Kyber Guide

About this guide

Some terminology and conventions will be used in this guide:

 Description
/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
list  A list of tasks and meetings combined together and organized by time

Overview

Tasks, polls, meetings and lists

Kyber lets your team track tasks, polls and meetings directly on Slack and organize them in lists. You can create a list in each conversation (i.e. #channel, group or direct message) or in Kyber bot for personal items.

Kyber timelist

To add new tasks, polls and meetings simply start your normal messages with /task, /poll or /meeting; then use /list to display them – there is nothing else to learn.

/task @mike, send the slides by 5 PM

/poll where do we go for lunch?

/meeting @mike, @katie, review the slides tomorrow from 3 to 4 PM

Kyber will assign the task to the @mentioned teammates, create a poll with up to 4 options, send the meeting invites, remind people at the specified time, notify you when things get done, send poll results, alert about upcoming meeting.

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.

emoji_reaction_task

To view and edit at any time the list type /list in each conversation. To view a complete dashboard with all your personal tasks, polls and meetings, as well as those in each conversation, type /list in Kyber bot.

/list allows you to visualize your tasks, polls and meetings along with the associated buttons to take action on them: assign, edit, vote, invite, complete.

This video gives you a quick overview of what you can do with Kyber!

Track Tasks

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:

  1. start your message with /task, e.g. /task send the slides
  2. add the ☑️ emoji reaction to a message already sent (What is an emoji reaction?)

The message is added as a task to a list 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 [Edit], [Assign], [Add File] or [Delete]. See Show lists to learn how to display the same task actions at any time with /list.

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 /list to see the entire list 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 list 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 list. 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 list for today.

If a time and/or a date is added, a reminder or a deadline will be created based on how you phrased your message. Kyber is smart enough to differentiate a reminder:

/task @mike, send pricing proposal tomorrow at 8 AM

from a deadline:

/task @mike, prepare slides by Wednesday at 3 PM

and deliver the right experience for you.

In both cases a timely alert will be sent to @mike to remind him about the task. For reminders, the task is showed only in the specified day (tomorrow), while for deadlines the task will be shown in the daily plan until the deadline (Wednesday) to make sure you to start working on it.

Nothing will be forgotten, things will get done.

Just type messages as you normally would: Kyber understands a variety of time and date formats:

  • 10 AM, 10AM or 5pm
  • 10:30 AM or 1030AM
  • Mon or Monday
  • 15th of June or June 15
  • Mon at 10:30

As well as reminder vs. deadline formats:

Reminder:

  • On June 15th
  • At 3 PM
  • On Monday at 3 PM

Deadline/Due date:

  • 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 list. The task is recorded and ready to be scheduled with [Plan] when you will have some time to do it.

The Someday list is also useful when you have too many tasks in your daily list and want to snooze some for later with [Plan]. Keeping your daily list 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.

Add a file

Files in the cloud (Google Drive, Microsoft OneDrive, Dropbox, Box, etc.)

To add a file from a cloud storage service to a task, simply add the link to the task name. For example, if you need your team to review a document, type:

/task @mike, @katie please review https://docs.google.com/document/d/1UH0zPq2#pnGxgbPG1rapd8hfXqdWR-6-MVn8bssP_bM/ by tomorrow at 3 PM

The task created will have the file accessible through a shortened link:

Add files from Google Drive, Microsoft OneDrive, Dropbox, Box

For detailed information on how to get a sharable link from your cloud storage service check the following documentation:

Files on Slack

If you want to add a file already shared on Slack, use the [Add File] button.

The first time you will be prompted to grant a permission to access your files on Slack. After you have granted it, click again on [Add File] and select one of the files already uploaded on Slack in the current #channel. The file is now added to your task under the More Info link.

Files from your computer

To add a file to a task from your computer, upload it first to Slack (see instructions) and then use the [Add File] button as described in Files on Slack.

Turn off file previews on Slack if you don’t want to clutter your channels.

New Slack Document or Snippet

To create and add a new file to a task, use the [Add File] button and select either New Document… or New Snippet… from the menu.

You can use rich formatting, collaborate, or share code with native Slack files.

Add a checklist

To specify sub-tasks or steps for a bigger task, you can create a checklist. Click on [Add File], select New Document… and start editing the newly created Slack post. Use the checklist format to add a new item (or the [ ] shortcut):

To-do checklist for SlackEach item can be independently completed to share the progress on the task.

Comment on tasks

To comment on tasks click on the 💬 at the end of the task name at creation or in the list displayed with /list: a thread associated to the specific task will be created.

You and your team can now ask questions to clarify the tasks, add more details, share notes and provide updates, all in the context of the specific task.

Remember to @mention in the thread any user you want to notify: your comments will be displayed in their “New threads” section in the sidebar of Slack and they will be subscribed to any further message for that thread.

Complete tasks

To complete a task type /list to display your list of tasks in either Kyber bot or directly in the conversation. Then, simply click on [Complete]: the task will be removed from the list and your team will be notified of the progress.

When the completion message is sent to the channel, your teammates can add a 👏 emoji reaction to congratulate you for your work. A team morale boost!

Congrats on complete

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 /list completed in each conversation or in Kyber bot 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 Polls

Create a poll

To create poll, start your message in a #channel with /poll:

/poll where do you want to go for lunch?

