What is a view in Craft.io?
Views are different ways to look at your work. Each view helps you answer a different question, such as:
What is in my backlog?
What are we working on right now?
How does our roadmap look across time?
How are items grouped by product, team, or priority?
You can create as many views as you like and tailor them to your workflow, and can share these with internal teams and external customers.
Where do views live in Craft.io?
Views live in the left navigation panel of your Workspace or Portfolio. Craft.io offers two view categories so teams can stay aligned without limiting individual flexibility:
Collaborative Views
Visible to all users (both read and read/write) in your Workspace or Portfolio
Created and managed by Workspace and Portfolio Admins
Ideal for shared rituals, planning, reporting, and stakeholder updates
Can be organized into folders for easier navigation
Collaborative views give your team a single source of truth. Admins can also lock or structure them to ensure consistency.
Personal Views
Visible only to you
Can be created by any user (including read-only)
Helpful for your own filters, dashboards, analysis, or focus lists
Can be changed freely without affecting shared team workflow.
Personal Views belong only to you and are best used for exploration or focused analysis
💡 Tip: You can rename any view by clicking Actions, and organise your views into subfolders to keep navigation clean. Group related planning, reporting, or roadmap views into their own sections so teams can find the right views quickly.
Creating and managing your views
You can create new views at any time through the New View button in the navigation or by choosing from Guru Views, which are prebuilt templates that follow best practice patterns for planning and reporting.
Collaborative Views are managed by Workspace or Portfolio Admins, who control the structure and naming of all team facing views. If you create a Personal View that could be useful to others, an Admin can uplift it to a Collaborative View so the whole team can access it:
Click Actions
Select Save as New Workspace (or Portfolio) View
Select the View Category
Define View Title and View Description
Click Save
💡 Tip: Admins own all shared views, so any changes to the grouping, filters or columns need to be saved to become visible to other users. Simply click "Save workspace view changes" at the top of the screen once you make a change.
What types of views can you use?
Craft.io provides several powerful views that help teams understand, plan, and communicate their work from every angle. All views allow you to sort, filter, group, and customize your columns so you can explore your data in the way that suits you best. Each view serves a different purpose:
Table View
The Table View gives you a structured, spreadsheet-like view of your work.
This view is ideal for backlog refinement, bulk edits, data cleanup, and creating personalized slices of your work. Best for:
Backlog management
Data-driven prioritization
Creating analysis or reporting views
💡 Tip: Use bulk edit from Table View when doing large cleanups or restructuring multiple items at once.
Kanban View
The Kanban View lets you explore your work by grouping items into columns based on one chosen field. This could be Status, Team, Priority, or any custom field you create. Moving items between columns updates the field value immediately, helping you keep your workspace accurate and current. Best for:
Drag-and-drop updates
Understanding distribution across a single field
Standup and workflow reviews
💡 Tip: Sort items inside each column by Priority or due date. This keeps the most important work at the top to keep teams aligned during stand ups.
Swimlanes View
The Swimlanes View gives you a multi dimensional way to visualize your plans. You can control the layout, group items by Product, team, priority, timeframe, or any custom field, and add a second dimension using swimlanes. This makes it easy to compare work across groups, understand relationships, and communicate strategic plans clearly. Best for:
High level planning across multiple dimensions
Comparing work by Product, team, value stream, or priority
Showing strategic context to leadership or customers
💡 Tip: Save variations of the same roadmap for different audiences. One roadmap can be team facing while another is leadership focused.
Timeline View
The Timeline View places your work on a visual time based layout so you can see how items unfold across weeks, months, quarters and beyond. Items appear according to their start and end dates, giving you a clear picture of sequencing, overlap, and delivery expectations. Best for:
Time based planning
Sequencing work and spotting overlaps
Forecasting delivery expectations
💡 Tip: Drag timeline bars to adjust dates quickly. This is a fast way to respond to schedule changes during planning sessions.
Progress Dashboard
The Progress Dashboard gives you a clear, visual overview of how work is progressing across your Workspace or Portfolio. This guide explains what the dashboard does, where to find it, and how to build meaningful progress reports without spreadsheets or manual updates. Best for:
Real time snapshots of where work stands
Detailed breakdown into progress across teams, products, or initiatives
A simple way to report status to leadership
💡 Tip: Create separate dashboards for different audiences. One for leadership, one for delivery teams, and one for product managers.
How to share views with others
Shared Views let you present a Craft.io view to anyone in real time without giving them direct access to your Workspace or Portfolio. It's a secure way to walk stakeholders through a roadmap, backlog, or dashboard while keeping full control of what they see.
When you share a view, Craft.io generates a private link that opens the view in a read-only LiveShare mode. Your audience does not need a Craft.io account to join the session. They simply open the link in their browser.
💡 Tip: Use filters before sharing a view so only the items you want to present are visible in your LiveShare session. This keeps the conversation focused and avoids showing internal work.
What comes next?
Now that you know the different views in Craft.io, you can begin exploring your Workspace and creating the views that match your workflow. Try adjusting grouping, filters, and columns, or save your own Personal Views to keep important slices of work close at hand.
From here, you can move into prioritization, roadmapping, capacity planning, or progress tracking to build a clearer picture of your product plans.
Need more guidance? 🙋 Our LIVE support team (at the bottom right corner of your screen) replies to ANY question!