A funnel is a board: columns are the steps a contact goes through, and each card is a contact sitting in one of them. Sync Pro calls the screen Kanban, and it is where you see the shape of the work rather than one conversation at a time.
A team can have several boards — one per process, one per product line, one per campaign — and each keeps its own steps.
Opening a board
Kanban, in the Sales group of the menu next to Leads, opens the first board in the team's order. The menu shows it once the team has its WhatsApp number linked. When the team has several boards, Select Kanban at the top switches between them.
A team with no board yet lands on the empty board screen, and Create board is there, along with Manage boards for renaming, deleting and putting the boards in order. The same two sit in the header once a board is open, so you never have to hunt for where boards are made. A new board opens with no columns: add them before you bring in any contacts.
Deleting a board also deletes its columns and its cards, and the board stops showing in the contacts' conversations. The contacts themselves stay, with their conversations.
Putting the boards in order
The team's boards follow one order, the same for everybody. Manage boards lists them in it, and the up and down arrows on each row move a board one place. Put first the board the team works in most: Kanban opens that one, and every list where you pick a board — Select Kanban, Move cards to another Kanban, the boards in the conversation's filters and in its Kanban dialog, the boards a template can be tied to — shows them in the same order.
A new board goes at the end of the list. The arrows only appear for people whose role lets them edit boards; see Roles and permissions.
Steps
A step is a column. Add new column, at the right end of the board, asks for a Stage name and adds the column after the last one. Each column's More options menu (the three dots in its header) has Rename column.
The same menu has Hide cards. A column whose cards are hidden keeps its header, name and menu, but shows neither its cards nor its count; View cards brings them back. The choice is saved on the column and the whole team sees it the same way, so a column such as Cold or Lost stays folded away for everybody until someone shows it again. It takes the same permission as renaming a column. You can still drop a card on a hidden column: it is saved there, out of sight.
To reorder, drag a column by its header and drop it on another column's header: the two swap places. That is how the board comes to match the way the team actually sells.
Each column header shows how many cards it holds. Delete column only appears in the menu of an empty column. Move its cards out first, then delete it.
The rightmost column is treated as the finished one, and the board draws it in green. You do not choose it anywhere — it is simply the last one in the order — so reordering the columns changes which column that is. Put the stage you consider "done" at the end. That column works differently from the others:
- New cards never start there, and a card cannot be put there from the conversation. To finish a card, drag it onto that column on the board, or use Move to another Kanban on the column it is in.
Cards
A card is a contact on this board, with a title you choose. The newest activity is at the top of each column: a card you have just added, moved or retitled goes first. A new message does not move a card. A green number on a card counts the messages that contact sent which you have not read yet; see Work your board day to day for exactly what it counts.
- Click a card to open that contact's conversation.
- Drag a card to another column of the same board to move it.
- The three dots on a card, Card options, open its menu. Edit changes the card's title, the only thing you can change from the card itself. Delete takes the card off the board after you confirm Remove this card?; the contact, its conversation and its cards on other boards stay. Delete only shows when your role can delete in that column.
- Add chat, in the board header, adds contacts in bulk. Search by name or WhatsApp number, tick the ones you want, adjust each Card title if you like (it starts as the contact's name), and press Add chats. The cards land in the first column that is not the last one, so a board needs at least two columns before you can use it.
A contact can have more than one card. It can sit on several boards at once, and nothing stops it having two cards on the same board: Add chat lists every contact, including those already on the board.
From the conversation
The conversation is usually where you place a contact on a board in the first place: you are talking to them, and it becomes clear which funnel they belong in. The Kanban button in the header of the chat screen opens a dialog with that contact's cards. From there:
- Add new creates a card: choose the Kanban and the Column, and press Add card. The New card title is optional: left empty, the card takes the contact's name. The last column of each board is not offered.
- Edit (the pencil) changes a card's title, board or column; save with Save card. Choosing another board moves the card there.
- Remove (the bin) takes the card off its board, after you confirm. It does not delete the contact or its conversation.
- View in Kanban (the eye) opens the board with that card highlighted, showing the cards of its column for that visit if the column keeps them hidden.
The Contact details panel of the chat also lists the contact's cards, to read only.
Who a board is for
Every board belongs to the whole team: there is no setting that limits one to certain people, and no screen to configure it. Every member can open Kanban and see all the boards. What each person can change — creating boards, adding columns and cards, moving them, deleting — depends on their role; a button their role does not allow is not shown or is refused. See Roles and permissions.
Who answers a contact is decided on the conversation, with Responsible users, not on the board, and the team's Default responsible users cover a contact nobody has claimed. See Set up your team.
Being told when a lead arrives
Each board can tell chosen members of the team when a lead arrives on it, so whoever works that board knows without keeping it open. The bell in the board header, New lead notices, opens the list of the team's members: tick the ones to tell and press Save. The list belongs to that board alone, and it starts empty, which tells nobody. The bell only appears for people whose role lets them edit boards. An AI client connected through MCP can also read and change this list for you, with the same rules.
A lead arrives on the board when:
- someone adds it with Add chat;
- someone creates its card on this board from the conversation, or moves a card there from another board;
- someone uses Move to another Kanban on a column of another board with this one as the destination;
- an AI client connected through MCP creates its card on this board or moves it here from another board.
Each of those actions sends one notice, however many leads it brought: adding three chats at once tells each member once, counting three. The notice reaches the bell and, for whoever has Push notification on, a push alert; it never goes by email. Opening it opens the board. Nobody is told about what they did themselves, and a member who left the team is no longer told.
Moving a card from one column to another of the same board, renaming it or removing it tells nobody. Deleting the board deletes its list too.
Acting on a whole column
Two entries in a column's More options menu work on the whole column rather than a card, and both are worth understanding before you use them:
- Move to another Kanban moves every card in the column to the Destination Kanban and Destination column you choose, in one action. The destination can be another column of the same board or a column of another board, including its last column. The column itself stays where it is, empty.
- Send bulk message sends one approved template to every contact in the column, now or at a date and time you choose. Only approved templates that apply to this column, this board or you, or that are not tied to anything, are offered. See Work your board day to day and Message templates.
The second one sends real WhatsApp messages to real people. Read the column first.