Kanban boards, client approvals and automations
Organise the work. Get the sign-off.
Everything in Skybase, grouped by what you're trying to do. No add-ons, no tiers of features.
The Northwind Rebrand board with Brief, In progress and Client review columns. Priya drags “Logo lockups, final round” from In progress to Client review, where it gets the In review label, then the same jobs switch to the table view.
Drag a card between columns. On a phone, press and hold first. In Skybase everyone on the board sees it move the moment you drop it.
Plan
Boards, columns and job types that match the project
Pick one to see it
The Northwind Rebrand board with Brief, In progress and Client review columns. Priya drags “Logo lockups, final round” from In progress to Client review, where it gets the In review label, then the same jobs switch to the table view.
A board with a column being renamed, a drag handle for reordering and an “Add column” button. Below it, a chip names the project’s automation “Move completed jobs to Done”.
A “New job” form for the Design job type with custom fields: format, brief, reference link and artwork upload.
A label picker with a box to find or create a label, listing In review, Waiting on client, Blocked, Print and Social with the first two chosen, and a priority picker with Critical, Important, Normal and Low, set to Important.
Views
The same jobs as a board, a table, a calendar or a timeline
Switch views without losing your place: the filters come with you. Save the ones you use most, for yourself or for everyone on the project.
Pick a view to see it
The Northwind Rebrand board with Brief, In progress and Client review columns. Priya drags “Logo lockups, final round” from In progress to Client review, where it gets the In review label, then the same jobs switch to the table view.
Drag jobs between columns and everyone on the board sees them move. Filter by member, label, priority or due date; the filters live in the address, so a link opens the same board.
The Northwind Rebrand jobs as a table grouped by priority: Critical, Important, Normal and Low groups with their counts, columns for title, labels, priority, assignee, due date and tasks, and an Export CSV button. The saved view “My critical jobs” is on screen. “Brand guidelines v3”, three days overdue, is raised from Important to Critical and moves into the Critical group.
Sort by title, labels, priority, assignee, due date, last update or comments, group by column, assignee or priority, choose which columns show, edit a title in place and export to CSV. Your columns and grouping follow your account, and the sort is kept per project.
The calendar view on a phone: a month of days with dots where jobs are due and Thursday 15 October picked, listing its four jobs with their first label and assignee, and the jobs with no date below.
A month of due dates, with the jobs that have none waiting in an Unscheduled tray. Drag a job to another day to reschedule it, or back to the tray to clear its date. On a phone the month becomes a day agenda, with “Set date…” on every job.
The Northwind Rebrand timeline at Week zoom, grouped by column, with links drawn between jobs. Maya drags “Homepage hero concepts” a working day later, to 13–15 October. “Logo lockups, final round”, which waits on it, shows as a dashed ghost where it will land. “Product page copy” also waits on it but has a day to spare, so it stays where it is, and so does the Client sign-off milestone.
A Gantt chart of start and due dates. Drag a bar and the jobs that wait on it show where they would land; only the ones that would clash move, as one change you can undo. Milestones, baselines, the critical path and a workload strip are there too.
The saved views menu, open under “Viewing: My critical jobs (edited)” with an Update button beside it. It lists My views (My critical jobs, Due this week, shared) and views Shared with project by Leo Ortiz and Priya Shah, options to rename, share or delete the view on screen, and “Save current view…”.
Save the filters you keep reaching for as a named view, with the table's columns, grouping and sort too. Keep it under My views or put it under Shared with project, where “me” means whoever opens it.
How to save views and filters in Skybase
See everything the table does See everything the calendar does See everything the timeline does
Collaborate
Talk on the job, not around it
- Comments and threads
- Reply in threads on any job. Rich text with headings, lists, links and code, sanitised on the server before it is stored.
- Edit what you posted
- Fix a comment after you send it and it carries an "edited" marker. Delete your own within five minutes of posting; administrators can delete any.
- Drafts that survive a reload
- A half-written reply is kept per job, per person, in your browser, so closing the tab does not lose it.
