Being an Administrator or a Manager
Adapting Otilus to your way of working
In Otilus, two roles structure the organization:
The Administrator manages the entire platform. They create and modify boards, configure scenarios, and manage users without restrictions.
The Manager has a dedicated workspace. They can oversee their own boards and scenarios, without access to global settings or other teams’ projects. To learn more, see this documentation.
Before exploring the features in detail, let’s take a moment to understand how Otilus is designed to be used.
Otilus adapts to your organization. It works just as well with agile methods such as Kanban or SCRUM, as with structured approaches like Eisenhower or Waterfall.
You do not need to be a project management expert. The core principles are simple, and we will guide you through them.
Understanding the difference between cards and tasks
First important rule: in Otilus, a card represents a project, not a simple task.
This logic provides a clear overall view and helps reduce mental load. Each project then contains its own tasks, organized as lines of actions to complete.
Unlike a traditional Kanban where each card is a task, Otilus clearly separates:
- projects, represented by cards
- actions, contained within those projects
The result is a clearer, more structured, and more sustainable organization over time.
Structuring boards and columns
To fully benefit from Otilus, each board should represent a department or area of activity in your organization, for example:
- Billing
- Sales
- Production
- Operations
- Customer Support
- Others…
This structure helps organize your activity at the company level.
The most common mistake is naming columns after clients or specific projects. This significantly limits Otilus’s potential.
Columns must represent process steps. They describe the logical progression of a project, from left to right, from initiation to completion.
Always remember to include a Paused column. It allows you to handle interruptions without losing visibility on your projects.
Encouraging team adoption
One of Otilus’s greatest strengths is its simplicity. Once the structure is in place, daily use relies on just two actions:
- checking off tasks
- moving cards
This visual logic reduces complexity and helps everyone instantly understand their progress.
Even teams unfamiliar with digital tools quickly adopt Otilus, because it relies on simple and intuitive actions.
Conclusion
You now understand the core principles behind Otilus. The following pages will detail each feature to help you structure your organization step by step.
The goal is simple: make Otilus a tool that supports both your efficiency and your team’s effectiveness every day.