Trello is a visual project management tool that helps individuals and teams organize tasks using boards, lists, and cards in a drag-and-drop interface.
// Trello represents tasks like this:
Board: "Marketing Plan"
List: "To Do"
Card: "Create Ad Copy"
Compared to tools like Asana or Jira, Trello is more lightweight, visually intuitive, and better for smaller teams or simpler projects.
Comparison:
- Trello: Visual, simple, flexible
- Asana: Task dependencies and timelines
- Jira: Advanced agile features
Trello is used in education, software development, content planning, HR, and personal productivity due to its flexible structure.
Examples:
- Teachers: Track assignments
- Developers: Kanban-style sprint boards
- Marketers: Plan social media calendars
You can sign up with an email or Google account on trello.com. Once registered, you can log in via web, mobile, or desktop apps.
Signup:
- Visit https://trello.com
- Click "Sign up"
- Enter email/password or use Google auth
The UI includes a workspace sidebar, boards grid, and inside each board — a list and card layout with quick-action menus.
Key UI Areas:
- Left: Sidebar & Navigation
- Center: Boards and Lists
- Top-right: Notifications and Settings
Boards represent a project, lists represent stages (e.g., To Do, Doing, Done), and cards represent individual tasks.
Hierarchy:
Board → Lists → Cards
Example:
Board: Website Launch
List: "In Progress"
Card: "Set up Hosting"
Important terms include workspace (a team of boards), cards (tasks), lists (task stages), labels, checklists, and power-ups (integrations).
Glossary:
- Board = Project space
- Card = Task item
- List = Group of cards
- Power-up = Add-on feature
Create your first board by clicking “+” > "Create Board", entering a name, and choosing a background and workspace.
// Steps:
1. Click “+” > Create board
2. Name: “Project Alpha”
3. Add to workspace
4. Choose background
Lists represent stages of progress. Common workflows include “To Do”, “In Progress”, and “Done”.
// Example Lists:
- To Do
- Doing
- Done
Cards can contain descriptions, checklists, attachments, comments, and due dates. Drag cards between lists to update status.
// Add Card:
1. Click “Add a card”
2. Title: “Fix landing page bug”
3. Add description and due date
The workspace view allows you to manage multiple boards, invite team members, and configure settings from a central location.
Workspace Tools:
- Create/join boards
- View team activity
- Manage member roles
The mobile app (iOS & Android) offers the full Trello experience with real-time sync, notifications, and drag-and-drop functionality.
// App Features:
- Swipe between lists
- Push notifications for updates
- Offline support
Trello offers many shortcuts for power users such as “N” to create a card and “L” to label.
Useful Shortcuts:
- N: Create new card
- L: Label card
- D: Set due date
- Q: Show only your cards
Trello offers Free, Standard, Premium, and Enterprise plans. Free supports basic features, while paid plans unlock automation, views, and more.
Free: Unlimited boards/cards
Standard: Advanced checklists, custom fields
Premium: Timeline, Calendar, Dashboard views
Enterprise: Organization-wide controls
Start with a simple workflow, limit cards in progress, use labels for clarity, and explore Power-Ups like Calendar or Google Drive.
Tips:
- Keep list names simple (e.g., “To Do”)
- Add due dates and checklists to track progress
- Use colors/labels consistently
A board is the highest-level container in Trello used to manage projects. To create one, click the “+” button on the top right and choose "Create board".
Steps:
1. Click “+” → Create board
2. Name: “Marketing Plan”
3. Choose background and visibility
4. Add it to your workspace
You can personalize boards with background colors, images, and stickers for visual organization and engagement.
How to:
1. Open board
2. Click “Show menu” > “Change background”
3. Choose from colors, photos, or upload your own
Lists organize your workflow within a board. Common examples include: “Backlog”, “In Progress”, and “Completed”.
Example:
Board: “App Development”
Lists:
- Backlog
- In Progress
- QA Testing
- Done
Keep lists focused on a specific status or phase. Limit the number of cards in active lists to avoid overload.
Tips:
- Limit “In Progress” to 3 cards per person
- Archive lists when the project phase is complete
Cards are individual tasks or items in Trello. They can be dragged across lists to represent progress.
Steps:
1. Click “Add a card” in a list
2. Enter a card title like “Design homepage”
3. Press Enter to save
Use clear and action-based titles. Include a prefix for card type or priority if needed.
