Creating and Customising a Track


Tracks in ISMS.online are inspired by Kanban boards, giving you a clear, visual way to manage processes as they move through each stage. As items progress from left to right, each column reflects their status – for example, To-do, In progress, Pending review, and Resolved.

By default, you’ll see all Track items in an unfiltered view, along with key details to support prioritisation and collaborative working.


Pre-Built Tracks

ISMS.online includes ready-made Tracks for common workflows, such as:

You can also adapt Tracks for a wide range of uses – from managing customer service and referrals to tracking server patching or correspondence.




Creating a Track



Tracks are made up of Track Items – individual pieces of work that move across columns until complete. You can assign Items to team members, categorise them, and attach relevant documents or Connected Initiatives.

Visibility

As with all ISMS.online Initiatives, any team member can view a Track and its items if they’re part of the team. To check who has access, click Team in the top-right corner of the screen.

Finding Tracks
You’ll find all Tracks under the Work menu. Hover over it in the navigation bar, select All work, then filter the list by ‘Tracks’.




Creating a new Track

To create a new Track:

  1. Go to All work and click the green Create new button.
  2. Select Track and click Create new again.

Enter a name and optionally set its purpose and goals to help your team stay focused.





Customising a Track


You can tailor a Track to fit your workflow using the Settings page.




Accessing Track Settings

Open your Track, then click Settings in the top right. Here you can:

  • Update the Track’s name and description.
  • Customise statuses and categories.



Track Name, Purpose, and Goals

You can edit these at any time. Remember to click Save Settings after making changes.



Statuses

Statuses define how work flows through your Track. Each column represents a status, helping you monitor progress and spot any bottlenecks.

Every Track starts with two mandatory statuses:

  • To-do (at the start)
  • Resolved (at the end)

While their names can be edited, they can’t be removed. Between these, you can add, edit, or delete as many statuses as needed. The view will automatically expand to fit your screen.



Outcomes

When resolving an item, you’ll be asked to select an outcome. By default, options include:

  • Complete
  • Incomplete
  • Duplicate
  • Declined

These can be customised in the settings, just like statuses and categories.




Categories

Categories help you tag Track items, making it easier to filter and report on specific types of work. Define them in the Settings page and apply them directly to Track items.



Financial Value

You can enable this option to assign financial values to items. The system will total these values for each status and the Track overall.

Note: Changing the currency symbol won’t convert entered values – it only updates the display symbol.



Deleting and Archiving Tracks

  • Delete: Permanently removes the Track and all its contents. Use with caution.
  • Archive: Hides the Track from active view but keeps it accessible via the Archived button on the Track listing page. Archived Tracks remain searchable.


Applying Default Deadlines

If you want new items to automatically have deadlines, you can set a default deadline:

  1. Open Settings for the Track.
  2. Find the “Default Deadline” panel and click the edit pencil.
  3. Set the default time (weeks, days, hours) or remove it by selecting “None” in each dropdown.

How It Works

A default deadline (e.g., 14 days) will assign a due date when a new item is created. For example, an item added on 1 June at 10:00 will get a deadline of 15 June at 10:00.

Note: Default deadlines don’t account for business hours, weekends, or holidays. You can update due dates on individual items later if needed.

Now that you’ve set up your Track, you’re ready to start managing work and collaborating with your team.