Project Management – Knack 101

Hello hello.

Hi, Sarah. Thanks for joining us today.

We will get promptly started here right at the top of the hour. We have a lot to cover. It always seems like we don’t have enough time, so I definitely want to make sure we comfortably get through everything and have enough time for any questions you might have at the end of the webinar.

Alright.

Let’s go ahead and get started. We have a lot to cover today, so welcome, everyone. Thank you for joining me today for our webinar, Knack 101, where we’re going to learn the basics of building an app in Knack.

Meet the Hosts

A little bit about me—my name is Renasha, but feel free to call me Roe. I’m the onboarding team lead here at Knack.

You’ll also see Max joining me. He’s also part of the onboarding team. If you have questions that come up throughout the webinar, feel free to drop them into the chat or the Q&A section. Max will be monitoring both.

Thanks again for being here with us today.

Webinar Overview: What to Expect

What can you expect today?

In the first half of this webinar, we’re going to demo a project management app. Then, we’ll build out part of that app live.

Any time left toward the end of the session will be dedicated to live Q&A.

So again, feel free to submit your questions. Max will respond, and we’ll demo as many answers as we can live. Seeing how to build things in Knack in real time is often super helpful for beginners.

Let’s dive in.

Project Management App Demo (Live Example)

We’re going to take a look at a simple project management app. With this tool:

• Managers can log in and see their projects
• Assign tasks to team members
• View project details
• Team members can log in and see their assigned tasks

Knack gives you the flexibility to build applications based on your exact needs. That’s a big reason people choose us. The platform is extremely flexible.

So what we’re seeing now is just a starting point—you can customize all of it using a template or start completely from scratch.

We’re logging in here as the manager.

Viewing Projects and Tasks as a Manager

Knack provides login walls or authentication, so your data is protected.

As the logged-in project manager, we can see:

• A list of projects assigned to this manager
• Details about a selected project

We can also add a new project using a form view—entering details like the project name and due date, and hitting submit to add it to the table.

We have a menu view and a table view here. The table shows various field types—currently just text fields, but Knack supports:

• Date fields
• Equation and formula fields
• Multiple choice
• And more

Viewing a Single Project and Its Tasks

If we click into a specific project (e.g., building an AI chatbot), we see a single record view that displays:

• Project name
• Due date
• Project manager

And more importantly—we see all the tasks related to this project. This is where Knack’s relational database capabilities shine.

We can:

• Add new tasks using a form
• Set due dates using a date field
• Assign tasks to team members using a multiple-choice field

Once submitted, the task appears in the table.

Filtering and Organizing Task Views

This project management app uses filters to create a tabbed view:

• Upcoming tasks
• Past due tasks
• All tasks

For example, if a due date is in the past, the task shows up under “Past Due.” If we edit the task and update the due date to the future, it automatically moves to “Upcoming.”

We can also:

• View all team members
• Click into a member (e.g., Emily) to see tasks assigned to her across multiple projects

This is a simple but powerful example of a relational workflow.

The Builder Environment: Behind the Scenes

So, how would you build something like this?

This is the builder environment. It’s where you:

• Set up your tables
• Configure user roles (project managers, team members)
• Add test data
• Design the live app pages

What you’re seeing here is the back end of the app we just walked through.

But now, I actually want to show you how to start from scratch, so you get a full view of what it’s like to build this yourself—or to edit and customize a template app.

Creating a New App from Scratch

If you’re new to Knack and getting familiar with the interface, you’ll start at the account dashboard (click the Knack logo to get there). You’ll see a list of all your apps.

To begin a new app:

1. Click Create New App
2. Choose Start from Scratch

This opens a blank app instance—very different from the one we just demoed. Here, we only have one starter table, and we’ll build everything else.

Planning the App Structure

Let’s talk about what we want to build:

• A Projects table to manage project data
• A Tasks table related to projects
• Project Managers assigned to projects
• Team Members assigned to tasks

Let’s get started.

Adding and Renaming Tables

We already have one starter table. To add a new table, click the + button.

You’ll be given a few options:

• Import a CSV
• Start from scratch
• Use a premade table
• Use Google Sheets (link your sheet directly)

This is a great feature if you’re already working in spreadsheets. You can bring that data in and create your table from it.

In our case, we’ll start from scratch.

Editing Table Settings and Fields

Let’s update the existing starter table.

Click the dropdown icon next to the table name, then click Settings. Here, we’ll rename the table to Projects.

The Display Field setting is also important—it determines what will show up in dropdowns or lookups when relating this table to others. We’ll revisit that later when we connect Projects to Tasks.

You can also define sort order here.

Click Update to save changes.

Now let’s add more fields.