Examples:
- [BUG] Fix broken link on homepage
- [HIGH] Write press release
- Task: Schedule meeting with marketing
The card description provides more context or detailed instructions. You can use Markdown for bold, italics, lists, and links.
Example Description:
**Task Details:**
- Update banner image
- Add call-to-action button
_Link to asset_: [Image Library](https://example.com/images)
Checklists help break down a task into smaller steps. You can track progress by checking off items.
Steps:
1. Open card
2. Click “Checklist” > Name it “Launch Steps”
3. Add items: "Write copy", "Schedule post", "Design image"
You can attach files from your computer, Google Drive, Dropbox, or OneDrive to any card.
Steps:
1. Open a card
2. Click “Attachment”
3. Choose source (Computer/Cloud)
4. Upload your file
Labels are color-coded tags used for categorizing cards. You can assign multiple labels to each card.
Examples:
- Red: Urgent
- Green: Approved
- Blue: Design Task
Make cards stand out by using covers and fun stickers. Covers can be solid colors or images.
Steps:
1. Open a card
2. Click “Cover”
3. Choose a color or upload an image
You can duplicate cards for repeated tasks or move them between lists or boards.
Steps:
1. Click “More” on card
2. Select “Copy” or “Move”
3. Choose target board or list
Archive completed cards/lists to keep your board clean. Archived items can be restored later.
Steps:
1. Click “More” on a card or list
2. Select “Archive”
3. Use Menu > Archived items to retrieve
Sort cards by due date, title, or label. Use filtering to only show cards assigned to you or with specific labels.
Steps:
1. Click “Show menu” > “Search cards”
2. Filter by member, label, or due date
3. Sort manually or via power-ups
Trello offers templates for marketing, HR, dev teams, and more. You can also save your own boards as templates.
Steps:
1. Go to https://trello.com/templates
2. Choose a category (e.g., “Team Management”)
3. Click “Use Template” to copy it into your workspace
Invite teammates to join your Trello workspace via email or invite link.
// From Trello UI:
// Click 'Invite' > Enter email or copy link to send
Admins can set permissions like read-only, comment-only, or full access for members.
// Example: In Board Menu > More > Settings > Change Permissions
// Options: Private, Workspace Visible, Public
Workspace Members are full participants; Guests have access only to specific boards.
// Add Guests by sharing board link or email-invite to a specific board
Admins can manage members, settings, and remove users; regular members cannot.
// Promote a member to admin: Board Menu > Members > Make Admin
Control who can see and access your boards: Private, Workspace, or Public.
// Board Menu > Change Visibility
// Be cautious with Public boards – anyone can find them
Multiple users can work on the same board simultaneously with instant updates.
// No setup needed – Trello updates all connected users live
Use teams, roles, labels, and automations to stay organized with many users.
// Group members into teams, use Butler to assign tasks based on roles
View recent actions from users in the activity feed or board history.
// Board Menu > Activity shows logs of moves, edits, comments, etc.
Roles include Member, Guest, Observer, and Admin. Each has different rights.
// Use role appropriately to limit or grant access
Each user can customize their profile with name, picture, and bio.
// Go to Profile > Change Avatar or update bio details
Remove or deactivate users who no longer need access to boards or workspace.
// Workspace Settings > Members > Remove from Workspace
Keep boards tidy by removing inactive users and organizing by teams or roles.
// Assign cards to only active contributors to avoid clutter
Members get alerts for mentions, due dates, and activity. Customize notification settings.
// Profile > Settings > Notification Preferences
Use @username in comments to notify team members.
// Example comment:
"@john Please update this task by Monday."
Use clear card titles, comment respectfully, avoid spamming, and keep boards organized.
// Do:
// - Assign only relevant members
// - Label cards clearly
// Don’t:
// - Add everyone to everything
// - Move cards without notice
Add due dates to cards for time-sensitive tasks. Trello sends reminders before they’re due.
// Card > Click 'Due Date' > Choose date & time
Set start dates to plan work and track progress from beginning to end.
// Card > Dates > Start Date (Pro feature)
Use automation or Power-Ups to create repeating cards for recurring tasks.
// Butler automation: Every Monday, create "Team Standup"
Add fields like status, priority, or budget to cards for additional structure.
// Enable Custom Fields Power-Up
// Add text, checkbox, dropdown, number fields
Enable voting to let team members upvote cards (useful for prioritization).
// Enable Voting Power-Up > Members can click to vote on cards
Use Calendar Power-Up to visualize cards with due/start dates on a monthly calendar.
