FAQ
Short answers with the path to the thing. The longer explanation is always on the linked page.
Projects and maps
I can't see a colleague's project. Why?
You see a project only when its owner shared it with you (the Share button in the map: View, Collaborate or Edit), turned on Whole organization in the Share dialog, or when you are the assignee of one of its steps. Not even an administrator sees other people's private maps. Where: map → Share. More in Team and roles.
Where is the archive? My project disappeared.
Finished projects get archived — either when the app asks after the last goal is done, or manually from the map menu ⋮ → Archive project. Where: the Projects page → the Archive (N) link; search by title or the project's #number. The Restore from archive button brings it back. See Your first map.
“This map was changed in the meantime” appeared. What do I do?
Someone else edited the map at the same time (or you did, in another window). Choose: Load current version (discards your drafted edits), Keep my changes (overwrites the other person's), or first Download backup (JSON). Nothing is discarded without your say. See Collaboration and conflicts.
Why can't I delete or re-schedule someone else's task?
Only the assigner changes the due date — on someone else's step you can Propose a different due date and the assigner resolves it in the goal detail. A goal with an assigned task can be removed from the map only by the assigner or the project owner. See Goal settings.
Why can't the main goal be deleted?
The apex of the map is the project itself — only the whole project can be deleted, from the home page (or archived). You can rename it with the pencil or a double-click.
Account and sign-in
I invited a colleague and no e-mail arrived.
A self-hosted server without SMTP sends no e-mail: the app shows a temporary password instead (only once) — hand it to your colleague. In the user table they carry the Invitation sent — waiting tag until their first sign-in. When sharing a map the same situation reads this instance has no mail server set up, or today's invitation limit is used up. Where: the server admin sets up SMTP per Configuration.
I forgot my password and the instance sends no e-mail.
The administrator resets it: Organization settings → the user's row → Reset password. Without SMTP the new password is shown once and the admin hands it to you in person; with SMTP you get a link. See Team setup.
How do I change my password or name?
Where: the user menu → My account. It has Full name, Display name (how others see you) and Change password. After a password change the app signs you out everywhere — on purpose, the old session stops working. The account e-mail cannot be changed.
How do I delete my account?
Not by yourself in the app — the administrator deletes accounts in Organization settings (the Actions column). Before that, download all my data in My account → My data.
Where do I see which version I have, and whether there is a new one?
Where: the user menu → About — the Version … line and, if any, Version … is available. On your own server a new stable release also shows up in the bell. How to update is in Updating.
Look and views
Why is the app dark even though I have light mode on?
The default skin, Midnight, is dark in both modes. Where: the user menu → Appearance → pick another skin (Indigo or Paper, for example). See Your own skin.
I got lost on the phone — where are the maps?
The phone runs the simplified view (Today · Assigned · Calendar · Inbox). Maps, sharing and settings are in the full app: the Full app button top right. The choice is remembered; the phone icon or the /lite address takes you back to lite. See On your phone.
How do I switch the language?
Where: the user menu → the English / Česky item. The app remembers the choice in the browser.
Notifications and e-mail
I get too many e-mails (or none).
Where: the bell → the Notifications page → Notification settings. For each type you choose In app and By e-mail; e-mails can also be Immediately, Daily digest or Nothing. Without SMTP the e-mail column cannot be turned on. See Notifications.
The AI assistant
It says “The AI is busy right now”.
That is a temporary brake (the gateway's per-minute cap), not a used-up quota — try again in a moment. A used-up quota reads differently: The organization's weekly AI assistant quota is used up and it resets on Monday; the administrator sees and changes it in Organization settings → AI credits. See The AI assistant.
The assistant answers but does nothing.
On an instance without AI turned on, the assistant only explains where things are (help from this documentation); it acts in the map only with AI. On your own server the administrator turns it on in Organization settings → AI features; in the cloud it is part of the plan.
Files and limits
I uploaded a file and it only wants a link.
On KB Cloud Lite (and wherever uploads are off) files are not stored — an attachment is a link to the document where it lives. Goal detail → Attachments → Add link. See The trial and plans.
How much can the app take?
| What | Cap |
|---|---|
| The Tasks page | the first 500 tasks, then the Load all button |
| Rules | 50 per map |
| The Organization overview | counts the first 500 projects / 2,000 tasks |
| Map import (JSON, Asana, Trello) | 5 MB |
| Uploading an account export | 50 MB |
| A skin | 8 KB |
| API | 30 writes and 120 reads per minute per key, 200 items per call |
Next
- Documentation hub — every tutorial and feature
- Bug reports and ideas — when you can't find the answer