Click Add Field, and the panel on the left will open. Here’s where you can choose from all the available field types:

• Short text
• Paragraph text
• Date
• Multiple choice
• Equation
• Formula
• And more

Editing Field Properties and Validation

We already have a short text field for the Project Name. Click on it—or click the three dots—to open the field settings.

Let’s rename it “Project Name.”

In the settings, you can:

• Mark the field as required
• Set it to unique
• Add a default value
• Write a description (useful for internal notes)

You can also access:

• Validation Rules (e.g., restrict certain characters or formats)
• Conditional Rules (if/then logic to guide behavior)

These tools help ensure clean and consistent data.

Click Update Field to save.

Now let’s continue building. We’ll add:

• A paragraph field for project details
• A date field for the project start date

As always, check out the available settings in each field type. I won’t dive into all of them, but I encourage you to explore freely. There’s so much Knack offers once you start clicking around.

Starting with a Template or a Clean Slate

If you’re just getting started with Knack, feel free to install a template. Use it as a way to explore and get familiar with the platform. Break it—because you can always delete it and start over.

Give yourself that freedom. You don’t need a ton of time. Maybe 30 minutes, just dedicate that to being curious. Click on things. Ask yourself: “What’s this?”

Finishing the Project Table Setup

We’ve already added:

• Project name
• Project details
• Start date

Let’s go ahead and add a due date field for our project. And then we’ll add a status field to track where each project stands.

I’ll do a quick edit and update my status options:

• New
• (and any other stages you want)

We’ll keep it simple for now.

You’ll see options to:

• Set a default value (we’ll set “New”)
• Sort options alphabetically or custom
• Change the display type (dropdown, checkboxes, multi-select, or radio buttons)

So now we’ve got the basic structure of the Projects table:

• Project Name
• Details
• Start Date
• Due Date
• Status

Creating the Tasks Table

The next piece is Tasks. We want to tie tasks to projects.

So let’s create a new table. Click the + button. Choose to start from scratch with a blank table.

Once added, open Settings and rename it to Tasks.

Now we’ll add fields to capture the details for each task:

• Task Name (short text)
• Details (paragraph text)
• Due Date (date field – set default to none or current date)
• Status (e.g., New, Complete)

Again, set the default value if needed, and configure the display as you prefer.

If you need to capture additional information—email addresses, links, or resource fields—you can always expand the table.

Connecting Tasks to Projects

Now we’ve got two tables:

• Projects
• Tasks

But how do they relate? How do we connect them?

In Knack, we use Connections. These act like foreign keys in traditional databases. A connection allows you to create a field that links one table to another—like assigning a task to a project.

To set it up:

1. Go to the Tasks table (the child table)
2. Add a Connection field
3. Connect it to the Projects table

This creates a one-to-many relationship:

• Each task connects to one project
• Each project connects to many tasks

If that statement is true, you’re in the right place. If it’s not—back out and switch tables.

Understanding One-to-Many vs. Many-to-Many

Most of the time, one-to-many is all you need. It unlocks the most features in Knack.

There are certainly cases where many-to-many makes sense, and Knack supports that too.

One-to-one is rare and very limiting—avoid that unless absolutely necessary.

If you ever have questions about which structure to use, reach out to the Knack onboarding team and we’ll help guide you.

So we’ve now connected Tasks to Projects. Done! That’s all you need. You don’t have to manually set up foreign or primary keys—Connections handle that for you.

Setting Up User Roles

Next up: who needs to log in and interact with the app?

This is where we set up User Roles. It’s something you should think through early in your building process:

• Who needs access?
• What permissions do they need?

For example:

• Project managers will manage projects
• Team members will view and complete tasks

Important: Don’t create them as a regular table (e.g., a “Team Members” table). Instead, create them as User Roles. That way, you can apply permissions later.

Click Enable Users, then add two user roles:

• Project Managers
• Team Members

Once created, Knack will auto-add required fields like:

• Name
• Email
• Password
• Status (Active, Inactive, Pending)
• User Role

You can add more fields like hire date, phone number, etc., just like a normal table.

Setting these up now will make page-building and permission management much easier later.

Final Connections: Assigning Users

Before we start building the app’s live pages, we need to connect:

• Projects to Project Managers
• Tasks to Team Members

Just like before, go to the child table and add a connection:

• In the Projects table, connect to Project Managers
• In the Tasks table, connect to Team Members

Each project connects with one project manager.
Each task connects with one team member.

Now we’re in business.

Use Test Data First

One more tip: start with test data.

Before importing everything, build your structure and add a few sample records. This will help you:

• Understand how your app works
• Preview page views
• Test user logins

Once you’re confident with your setup, then start importing your full dataset.

If you’re exporting data from another platform, this step will help ensure that your fields align correctly with the new structure in Knack.