- Files on the comment
- Attach several files at once. Each one uploads in parallel and can be cancelled on its own.
- @mentions and reactions
- Pull someone in with @. React with a thumbs up, a heart, a fire, a smile, a party or a tear.
- Guests on a job
- Invite a client straight onto a job. They see that project and nothing else, and can only change jobs they raised, are assigned to, or were added to. They can never invite people, create projects or open project settings.
- Private notes
- Keep notes on a job that only you can see.
- Activity trail
- Every move, task, file and label change is logged on the job automatically.
A comment thread on the Brand guidelines v3 job with messages from Leo, the client Tom, and Priya, including @mentions, an emoji reaction and a mention picker.
Day to day
Fast enough to live in
Most project tools are fine to look at and slow to use. Skybase is built for the person who has it open all day: the keyboard does the work, and twenty cards change as easily as one.
Command palette
Press ⌘K to search every job you can see, jump to a project, or run an action without touching the mouse.
Keyboard shortcuts
g i, g p and g r go to Inbox, Projects and Reports. n starts a job on a board, Escape closes what is open, and ? lists them all.
Bulk actions
Select the cards you mean, then move, assign, add or remove labels, mark complete, set the priority, or archive them in one go, or archive every job in a column at once.
Filters you can link to
Board filters live in the address, so a pasted link opens the same filtered jobs, and the filters come with you as you switch between board, table and calendar.
And it works on the phone in your pocket
Reviewing work on the train is the normal case, not the edge case. The board shows one column at a time with a switcher along the top and a count on each. Hold a card to drag it, or use the “Move to” menu when a thumb is not precise enough. Job pages, comments, files and approvals all work at 390px wide, in the browser, with nothing to install.
Automate
Let the board do the hand-offs
Write a rule the way you would say it: when a job gets the In review label, assign it to Leo and let Tom know. Skybase runs it straight after the change is saved, or once a day for rules that wait on time, on both plans.
An automation rule named Review hand-off, switched on: when the label In review is added, assign to Leo Ortiz, then notify Tom Becker. It has run 12 times. Beside it, Priya Shah adds the In review label to Brand guidelines v3, the rule reassigns it from Priya Shah to Leo Ortiz, a row marked with a violet bolt records that in the job's activity, and Tom Becker, the client, is notified.
- Ten triggers, plus eight from GitHub
- A job is created, moves to a column, is completed, gets a label, has sat in a column for a number of days, or its priority or assignee changes, and an approval request is approved, has changes requested or passes its team check. Connect a GitHub repository and a rule can also start when a pull request opens, merges or goes live, a review asks for changes or approves, checks fail, or the job's GitHub issue closes or reopens.
- Conditions, if you need them
- Narrow a rule with up to 3 conditions on the priority, the job type or the assignee.
- Actions, in order
- Run up to 5 actions: assign, add collaborators, add or remove a label, mark it complete, move to a column (quietly, if you like), set the priority, notify the assignee or named people, and archive.
- Set by administrators
- Rules belong to a project. Only administrators can add or change a rule; team members get a read-only list, so they can see why a job changed. Guests never see the rules.
- Signed on the job
- Every change a rule makes shows in the job's activity with a bolt and the rule's name, so nobody has to guess why a job moved.
- Recent runs
- Each rule keeps its last 50 runs: whether it ran, had nothing to change, was skipped or failed, and why.
- Fails safe
- Delete a column, label or job type a rule relies on, or remove a person it names, and the rule switches itself off and says why until someone fixes it.
- Short chains only
- A change made by a rule can set off another rule, up to three in a row, and never the same rule twice, so two rules cannot bounce a job back and forth.
Approve
Approvals without the email chain
The part of client work that usually happens in email, happening on the job instead: who signed it off, when, and which version they were looking at.
A phone showing a review opened from an email. Tom Becker, the client, pins a comment on the homepage hero, “Logo a touch bigger?”, chooses Approve with changes and says what to change, and the request turns Approved with changes: Leo Ortiz has been told.
