Table of Contents
- About this guide
- Track Tasks
- Organize Meetings
- Work on Tasks and Meetings
- Team onboarding
- Fix time zone issues
About this guide
Some terminology and conventions will be used in this guide:
|/command||A keyword launching a “micro-app” to make your Slack messages more powerful|
|[Button]||A button with single action to be executed upon click|
|[Menu ▾]||A button disclosing multiple options to be selected upon click|
|@user||A mention of a Slack user to send a message to|
|Conversation||A generic term to indicate either a #channel, group, or direct message (DM) on Slack|
|Timelist||A list of tasks and meetings combined together and organized by time|
Tasks, meetings and timelists
Kyber lets your team track tasks and meetings directly on Slack and organize them by time in lists called timelists. You can create a timelist in each conversation (i.e. #channel, group or direct message) or in Kyber bot for personal items.
To add new tasks and meetings simply start your normal messages with /task or /meeting – there is nothing else to learn:
/task @mike, send the slides by 5 PM
/meeting @mike, @katie, review the slides tomorrow from 3 to 4 PM
Kyber will assign the tasks to the @mentioned teammates, send the meeting invites, remind people at the specified time, notify you when things get done.
If you want to turn a message already sent on a #channel into a task or a meeting, you can simply add the appropriate emoji reaction to it: use ☑️ for tasks, 📅 for meetings.
To view and edit at any time the timelist type /show in each conversation. To view a complete dashboard with all your personal tasks and meetings, as well as those in each conversation, type /show in Kyber bot.
/show allows you to visualize your tasks and meetings along with the associated button actions.
This video gives you a quick overview of what you can do with Kyber!
It’s easy to send a Slack message like “@mike, can you send the slides by tomorrow at 3 PM?”, but then it’s very difficult for you and your teammates to keep track of it: tasks are forgotten, things don’t get done.
Kyber can help you with that, by turning that message into a task assigned to @mike, added to your and his list, with a deadline set for tomorrow that will trigger a reminder for @mike at 3 PM. Once @mike marks the task completed, you will be notified. All with the same simplicity of a message, all without leaving Slack.
Create a task
Kyber offers you two simple ways to turn an important message into a task that can be assigned, tracked and completed:
- start your message with /task, e.g. /task send the slides
- add the ☑️ emoji reaction to a message already sent (What is an emoji reaction?)
The message is added as a task to a list, called timelist, which is shared with the people in the conversation, like it would happen with the original message:
- In a #channel, the task is shared with everyone in that #channel
- In a direct message, the task is kept private between you and the other person
- In Kyber bot, the task is created as personal, visible only to you
You can now assign, schedule, attach a file, comment and finally complete the task.
After you created the task, you might want edit the task right away, in case you forgot to assign the task or add a file to it. The convenient [Edit Task] shown at task creation allows you to display various actions such as [Assign], [Plan], [Add File] or [Delete]. See Show timelists to learn how to display the same task actions at any time with /show.
Assign a task
To one teammate
To assign the task, simply @mention a teammate:
/task @mike, send the slides
You can add the @mention anywhere in the sentence – just as you would normally do in your message.
If you want to assign the task to @mike with buttons, click on [Edit Task] at creation or type /show to see the entire timelist with action buttons. Then click [Assign] to display the list of your teammates; scroll to pick @mike or type some letters (e.g. “mik”) in “Search people” field to limit the list of teammates to the one you are looking for.
Once assigned to @mike, the task is also added to:
- @mike’s personal timelist to work on it
- your own Sent list to track it until completion.
When @mike completes the task, a notification in the #channel or direct message is sent to inform everyone of the progress.
To multiple teammates
To assign a task to multiple teammates, simply list them in the same message:
/task @mike, @katie, @tom review press release
You can also send a task to an entire channel:
/task @channel send weekly report by Friday at 5 PM
When @channel is used, the task is assigned to everyone in that channel, including yourself.
You can also use [Assign] to assign the task to one or more teammates. To remove a teammate you already assigned the task to, select it again.
Each teammate has to mark the task done before it is fully completed and removed from the timelist. After a user complete their task, their status is updated from ? to ✓ to keep the rest of the team informed on their progress.
If you don’t need to wait for everyone to complete their instance of the task, you can click on [Complete For All].
Set a reminder or deadline
By default, a new task without a day or time (e.g. “Send the slides”) is added to your timelist for today.
To set a reminder or a deadline for the task, add a time and/or a date to your task:
/task @mike, send the slides by tomorrow at 3 PM
A timely alert will be sent to @mike to remind him about the task. Nothing will be forgotten, things will get done.
Just type your message as you normally would – Kyber understands a variety of date and time formats:
- 10 AM, 10AM or 5pm
- 10:30 AM or 1030AM
- Mon or Monday
- 15th of June or June 15
- Mon at 10:30
Reminders vs. Deadlines
Setting a reminder (“Call Mike on Wednesday at 12 PM”) is different than a deadline (“Send documents by Thursday at 3 PM”). In the first case, an alert at the right time is enough, in the other it’s better to have that task in front of you to work on it before the due date.
