder it within a group, or drop it into a different group to move it. The new order is saved for everyone who can see the board, not just for you.
Step 10: Switch to the Kanban View
Use the Main Table and Kanban tabs at the top of the board to change how it is laid out. Kanban shows one column per status, with every activity on the board as a card tagged with the group it belongs to. Dragging a card into another column sets that activity’s status.
Both tabs show the same activities and the same data - only the arrangement differs, and switching between them changes nothing on the board.
Kanban view - one column per status, with each card tagged by its group
What about automation?
The Automate button in the toolbar previews Workflows - rules that create, assign and chase activities for you. It is a preview of what is coming rather than a working feature today, so closing it is all it does for now.
What’s next?
- Understanding the Activities Table View - see activities from every board in one table.
- Activities Board Privacy, Members and Sharing - who else can work in this board.
- Getting Started with Activities Boards - the rest of the series.
Questions? Reach us any time via the in-app chat - we’re happy to help.
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For more guides, browse the related articles below or use the search bar at the top of the page. You can also watch our video learning series, the Pabau Academy, or visit the Support page for additional help.