User Guide

Open your WarmDesk URL in a browser. If public registration is enabled you will see a Register link on the login page. Fill in a username, display name, email address, and password and click Register. You are logged in immediately.

If registration is not available, ask an administrator to create an account for you.

Enter your username and password. WarmDesk issues a short-lived JWT access token (15 minutes) and a 7-day refresh token that keeps you logged in as long as your browser tab is open.

Click Forgot password? on the login page and enter your email address. If an account with that address exists, a reset link is sent immediately. The link is valid for one hour.

You can enable TOTP-based MFA from Settings → Security. Scan the QR code with an authenticator app (Aegis, Authy, Google Authenticator, etc.) and enter the 6-digit code to confirm. Once enabled, every login requires the one-time code after the password.

Click New Project from the dashboard or the projects list. Choose a name (the URL slug is derived automatically), a board type (Kanban or Scrum), and optionally assign a customer.

Kanban — columns you define, cards flow freely between columns. Suitable for continuous-flow work.

Scrum — same column structure but with sprints, a backlog, and story points. Adds a sprint panel in the sidebar for planning and tracking.

Star a project with the ⭐ icon to pin it to the top of your dashboard. Drag project cards on the dashboard to reorder them. Filter by customer using the dropdown at the top.

Add columns with + Add Column in the board toolbar (project admins and owners). Double-click a column title to rename it; drag the column header to reorder; remove an empty column with the trash icon.

Open Column settings (⚙) on a column header to change its colour and optional WIP limit (maximum cards). The header shows count versus limit (for example 3 / 5); it is emphasized when the column is at or over the limit. Leave the limit empty to turn off WIP tracking.

You can also set an optional WIP limit when creating a new column.

Click + Add card at the bottom of a column to create a new card. Drag cards between columns and within a column to reorder them. Click a card title to open the card detail panel.

In Scrum projects, a Sprint panel appears in the left sidebar. Create a sprint, drag backlog cards into it, and click Start Sprint to begin. When a sprint ends, incomplete cards are moved back to the backlog.

Add checklist items from the Checklist tab. Each item has its own checkbox; the card header shows a completion ratio (e.g. 3/5).

Add a comment in the Comments tab. To log time on the same comment, fill in the Time spent (minutes) field. Logged time appears in the time report.

Drag files or click Attach to upload. Images are displayed inline; other file types appear as download links. MIME type is detected server-side; the client-supplied content type is ignored.

Add yourself or colleagues as watchers to receive notifications when the card is updated.

Every card gets a sequential number like PRJ-42. Type this number in any chat message or comment to generate a clickable badge that opens the card.

Every project has a persistent chat channel accessible from the Chat tab in the project. All project members can read and post.

Click Messages in the sidebar to access direct messages and group chats.

Start a 1-on-1 conversation from any user’s profile. Create a group chat by selecting multiple users (or an entire project team). Group chats support a custom avatar and member management (add / remove participants).

From a one-on-one direct message thread you can start an audio or video call with the other participant (WebRTC peer-to-peer). Group voice or video calls are not available yet but are planned for a future release.

Time can be logged in two ways:

Go to Reports to view a summary of time entries. Filter by date range, user, customer, and project. Export to PDF (browser print) or XLSX.