The beauty of Kyber is that you don’t have to learn a new user interface to distinguish the two cases: just naturally write your message. Kyber will automatically deliver the right experience for you.
Here are some examples.
- On June 15th
- At 3 PM
- On Monday at 3 PM
- By Monday
- Before 5 PM
- By Monday at noon
“Someday” unscheduled tasks
Sometimes you don’t know when you are going to work on a task, but you still want to track it. In that case, you can use the “someday” keyword to add the task to the Someday timelist. The task is recorded and ready to be scheduled with [Plan] when you will have some time to do it.
The Someday timelist is also useful when you have too many tasks in your daily timelist and want to snooze some for later with [Plan]. Keeping your daily timelist short is key to maintain focus and boost productivity.
Make tasks repeat
Some tasks need to be done regularly, every day, every week, every month. Instead of manually create each one of them, you can describe with your words the type of recurrence and Kyber will diligently setup a series of tasks that repeats.
Here are some ways to describe the recurrence:
- Every day
- Every Friday at 5 PM
- Every 1st of the month
- Daily at 3:30 PM
- Each Monday at 9 AM
- Monthly on the 15th
and many more. As usual, just write a natural message and Kyber will understand you.
Recurring tasks can be assigned to one or more teammates, allowing for many use cases within your team:
- /task @channel, send your weekly report every Friday at 5 PM
- /task @mike, @katie, please review weekly newsletter every Monday at 4pm
- /task pay bills every 1st of the month at 10 AM
- /task post on social media every day at 9am
- /task exercise every other day at 6 PM
- /task process payroll every other Friday at 3 PM
Recurring tasks are great to build team culture, apply best practices and instilling good habits.
To complete a task type /show to display your list of tasks in either Kyber app or directly in the conversation. Then, simply click on [Complete]: the task will be removed from the timelist and your team will be notified of the progress.
See Work on tasks and meetings for more information on how to manage tasks.
View completed tasks
To view the list of completed tasks type /show completed in each conversation or in Kyber app for your personal tasks.
You can also click on [View By…] ➡︎ [🏷 By status] ➡︎ [Completed].
It’s now easy to track the progress of a project on a daily basis, even if you missed some notifications about task completion. You can also use this list to create a report of the things you have accomplished during the week.
Send a meeting invite
To organize a meeting, start your message with /meeting. Then @mention who you want to invite and add date/time:
/meeting @katie, @mike review slides on Tuesday, from 3 PM to 4 PM
The meeting is added to a list shared with the other people in the conversation (e.g. a #channel, a group, a direct message).
To send meeting invites, @mention one or more teammates (e.g. @katie, @mike) or an entire channel using @channel. You can also add or remove invitees later with [Invite], available for meetings when displaying the timelist with /show or when you reply to the invite with [Reply to Invite] at meeting creation.
Invitees can use [Reply to Invite] from the invite to display the [Accept] and [Decline] buttons.
They can also reply later, at any time, from the timelist associated with the conversation or their personal one in Kyber app.
Set meeting start and end time
With Kyber no more complicated and hard to use widget to pick a start and end time for your meeting: use your own words:
- On Friday 27th at 10 AM
- From 10 to 1045 AM
- Monday 2-3 PM
- On October 15th at 4 pm
- 9/27 from 11 to 3 PM
- On Jun 15th
and many more. If you don’t add an end time, a default duration of 1 hour will be used.
You can also create events that spans multiple days:
- Monday to Friday
- 2/12 to 2/15/2018
- Nov 15th to 22nd
To reply right away to meeting invites you can click on [Reply to Invite] in the original message. If you missed that, you can type /show at any time to display your timelist in either Kyber app or directly in the conversation.
Then, simply click on [Accept] or [Decline] to send your reply. If you accept, the meeting will be kept in your personal timelist and you will be notified at meeting start. If you decline, the meeting will be removed from your personal timelist; in case you change your mind, you can still find the invite in the conversation timelist and update your answer there.
See Work on tasks and meetings for more information on how to manage meetings.
Kyber lets you view and modify your existing calendars directly from Slack. The iOS companion app is required for this functionality: you will be able to add to Slack any calendar already present on iOS (Google, Apple, Microsoft, Yahoo, or anything else). Android user? Join the waiting list – we will let you know when available (coming soon!)
To start importing your calendars, open the Slack app from your iOS device, enter /kyber calendar and click on the provided link to install the iOS Kyber app.
On the iOS app, follow the on-boarding process and make sure you grant Kyber the permission to sync with your iOS calendars. You will then be prompted with the list of available calendars: tap on the calendar(s) you want to import on Slack. Below the list of available calendars, tap on ‘Default calendar’ to choose the one your events will be added to from Slack.
If you don’t see a specific calendar, follow these instructions to add it first to the stock Apple Calendar app (and not to third-party apps).
This is a one time operation: after that, just leave the iOS app running in background (i.e. don’t manually kill it!) and your calendars will stay in sync with Slack.
If you later want to change which calendar is sync’ed or the default one, go to iOS app Settings (top left button), tap on “Enhance your experience” and then tap on “Sync Calendars”.