Kyber will offer the ability to add up to 4 option answers; click [Add Options] to enter them:

Poll - Add Options

By clicking on [Submit] the poll is created, sent to the #channel and added to the #channel list, accessible with /list.

Vote on a poll

Once the poll is submitted to the #channel, everyone can start voting on it with 1️⃣, 2️⃣, 3️⃣, 4️⃣. Poll votes are anonymous.

Upon voting, a message to Kyber bot is sent with partial poll results. Voting again for another option will change your vote.

You can also review partial poll results at any time, by typing /list in the #channel.

End of a poll

A poll remains active for a day or until everyone in the channel vote on it. After that, final poll results are sent to the #channel for everyone to review:

Poll resultsOrganize Meetings

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).

Add invitees

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 list with /list 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 list associated with the conversation or their personal one in Kyber bot.

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

Reply to meeting invites

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 /list at any time to display your list in either Kyber bot 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 list and you will be notified at meeting start. If you decline, the meeting will be removed from your personal list; in case you change your mind, you can still find the invite in the conversation list and update your answer there.

See Work on tasks and meetings for more information on how to manage meetings.

Work on Tasks, Polls and Meetings

Tasks, polls and meetings created with Kyber are intelligently organized in time-based lists shared with the members of each #channel, group, or direct message where the tasks, polls or meetings were created.

Each team member has also a personal list: it contains private items and those received by others, directly or in #channels.

Kyber list is an innovative productivity concept that allows you to effectively plan your day and get more done.

Show lists

To view tasks, polls and meetings organized in list, type /list.

Use /list:

  1. In Kyber bot to display a unified dashboard with:
    • Your personal list
    • The tasks and the meeting invites sent by you
    • The lists of each public channel
      Browse_channels_menu
  2. Directly in any conversation (i.e. #channel, public or private, or direct message) to see the associated list

You can also display each list by clicking on [Show List] when items are created or updated.

Your list can be visualized in two modes:

  • Compact mode accessed with [Compact]
  • Edit mode accessed with [Edit]

The Compact mode allows you to view your list 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 lists 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 lists in a unified dashboard

When Kyber is installed, a Kyber bot is added to your team. Look for it under Apps section in Slack sidebar.

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 /list, Kyber bot starts displaying your personal list with your tasks and meetings for the day, sorted by time. Your personal list 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 lists created in any public #channels, simply click on [Browse channels ▾] and pick a channel: the list 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 label indicating the list (e.g. “Manage #marketing list (7 of 20)”) displays two numbers:

  • The first number (“7”) is the number of items in the list currently displayed
  • The second number (“20”) is the total items for that channel, spread across other days or the Someday section.

Individual list per conversation

If you are already in a channel or direct message, you can type /list directly there while messaging: the list for that specific conversation will be displayed.

Using /list in a conversation is very convenient when discussing list items with your teammates.

Manage lists

To manage the items in each list click on [📝 Edit] to display various actions.

For tasks:

  • [Complete] or [Complete For All]
  • [Assign]
  • [Plan]
  • [Add File]
  • [Delete]

For meetings:

  • [Accept]
  • [Decline]
  • [Invite]
  • [Add File]
  • [Delete]

Filter lists

When you type /list, the list for the day is initially displayed to let you immediately know what needs to be done today.

If you want to see the list 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 /list (e.g. /list Monday to see Monday list). See each section below for specific details on /list filter keywords.

By day

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 /list followed by the same keywords you find in the menu:

  • a date, e.g.:
    • today
    • tomorrow
    • Tuesday
    • July 5th
    • 7/5
    • 7/5/16
  • someday
  • all

Examples:

  • /list Tuesday
  • /list someday
  • /list all 

By status

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: /list 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: /list sent
  • Completed: completed tasks and meetings, along with completion teammate and date; useful to create reports on project progress. Equivalent command: /list completed

More status (e.g. Assigned, Unassigned, etc) will be added in the near future.

By teammate

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 list for a specific user, type /list followed by their @username, e.g. /list @mike.

Connect with the Apps you already use

Via IFTTT

With the Kyber channel on IFTTT, you can import or export data between Kyber and the apps you use the most. Create tasks from content on other apps, sync calendars, generate reports and more.

To connect Kyber with IFTTT, type /kyber IFTTT and follow the one-time configuration steps. Then start connecting apps through existing IFTTT applets or create new ones.

Few examples of available applets:

  • Add a to-do to answer an important email you starred on Gmail (applet here)
  • Add a to-do to answer an high priority email on Outlook/Office 365/Exchange (applet here)
  • Add a to-do with repository, issue and link when a Github issue is assigned to you (applet here)
  • Add a to-do when a Trello card is assigned to you (applet here)
  • Log your work hours on your calendar of choice (applet here)
  • Create a journal of your life on Evernote based on what you’ve accomplished today, from calendars and to-do list (applet here)
  • Get a reminder to take the umbrella if today is going to rain (applet here)
  • Create a to-do with Amazon Alexa and add it to Slack (applet here)
  • Anything you can think of.

Onboard your Team

When Kyber is installed on Slack, every teammate can start using it immediately, without having to create yet another account.

To help your team to get started with Kyber, a single on-boarding message is 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 bot
  • 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.

From the on-boarding message each user can start an interactive fun tour to learn more about Kyber based on their topic of interest. The tour can be started or resumed any time by typing

/kyber tour

Update your Time Zone

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.