KYP Process: Quick Start Guide (Admins)

Registration
Creating your personal and company profile
Admin vs. user
Creating standard processes
Creating projects and planning processes
Feedback

Registration

If you don’t have a KYP Process account yet, you can create one here.

Creating your Personal and Company Profile

Log in to KYP Process.
Click the profile icon in the top right corner.
Under “Profile,” fill in your personal details.
Under “Company Profile”:
- Click Join if your company already exists in KYP Process, or
- Click Create if your company is not yet listed.
Enter the company name and click Create a company.
Click Create, and then fill in the company details.

Admin vs. User

Admin

You become an Admin when you create the company profile. You can see if you’re an admin by checking the toggle switch in the top right corner.

As an admin, you have more permissions than a regular user. You manage your company’s account in KYP Process. You can:

Set up processes
Add departments and users
Assign permissions
View feedback

Switching between admin and user

As an admin, you can switch your profile from Admin to User using the toggle in the top right. This allows you to not only set up processes but also actively participate in them as a user. Use the toggle to switch between the admin view and the regular user interface.

People, Departments, and Roles

As an admin, you can add People and Departments to your Company. You’ll later assign these to a process.

To add People and Departments:

Make sure the toggle is set to Admin.
Go to the Company tab.

➕ Adding People:

Click the People tab, then Add people.
Enter the user's email address.
If the user doesn’t have a KYP Process account, click Next.
Fill in their details, assign them to a department, and click Invite user. The user will receive an email invitation.

Adding Departments:

Go to the Departments tab and click New department.
Enter a name and confirm.

Adjusting Roles:

Go to the Company tab → People
Under “Roles,” assign the desired role(s). → See the Roles Overview for more on roles and permissions.

Creating Standard Processes

Set up processes using templates. These are reusable workflows that can be used across your company.
Each template is built from phases, which contain milestones, which in turn contain tasks.

Creating a template:

Go to the Processes tab
Click the yellow New template button
Enter a name and description

Adding phases, milestones, and tasks:

In the Processes tab, click on a process name
Add items in this order:
1. Phases – typical project stages in your organization
2. Milestones – key decision or communication points within phases
3. Tasks – actions under each milestone
  - Each task can include a detailed description: what, how, and why
  - You can also add files to keep all information in one place

Creating a Project

Projects in KYP Process are based on a process template. Once a process is ready, you can create a project:

➕ Create a new project:

Go to the Projects tab
Click New project
Enter the project name, location, project number, and description
Choose a process template and select the starting phase and project manager

Add people to the project:

Go to the Projects tab
Click on a project name
Click the blue Edit button and add people to the project

Planning the Process

Once your process, people, and departments are selected, you can start planning:

Go to the Projects tab
Click on a project name
Drag the milestones (blue) to the appropriate weeks
Then drag the tasks (yellow) to their correct positions
If a card is missing, click Add to create one

Card Details

Click on a card in the weekly overview to open its details in the bottom right:

Responsible – assign the person responsible for the phase or task
Autoplan – automatically plan related tasks as preconfigured in the template
Risk card – mark a card red to flag it as important or at risk
Archive – archive cards that are no longer relevant
Dashed square icon – flip the card to see additional details

Filter Function

Use the filter function in the project screen to easily search through your project. You can filter by project members and phases (for example: design creation, permit application, quality assurance plan, supervision execution times, and building code declaration).

Modifying the Board

Is there a change in the schedule? Then it will impact the rest of the planning. To move cards, simply drag them with your mouse to another day or week.

Another way to move cards is by selecting a card. Two arrow buttons will appear in the bottom right corner of the screen, allowing you to move the card.

Shortcuts

Want to move multiple cards at once? You can!

Shift + Left Click
Select an entire column and move it using the arrow buttons.
Shift + Cmd/CTRL + Left Click
Select multiple columns and move them using the arrow buttons.
Note: You can separately select phases and tasks here.
Double-click on a milestone
This selects the milestone and all related task cards at once.

Feedback

Feedback from Users

Is a task finished? Then a user marks it as complete by selecting the card and clicking “Complete Card” at the bottom. A pop-up screen will appear where they can provide feedback. Users can give two types of feedback: on their own work and on the card.

Feedback on own work: The user rates how the task went by giving a score and optionally adding comments. It may sound intense, but this feedback is simply meant to indicate whether changes are needed in the process.

Feedback on this card: The user gives feedback on the content of the card by rating it and adding constructive comments.

Feedback for Administrators

Click Feedback in the top menu to go to the overview. Here you’ll find a list of all cards that have received feedback. Each entry shows the card name, phase, milestone, and how many people gave feedback.

When you click an entry, a panel appears on the right with more details about the feedback and the option “Edit card in template.” Use this feature to improve project cards and optimize the quality of your project.