Zapier Kanban in Google Sheets
Using principles similar to Zapier, you can turn a simple spreadsheet into a dynamic Kanban board in Google Sheets that helps you manage tasks and projects visually without needing a dedicated project management app.
This how-to guide walks you through creating a functional Kanban system in a single Google Sheet, inspired by the workflow shown on the original Zapier Kanban tutorial.
Why build a Kanban board with Zapier-style steps?
A Kanban board organizes work into columns that represent stages in your process, such as To Do, In Progress, and Done. Recreating this with Google Sheets and Zapier-style thinking gives you:
- A free, flexible system using tools you already know.
- Fast setup compared with full project management platforms.
- Easy customization with formulas and filters.
- A structure that can later be automated via Zapier if you choose.
Instead of complex software, you use a single spreadsheet, clear columns, and filters to mimic the card movement you see on a classic Kanban board.
Plan your Kanban workflow with Zapier in mind
Before building the sheet, outline your workflow as if you were designing a Zapier automation. Think in terms of triggers, stages, and outcomes.
Define your Kanban stages
List the main stages every task passes through. Common examples include:
- Backlog
- To Do
- In Progress
- Review
- Done
Keep the number of stages manageable. Fewer stages means easier filtering and faster daily updates, just like a streamlined Zapier workflow.
Decide what task details you need
Next, list the data you want to track on each task card. Typical fields:
- Task name
- Description or notes
- Owner or assignee
- Priority
- Status (your Kanban stage)
- Due date
- Created date
- Tags or category
These will become columns in your sheet. Designing fields first prevents rework later when you start using Zapier-style logic or filters.
Create the base Kanban layout in Google Sheets
Now you are ready to build a Kanban-ready sheet that works well with automation concepts used by Zapier.
Step 1: Set up the header row
- Open a new Google Sheet.
- In row 1, add column headers such as:
- A: ID
- B: Task
- C: Description
- D: Owner
- E: Priority
- F: Status
- G: Due date
- H: Created date
- I: Tags
- Freeze the header row so it stays visible as you scroll.
Treat the Status column like a key field you would use in Zapier to branch logic. Every view and filter will rely on this Status value.
Step 2: Add data validation for Status
- Select the Status column cells below the header.
- Click Data > Data validation.
- Choose Dropdown or List of items.
- Enter your stages, for example: Backlog, To Do, In Progress, Review, Done.
Now everyone using the sheet can only select valid statuses, mirroring how Zapier enforces structured options in dropdowns and fields.
Step 3: Add a simple ID system
To keep tasks organized, create an ID that auto-increments:
- In cell A2, enter
1. - In cell A3, enter
=A2+1. - Drag the formula down to pre-fill IDs for future tasks.
This makes it easier to reference specific tasks in comments, emails, or when connecting to automation tools like Zapier.
Use filters to create Kanban-style views
A spreadsheet shows data in rows, but a Kanban board groups work by status. With filters and views, you can slice the sheet like Zapier segments data in different steps of a workflow.
Step 4: Turn on filters
- Click any cell in the header row.
- Go to Data > Create a filter.
- A filter icon appears on each header cell.
Now you can instantly filter by Status, Owner, Priority, or any other column.
Step 5: Save useful filter views
To jump between Kanban-like perspectives, create filter views:
- Click Data > Filter views > Create new filter view.
- Apply a filter on the Status column, such as:
- To Do and In Progress only.
- Name the filter view something descriptive like Active Work.
Repeat for other useful views:
- Backlog: Status = Backlog.
- In Progress only: Status = In Progress.
- Done this week: Status = Done and Due date in the current week.
These saved views act like different stages in a Zapier automation, letting you inspect exactly what matters at each step.
Visually highlight tasks with conditional formatting
Color helps emulate cards moving across a Kanban board. With conditional formatting, you can color-code rows by Status, similar to how Zapier highlights important data in dashboards.
Step 6: Add color by Status
- Select all task rows under the header.
- Click Format > Conditional formatting.
- In the sidebar, choose Format cells if > Text is exactly.
- Set the range to the Status column only.
- Create rules such as:
- Status = Backlog → gray background.
- Status = To Do → light blue.
- Status = In Progress → yellow.
- Status = Review → orange.
- Status = Done → green with strikethrough text.
This gives a Kanban-like visual cue even when you are still using rows and filters instead of columns and cards.
Step 7: Flag urgent items
Use another conditional rule on the Priority or Due date columns:
- Highlight high-priority tasks in red.
- Highlight overdue tasks based on the Due date being before
=TODAY().
These visual signals help you focus on what matters, just like carefully configured Zapier alerts.
Daily workflow: move tasks like Zapier moves data
Once the Kanban structure is in place, your routine revolves around updating Status and relying on filter views to see what is next.
Step 8: Capture new tasks
- Add a new row with a Task name and key details.
- Assign an Owner and Priority.
- Set Status to Backlog or To Do.
Think of this as your manual trigger step before any Zapier-style automation.
Step 9: Update Status as work progresses
Each time a task moves forward, simply change the Status cell:
- Backlog → To Do when you commit to the work.
- To Do → In Progress when you start.
- In Progress → Review when you need feedback.
- Review → Done when approved.
Because your filters and conditional formatting are already set, the board updates instantly, much like a Zap running through its steps.
Step 10: Use views for focused work sessions
During the day, switch between filter views:
- Open In Progress to see only active work.
- Open Backlog when planning future tasks.
- Open Done this week for reporting or retrospectives.
This minimizes distraction and makes your spreadsheet feel similar to a dedicated Kanban tool, while staying compatible with Zapier-style workflows.
Extend your Kanban system with Zapier automation
After your Google Sheets Kanban is working smoothly, you can connect it to automation tools such as Zapier for additional power. While this guide is focused on manual setup, the structure you created mirrors how many Zapier workflows are designed.
Examples of advanced steps you could add later include:
- Sending a chat notification when Status changes to In Progress.
- Creating calendar events from tasks with upcoming due dates.
- Logging completed tasks to a separate archive sheet.
Because your sheet uses consistent fields and statuses, it is ready for those kinds of integrations whenever you choose.
Helpful resources for scaling beyond Zapier-style sheets
When your needs outgrow a static spreadsheet, you may want expert help in designing automations or choosing a full project management stack. For deeper consulting on workflows, automations, and integrations beyond Zapier, you can explore services at Consultevo.
You can also revisit the detailed inspiration in the published example from Zapier at this Google Sheets Kanban guide, which walks through a similar setup and demonstrates how a spreadsheet can double as a flexible board.
Start using your Zapier-inspired Kanban today
By combining structured fields, filter views, and conditional formatting, you have turned a basic spreadsheet into a visual Kanban board guided by Zapier-style thinking. You can track tasks, highlight priorities, and move work through clear stages, all inside Google Sheets and ready for deeper automation whenever you are.
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