Once a workflow's stages are set up, the day-to-day work happens on the pipeline board. Here's everything you can do from there.
The pipeline board
Each column is a stage. Each card is one person moving through the workflow. The number next to the stage name is the count of cards currently in that column.
Add a card manually
Click the + button on any column header. Pick the person from the dropdown (or leave blank for an unattached card), give it an optional label and notes, and click Add to pipeline. The card appears in that column and the assignees for that stage are notified.
Move a card forward
You have two options:
- Drag and drop the card to another column. Use this when you've already done the work outside the system and just need to update the status.
- Click the card to open it, then use the Approve → button to advance it through the workflow's defined order. Use the Reject button to move it to a rejection stage.
Open a card
Click any card to slide a panel open from the right side. You'll see:
- The person — links to their profile in your People list. Includes any activity stats we know about (gifts, events, groups).
- Other Cards — every other workflow card this person is currently on, with workflow name, stage, and status. Click any row to jump straight to that card — the workflow opens with the card's drawer already expanded. Great for context: "this volunteer applicant also has an active prayer request — I should know that before I follow up."
- Submitted Answers — every field they filled in on the public form (areas of interest, prayer request text, availability, story, etc.). Only shows for cards that came in through a public form.
- Serving Interests — structured list of teams they marked interest in (Worship, Tech, Hospitality, etc.) when the form had a serving-interests field tied to scheduler teams.
- Assigned to — who's responsible for moving it forward. Shows the assignee's avatar, name, and email. Admins can click Remove to unassign and pick someone else from the searchable picker.
- History — every transition, approval, comment, assignment change, and automatic event, with timestamps and who did what. This is your audit trail.
- Action buttons at the bottom — Comment, Reject, and Approve.
Leave a comment
Click Comment in the card panel. An inline composer slides in above the footer — type your note and click Save note. The comment appears in the history with your name and a timestamp. Use this for things like "Called Sarah on Tuesday — voicemail" or "Background check delayed, vendor is following up."
Reject a card
Click Reject. The card moves to your workflow's rejection stage and is marked as rejected. The history records who rejected it and when. You can always reopen the conversation later by adding a new card.
Configure the pipeline
From the workflow's pipeline page, click Configure (or the Edit button in the top-right). The configuration page has a sidebar on the left with four sections:
- Stages — your main workflow steps. Drag to reorder, click to edit.
- Terminal stages — the finish line (Approved / Hired / Rejected / Withdrew).
- Views — pick the default view (Kanban or List) for this pipeline.
- Background check — turn the Background Check stage on or off and pick the package.
What automatic stages do
- Background check stages create a background check the moment the card arrives. You don't need to click anything. When the check is cleared, the card advances on its own.
- Add to team stages add the person to the configured team and immediately advance the card.
- Send email stages send the configured email and advance.
Filtering the board
The toolbar at the top of every workflow has filters to narrow what cards you see:
- All Campuses — show only cards for people tied to a specific campus.
- All Connectors — show only cards assigned to a specific team member.
- All Stages (List view only) — show only cards currently in a specific stage.
Deep-linking to a specific card
Every card has a shareable URL: /studio/workflows/{workflow_id}?instance={card_id}. Paste it anywhere — when someone opens the link, the workflow loads with the card's drawer automatically expanded. This is what email and bell notifications link to, and what the Other Cards rows use to jump between pipelines.
Tips
- Cards stuck in a column are usually waiting on a person — that's the visual signal to follow up.
- Reorder stages by going back to Configure → Stages — drag handles let you change the column order.
- Old terminal cards stay on the board for reference. They're already closed out, but seeing recent successes and rejections gives the team useful context.