Are you new here? Are you thinking WTF is Lumi? 

If you've just been invited to a Lumi Project, and you need some help understanding your new workspace, these 8 easy guides will help you understand each feature of Lumi and how to use them.  Click on each heading for more detailed information and help. 

If you're a team leader looking to set up a Project, please click here for Project set up help.

How to use Lumi


PART 1: Cards

Lumi Cards are live, agile spaces that can be customised to your workflow. You can use Cards to collaborate on a variety of content with your team, as well as storing information, contact details, documents, pictures, video and audio files, web and social media links, time-coded logs, rundowns and much more. 

A Card Category is a way to categorise and separate your Cards. Each category can have it's own colour, templates and custom fields etc. 

Here are some examples of how Card categories could be used: 

  • If you have LOCATIONS as a Card category, Bondi Beach is Card within that category
  • If you have TO DOS as a Card category, Organise Christmas Party would be a Card within that category
  • If you have CLIENTS as a Card category, Coca Cola could be a Card within that  category
  • If you have ACTORS as a Card category, Nicole Kidman would be a Card within that category
  • If you have PROJECTS as a Card category, Summer Campaign 2020 would be Card within that category
  • If you have EVENTS as a Card category, Fashion Week would be a Card within that category
  • If you have RESEARCH as a Card category, the Environmental Cost of Paper could be a Card within that category

PART 2: Boards

Lumi Boards are like digital whiteboards or cork boards…they are a place to stick your Cards onto, just like you'd stick post-its or Cards on wall.  You can also add text, images and media to Boards. Grid Boards allow you the flexibility to place Cards wherever you like. These are great for pitching, putting a mood board together, or comparing options etcColumn Boards, have well, columns. Similar to those complicated whiteboards covered with whiteboard tape, these are perfect for building a rough edit, running orders, or having a plan of attack accessible online for everyone to see. 

You can display Card Fields on the front of Cards on a Board. 

PART 3: Documents & Media

Lumi is integrated with Microsoft Office 365. If you have an existing Microsoft Business or Student account, you can edit documents live and collaboratively online within Lumi. The first time you try to open a document in Lumi, it will ask you to log in to your Microsoft 365 account. You'll only have to do this once.  If you don’t have a Microsoft account you can still view, download and upload word documents to Lumi.

PART 4: Project Library

Everything in your Project lives in the Project Library. Just hit the bookcase icon on the far left of your screen to access the Project Library. From here you can search any word into the search bar and hitting enter. You can narrow your search by Cards, Images, Files, Logs & Markers, and Contacts. You can filter your search further by Users, Last Edited, etc and Fields.

PART 5: Fields

Fields are very very handy, you can add these to your Card Categories to add your own custom sort, filter and searches to Cards. These are completely customisable and a great way to track and sort a limitless amount of things such as:

  • Responsible (Lisa / Georgia / Bianca / Tom)
  • Dates (DOB, shoot dates, deadlines)
  • Decisions (yes/no/maybe)
  • Results (lost/won/TBC)
  • Availability (yes/TBC/not avail) 
  • Ratings (a/b/c or 1star/2star/3star)

PART 6: Lists

Lumi Lists are a customisable list view of your Cards, add your Cards to Lists and choose your own columns to create a live automatic tracker, that instantly gives you an overview of your work. Columns can be linked to Fields. This way, the overview is automatically populated from the work itself, and not a static spreadsheet, removing unnecessary duplication of your work. You can make updates to the Card from the List itself. Update it here, and it updates everywhere.

PART 7: Kanbans

Kanbans can be linked to a Field to automatically sort your Cards by whatever you need. They are a great way to live track get a status overview of your Cards. For example, you could be tracking your Episode Cards through every stage of Production with an "Episode Status" Field.  You can click and drag your Cards to move them, so if I move Episode 10 from "To be Recorded" to "Recorded", it will automatically update the Field on the Card.  

PART 8: Communicating & FYI's  

You can send a link to anything in Lumi to another Lumi User or a team of Users and we call it an FYI.  

To send an FYI - click on the paper aeroplane in the top right and search for their name, select the user, type a message and send. They will receive a Lumi notification and an email with a link to whatever you sent.

The Notification Centre in the top right is where you can catch up on all your FYI's - you can even reply directly from in there.

Other Lumi Features 


Need to know more? Check out these guides for other features of Lumi.