Software House System
Software development companies with parallel client projects and multiple teams.
Every project with its own sprints and a unified resource board, from the Backlog to deployment and the client payment.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
Every task starts in “Backlog”, where team leads gather requirements and estimate them, then moves to “Sprint” when scheduled into an upcoming work cycle, with a specific developer committed to it. Once implementation is complete, the card moves to “Review” for code review by a peer — no work is approved by its own author — then “Ready” after passing the tests, then “Deployed” when shipped to the client's environment. When the agreed delivery milestone is complete, the related cards move to “Client Payment” to issue the invoice tied to the milestone.
Chat is divided by project: each project has its own daily coordination channel. Architecture decisions, on the other hand — choosing a database, an integration pattern, a structural change — are documented in the Forum with their reasons and rejected alternatives, because a project that lives for two years will later ask: why did we build it this way? Announcements is the voice of technical management: new quality policies, environment updates, security alerts affecting everyone. Dues posts client payments by delivery milestones and team bonuses in full privacy.
The CTO oversees the unified resource board, sees how developers are distributed across projects, and spots bottlenecks early; team leads manage their projects' Backlog, move the cards, and approve reviews; and developers and designers execute and upload work to the card with commit and design links. At “Client Payment”, the manager matches what was delivered against the contract before invoicing — so no invoice exists without a documented deployment.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
Chief Technical Officer
Oversees the unified board and resource distribution across projects, approves architecture decisions documented in the Forum, and matches “Client Payment” against contracts before invoicing.
Team Leads
Manage their projects' Backlog and sprint scheduling, review code in “Review”, move the cards, and track their team's commitments.
Developers & Designers
Execute “Sprint” tasks and upload work to the card with its links, and take part in peer reviews and architecture discussions in the Forum.
Client Coordinator
Receives new client requests into “Backlog”, follows up delivery acceptances with them, and completes “Client Payment” documentation before invoicing.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Forum — Documented discussions in organized sections — decisions and knowledge that never get lost
- Announcements — The official voice of management — circulars and alerts that reach everyone
- Dues — Internal money with strict privacy — dues, advances, and expenses
Forum sections (4)
- Architecture DecisionsDocumenting major technical-structure decisions — what we chose, why, and which alternatives were rejected — a reference for every long-lived project.
- Significant Code ReviewsDiscussing code patterns recurring in reviews: what becomes a company standard and what is banned.
- Production Incidents & LessonsPost-mortems of live-environment outages after resolution: the root cause and what prevents recurrence — blame-free, focused on the system.
- Tools & ExperimentsEvaluating new libraries and tools one of the teams has tried before rolling them out to other projects.
«Working Rules for This System» — Pinned in the forum
1) No code outside a card: every piece of work has a card with a description, an estimate, and a specific project. 2) No card passes “Review” without a review by a peer other than the code's author. 3) No architecture decision is executed before being documented in the “Architecture Decisions” section and approved by the CTO. 4) A production incident is analyzed in “Production Incidents & Lessons” within 48 hours of resolution. 5) “Client Payment” is invoiced only after the CTO matches the delivered work against the contract. 6) Team bonuses and client payments live only in Dues — no side spreadsheets.
Welcome announcement: «Welcome to the Company System»
From today, all work passes as a card from “Backlog” to “Deployed”, and no client invoice exists without documented deployed cards. Architecture decisions live in the Forum, not in Chat — Chat is for daily coordination only. First step: enter the active projects' requirements into the Backlog and schedule your first sprint. The working rules are pinned in the Forum.
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