Adding Test Users

Let’s go ahead and add a test user so we can log in and try it out.

Note: The login credentials for your Knack builder environment are separate from the credentials used in your live app.

All live app users are managed under User Roles. So let’s add a test Project Manager—I’ll create one now called “Roe Project Manager.”

Adding Test Data for Users and Projects

Now that we’ve built the basic structure, let’s add some test data to see how everything works together.

I’ll create a test Project Manager—just a simple email address so I can test login. That gives me at least one user record for testing my live app.

We’ll do the same thing for Team Members. Let’s add Max.

(If I can type today!) We’ll say: team@test.

Now we’ve got test data for both our project manager and team member. You can do the same thing for the Projects table:

• Project A
• Project details
• Start and due date
• Status: New

Because we connected Projects to Project Managers, we now see the lookup field where I can assign the project to “Roe Project Manager.” If there were multiple managers, you’d see them all listed in that dropdown.

Same goes for Tasks:

• Task A
• Task details
• Connect to Project A
• Assign to “Knack Team Member”

Now we’ve got test data across all three tables, and we’re ready to start building out pages.

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Reviewing the Data Tab and Automation Features

Let’s jump into the Pages section.

Quick recap:

• Data Tab: where you add and edit fields
• Records Tab: spreadsheet-style view of your data

You can also:

• Import or export data
• Perform batch updates
• Delete multiple records

Using Tasks to Automate Workflows

You’ll also see a section called Tasks—this is for automation.

Let’s say you want to send a reminder email when a task is due soon. You can use a scheduled Task:

• Run it daily
• Check the due date
• If it’s today, send an email to the assigned user

You can:

• Update current records
• Update connected records
• Insert new records
• Send custom emails

Note: Tasks are available on Pro plans and above. You won’t see this option during the free trial, but the Knowledge Base has more info on how they work.

Exploring the Default Home Page

Now we’re back in the Pages tab.

Knack, by default, creates a Home Page—but it’s blank. You can always add content to it by adding a View.

When I click Go to Live App, you’ll see my app name (e.g., “Untitled App 2”) and a blank page.

The live app URL follows this structure:

• Your account slug
• Your app name
• The specific page (e.g., home)

You can update the app name and URL in the Settings tab.

Let’s rename it to something meaningful, like “Project Manager Webinar App.”
(Note: app names must be unique—if you already have one with that name, you’ll need to choose something else.)

Once updated, your live app and URL will reflect the changes.

Navigating App Settings

From the Settings panel, you can also customize:

• Security settings (e.g., auto logout)
• Hosting location (e.g., U.S., EU)
• HIPAA compliance, if needed
• Map settings (for location-based views)

You can change the design and branding of your app under Live App Design:

• Colors
• Fonts
• Button styles

You also have advanced options:

• User login controls
• Ecommerce features
• Custom code (CSS/JavaScript)
• API access for deeper integrations

Explore these settings to make the app truly your own.

Adding a Login Page for Project Managers

Now let’s start thinking about the user experience.

What do we want our Project Managers to do?

• Log in
• See projects assigned to them
• Assign tasks to Team Members

This is where Pages and Views come into play.

Adding a Login Page

By default, your Home Page is public (denoted by the page icon without a lock). You can:

• Add a Login Page
• Add a Dropdown Menu (for grouped navigation)
• Create other custom pages

Let’s create a Login Page for our Project Managers.

When prompted, choose Project Managers as the user group.
We’ll call this page PM Dashboard.

Understanding Navigation and Page Structure

After creating the page, Knack takes you to the Site Map view:

• You’ll see the Login View on the right
• Your PM Dashboard page is now listed under it

Open the Live App to see the result. You’ll be asked to log in (which works since we added test credentials earlier).

Once logged in, we land on an empty dashboard—which is expected since we haven’t added any views yet.

You’ll now see two navigation items:

• Home Page (still empty)
• PM Dashboard (also empty)

At this point, you can delete the public Home Page if you want.

Adding a Grid View for Projects

Now let’s build the actual workflow for our users.

We want Project Managers to see:

• A grid of all projects assigned to them
• The ability to assign tasks to team members

To do this:

1. Click Add View
2. Choose Grid
3. Choose Projects

Because we set up a connection between Projects and Project Managers, Knack knows who’s logged in—and we can filter the view to show only the projects assigned to that user.

This is the power of using:

• Connections
• User Roles
• Permissions

Knack automatically limits the view based on who is logged in, thanks to the structure we created earlier.

If you’re struggling with how this fits together, reach out to the onboarding team. We’re happy to help walk through your use case.

Filtering and Viewing Projects Connected to the User

So again, we have Projects. We’re going to show this grid view, and we’ll tell Knack: only show records connected to the logged-in user.