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1
Ask the right people
Name who approves, set a due date and add a brief.
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Review from the email
Each approver opens their own secure link, no password needed.
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Comment on the spot
Pin comments on images and PDF pages, and resolve them as they're done.
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A clear answer
Approve, Approve with changes, or Request changes with a note. A new version asks again.
Everything waiting on you collects in the Inbox, under Approvals. Download every file on a job as one zip; larger jobs build in the background and email you a signed link.
Stay in the loop
Live updates, on your terms
Real-time everywhere
Job moves, comments, reactions, files, labels and columns update live. If the connection drops, the board, the open job and your notifications refetch themselves when it comes back.
Online, away, or not there
Presence dots on avatars across boards, job pages and people lists. Mention someone who is away and Skybase warns you before you post.
Notifications your way
In-app and email switches for each band of activity, from urgent down to minor. What controls the volume of email is the cadence: instant, or batched hourly, daily or weekly. Quiet hours in your own timezone mute the in-app alerts.
Morning roundup
A 09:00 email with what's overdue, due today, coming up, tasks assigned to you and recent activity.
Administrators get a delivery log of every notification email, with its status, opens and clicks, filtered by type, status and date.
A morning roundup email for Harbour Studio listing one overdue job, two due today, three upcoming, two tasks assigned to you and three recent activities.
Find & report
Know where everything stands
- Search
- Search jobs from anywhere, scoped to what you are allowed to see. The ⌘K palette searches as you type and always offers a “see all results” option that opens the full search.
- Inbox
- Eight filters: All, Unread, Mentions, Assigned to me, Due soon, Approvals, Snoozed and Archived. Snooze or archive a notification, mute a job or a whole project, and read and reply in a slide-over preview without leaving the list.
- Reports
- A dashboard in four tabs, Overview, Flow, People and Projects, with KPI tiles, lead times and a compare-to-previous-period switch. Click a number to see the jobs behind it, export as CSV, and save a report or have it emailed weekly or monthly.
- Archive
- Archive a job, every job in a column in one go, or a whole project. Nothing is deleted; browse the archive whenever you need it.
Quick search results for “brand” across projects, and the Reports dashboard: Overview, Flow, People and Projects tabs, tiles for 128 jobs completed (up 32% on the previous period), a 3.2-day median lead time, 4 overdue jobs and 46 active jobs, and a weekly throughput chart.
Secure
Your workspace, your database
The questions your clients ask you before they will put their files somewhere new, answered in one place.
Three workspaces, each on its own subdomain with its own locked database, with no connections between them.
- A database per workspace
- Every workspace runs on its own subdomain with its own dedicated database. Your data never shares a table with anyone else's.
- Signed file links
- Files live in private S3 storage. Every link is signed and expires after 8 hours.
- Uploads on an allowlist
- Images, documents, media, archives and design files up to 120 MB each. HTML, SVG, scripts and executables are refused by extension and by content type.
- Rich text is sanitised
- Comments and descriptions are cleaned on the server before they are stored, so nothing pasted in can run later.
- Rate limits per person
- AI, uploads, zip downloads, search, exports and imports are each capped per user per minute, so one automated client cannot swamp the workspace.
- Sign in with Google
- Use a Google account, or an email and password. There is no SAML single sign-on.
- Delete with confirmation
- Deleting a project makes you type its name first, and only an administrator or the person who created it can do it. To remove a whole workspace, email support@skybase.it and we confirm by email before anything is deleted.
- Roles, not settings
- Administrators, team members, single-project guests and multi-project guests each get a fixed set of permissions enforced on the server, not hidden behind toggles you have to audit.
FAQ
What people ask about the features
Billing questions are on the pricing page. Anything else, email support@skybase.it.
Can a client see my other clients?
Who can set up automations?
Do guests take up a seat?
Does it work on a phone?
What can I upload?
Do I have to move everything across at once?
Every feature, on every plan.
Free for up to 5 users. No add-ons to unlock.
Free plan · No credit card · Clients always free