Tasks and meetings created with Kyber or imported from you calendars are intelligently organized in time-based lists called timelists. Timelists are shared with the members of each #channel, group, or direct message where the tasks or meetings were created.
Each team member has also a personal timelist: it contains private items and those received by others, directly or in #channels.
Timelist is an innovative productivity concept that allows you to effectively plan your day and get more done.
To view tasks and meetings organized in timelist, type /show.
- In Kyber bot to display a unified dashboard with
- Your personal timelist
- The timelists of each public channel
- Directly in any conversation (i.e. #channel, public or private, or direct message) to see the associated timelist
You can also display each timelist by clicking on [Show Timelist] when items are created or updated.
Your timelist can be visualized in two modes:
- Compact mode accessed with [📋 Compact]
- Edit mode accessed with [📝 Edit]
The Compact mode allows you to view your timelist in a compact way, to get an immediate sense of what needs to be done.
The Edit mode lets you access a more advanced view with a set of buttons per each item, such as [Complete], [Assign], [Accept], [Decline], [Add File], [Delete], etc. See Manage timelists for more details.
You can switch between modes at any time; your selection is maintained across sessions in case you have a preference for one mode vs. the other.
Personal and public timelists in a unified dashboard
When Kyber is installed, a Kyber bot is added to your team. Look for it under Apps section.
Kyber bot offers a unified dashboard to view and manage all tasks and meetings: no need to switch to an external website or app to have all your work under control.
This unique approach helps you saving time, keeping focus and ultimately getting more done.
When you type /show, Kyber bot starts displaying your personal timelist with your tasks and meetings for the day, sorted by time. Your personal timelist includes not only your private tasks created with /task in Kyber bot, but also any task or meeting received from others in any #channel or direct message. A complete plan of your day.
If you also want to view the timelists created in any public #channels, simply click on [Personal ▾] and pick a channel: the timelist for that channel will be displayed. Need to jump to that channel? Click on the name at the top of the list and you will transferred to that channel to start chatting there.
The conversation menu (e.g. [marketing (7 of 20) ▾]) displays two numbers:
- The first number (“7”) is the number of items in the timelist currently displayed
- The second number (“20”) is the total items for that channel, spread across other days or the Someday section.
Use filters to view jump to the section
Individual timelist per conversation
If you are already in a channel or direct message, you can type /show directly there while messaging: the timelist for that specific conversation will be displayed.
Using /show in a conversation is very convenient when discussing timelist items with your teammates.
To manage the items in each timelist click on [Edit] to display various actions.
- [Complete] or [Complete For All]
- [Add File]
- [Add File]
When you type /show, the timelist for the day is initially displayed to let you immediately know what needs to be done today.
If you want to see the timelist for a specific day, status or teammate, click on [View by…] and select one the menus:
- [🗓️ By day ▾]
- [🏷️ By status ▾]
- [👤 By teammate ▾]
Each item listed in the menu is followed by a number in parenthesis (e.g. “Tuesday, Jul 11 (4)”) showing how many tasks or meetings are present in that conversation.
If you want to immediately display a specific view, add it after /show (e.g. /show Monday to see Monday timelist). See each section below for specific details on /show filter keywords.
The “By day” view works like a calendar, letting your switch between days. Look at the number next to each date to know if you have anything scheduled.
With the [🗓️ By day ▾] menu you can select to display:
- The Calendar view with all the tasks and meetings grouped by day
- A specific date in the next 14 days
- Someday section with unscheduled tasks
To directly access a specific day view, type /show followed by the same keywords you find in the menu:
- a date, e.g.:
- July 5th
- /show Tuesday
- /show someday
- /show all
The “By status” view allows you to display tasks and meetings based on their status:
- All open: all the open tasks and meetings organized by day in a calendar view; useful to have a complete view of the project. Equivalent command: /show all
- Sent by you: all the tasks and meetings you have sent to other teammates; useful to keep track of all the outstanding tasks and to follow up on them until completion. Equivalent command: /show sent
- Completed: completed tasks and meetings, along with completion teammate and date; useful to create reports on project progress. Equivalent command: /show completed
More status (e.g. Assigned, Unassigned, etc) will be added in the near future.
The “By teammate” view lets you see what each teammate is working on. It’s very helpful to:
- balance the load between teammates
- display just your own tasks and meetings
To directly access the timelist for a specific user, type /show followed by their @username, e.g. /show @mike.
When Kyber is installed on a team, every teammate can start using it immediately, without having to create yet another account.
To help any member of your team to get started right away, Kyber sends two short on-boarding messages, in two separate days (Day 1 and Day 3). Such messages are sent ONLY to those teammates that either:
- Explicitly interacted with Kyber with a command, a click on a button, one of our emoji reaction, or a message to Kyber app
- Received a task or a meeting invite from another teammate.
Those users that never interact with Kyber or never receive a task or a meeting invite will never receive any message from Kyber.
Fix time zone issues
If you are experiencing time zone issues with your reminders or calendar events, simply type any Kyber command or click on any button: Kyber bot will automatically update your time zone based on Slack settings.
Note: make sure you have Kyber bot installed under Apps section on Slack.