Click Continue, and now we can add some action links. Do we want users to edit the project? Yes.

We can continue building the workflow—allowing the user to:

• Click to view more details about a project
• See all tasks related to that project

This brings us into creating parent-child views, where a single parent record (the project) shows its related child records (tasks).

Choose to show a grid of connected tasks, click Continue, and Knack will add the grid.

Grid Settings and Filtering Options

By default, this new grid is selected—everything else is grayed out, meaning you’re in the grid settings.

From here, you can:

• Go to the source and filter (e.g., only show projects with a status of “New”)
• Use date-based filters
• Set default sort order (e.g., by due date)

You can also enable:

• Keyword search
• Record exporting
• Inline editing (turns the table into an editable spreadsheet)
• Hide empty columns

As always, I encourage you to click around—see what these icons do.

Conditional Formatting and Connected Fields

Hover over a field and you’ll see a pencil icon. Click it to create display rules. For example, if status = “New”, show a peace sign icon in pink—just for fun.

With connections in place, you can even pull in data from related tables. So if you’re looking at Projects, you can pull in a field from the connected Tasks table.

You’ll also find settings for:

• Columns
• Actions (add/edit/delete)
• Design customizations

Click Save, and now we have a working grid with action links and task details underneath.

Previewing the App Structure

You don’t have to go to the live app every time—just click Preview. It opens the app in a preview window.

Here, you can:

• Edit inline
• Search
• Export
• Click into edit forms or detail views

You’ll see:

• Project details
• Task grid
• All tied to the logged-in project manager

Once the structure is set up and you understand how pages and views work, it becomes easy to rapidly build workflows.

Rinse and Repeat for Team Members

We can now repeat this process for Team Members.

1. Add a login page
2. Limit access to Team Members
3. Call it “Team Dashboard” or “My Tasks”
4. Add a grid view of tasks connected to the logged-in team member
5. Let them edit, view details, and submit changes

Go to the live app, log in as Max (our test Team Member), and you’ll see: one task assigned to Max.

Answering Questions: Email Notifications

Let’s check in with Max—any questions we should demo?

Max: Yes. Two questions. First, how can a manager be notified when a task is created or completed?

Setting Up Email Notifications

Great question. Let’s go back to our task detail page. We didn’t originally add a form to create tasks, so let’s do that now.

1. Click Add View
2. Choose Form View
3. Set it to insert a new task connected to the project (Knack will set the connection automatically—no need to display the project dropdown)
4. Enable menu view if you want to hide the form behind a button

Once the form is added, select it and go into Form Settings. Under the Emails tab:

• Trigger email every time the form submits
• Set the recipient (e.g., team member or project manager)
• Use fields from the form to personalize the subject line or message body

This works on all Knack plans—no upgrade needed.

Submit Rules and Record Rules

We didn’t get into this earlier, but let me quickly show you:

Submit Rules:

• Redirect users after the form is submitted
• Take them to a different page, or return to the parent record

Record Rules:

• Set field values on form submission
• For example, auto-set Status = “New”
• Capture a timestamp with “Date Updated” = current date/time

You can use these to automate workflows and reduce user steps.

Click Save to finalize the form.

Pro Tip: Use Modals

Want to make the experience more dynamic? Use modal pop-ups for your forms. They appear as overlays, rather than redirecting to a new page.

Testing the New Workflow

Log in as a Project Manager. Go to a project detail page. Click Add Task.

Use the form:

• Set a due date
• Assign a team member
• Submit

The task is now visible in the task grid below the project.

Final Question: Role-Based Permissions

Max: Second question—can we make it so that some project managers can edit, and others can only view?

Yes, good one.

Here’s how:

Method 1: Page Rules (More Complex)

You can set Page Rules to show or hide certain views based on a value (e.g., user role or custom status). This is more advanced and needs to be carefully configured.

Method 2: Separate Pages (Recommended)

The cleaner way:

1. Create two login pages:
   • “My Projects” for managers with edit access
   • “All Projects” for read-only managers
2. On the read-only page, remove all edit/delete links

To copy a view:

• Go to the existing page
• Click Copy View to Another Page
• On the destination page, edit the view to remove actions

This is often easier to manage than using complex page rules.

Wrapping Up

Looks like we’re at time.

Thank you so much to everyone who stuck around!

There’s always a lot to cover, but we hope this gave you a solid understanding of how to:

• Set up tables and connections
• Build user workflows
• Use views and filters
• Trigger email notifications
• Control access and visibility

If you have questions, our onboarding team is available Monday–Friday, 8AM–8PM ET.
📧 Reach us anytime at: onboarding@knack.com

Have a wonderful day!