// Enable Calendar Power-Up > View > Calendar
Break down tasks using checklists and assign items to team members.
// Add checklist > "Research Phase" > Add items > Assign members
Sort cards by due date, labels, or custom fields for better organization.
// Use board filters or Butler to auto-sort by due date
Use Power-Ups to extend Trello functionality (e.g., Slack, Jira, GitHub, Calendar).
// Board > Power-Ups > Search and enable tools you need
Watch cards to get notified on changes, updates, or mentions.
// Click eye icon on card or board to 'Watch'
Assign cards to team members responsible for the task.
// Card > Members > Select usernames
Create connections between related cards using Trello links or URL paste.
// Paste card URL into another card’s description or comment
Indicate task dependencies using checklists or linked cards (e.g., "Blocked by").
// Card description: "Blocked by → Card A"
// Use Butler to automate unblocking when card A is complete
See who did what and when using the card's activity log.
// Card > Activity section shows updates, comments, edits
Archived cards are hidden from view but can be restored anytime.
// Card > Archive
// Board Menu > Archived Items > Send back to board
Power-Ups are Trello add-ons that enhance board functionality by integrating with other tools or adding features.
// Examples: Calendar views, Slack integration, custom fields
You can enable or disable Power-Ups from the board menu under "Power-Ups."
// Click “Power-Ups” > “Add Power-Up” > Search and Enable
// Disable by clicking settings icon > “Disable”
Adds a calendar view of cards with due dates to visually manage tasks.
// Click “Power-Ups” > Search “Calendar” > Enable
// Access via top navigation “Calendar” tab
Visually fades cards that haven’t been updated recently to highlight inactivity.
// Enable “Card Aging” Power-Up
// Cards slowly fade or crack visually based on time untouched
Allows users to vote on cards for prioritizing ideas or features.
// Enable Voting
// Members can click “Vote” button on cards
Add extra fields like checkboxes, dates, or text to Trello cards.
// Add “Custom Fields” Power-Up
// Create fields via card back → “Custom Fields” section
Attach and preview Google Drive documents directly on Trello cards.
// Enable “Google Drive” Power-Up
// Click “Attach” → “Google Drive” → Select file
Send card updates to Slack and create cards from Slack messages.
// Enable Slack Power-Up
// Connect workspace and choose Slack channel to receive updates
Receive Trello notifications and updates directly in MS Teams channels.
// Enable Teams integration and authenticate account
// Configure notification preferences
Attach Dropbox files to cards and preview them inline.
// Use “Dropbox” Power-Up
// Authenticate and choose files to link to cards
Attach pull requests, commits, and issues to Trello cards.
// Add GitHub Power-Up
// Link GitHub repo and paste PR/issue URLs to attach
Link Trello cards to Jira issues to bridge dev and task tracking workflows.
// Enable Jira Power-Up
// Add Jira ticket URLs to Trello cards
Attach Evernote notes and create them directly from cards.
// Link Evernote account
// Choose “Attach Note” or “Create New Note” on card back
The Power-Up marketplace offers hundreds of integrations across categories like dev tools, design, and productivity.
// Browse full list at: https://trello.com/power-ups
// Filter by category or use case
Top Power-Ups include Butler (automation), Calendar, Custom Fields, Slack, and Google Drive.
// Combine Butler + Calendar + Custom Fields for an enhanced workflow
Butler is Trello's native automation tool for creating rules, buttons, and scheduled tasks to simplify workflows.
// Example: Automatically move cards to “Done” when marked complete
Rules trigger actions based on events like “card added” or “due date reached.”
// Rule example:
// When a card is added to “To Do”, add member @john and set due in 2 days
Card buttons execute defined actions when clicked (e.g., label, move, comment).
// Example button:
// “Mark Urgent” → Add red label + move to “Urgent” list
Board buttons execute actions across the board (e.g., archive all completed cards).
// “Clean Board” button → Archive cards in “Done” list older than 7 days
Set actions to run at specific intervals (daily, weekly, etc.).
// Every Monday at 9 AM → Create “Weekly Planning” card in “To Do”
Trigger actions when due dates approach, are marked complete, or are overdue.
// Example:
// 1 day before due date → Post comment “Reminder: Task due tomorrow!”
Butler supports variables like {cardname}, {listname}, {duedate} for dynamic messaging or commands.
// Post comment: “{cardname} is due on {duedate} in list {listname}”
Use built-in templates or create custom ones to reuse across boards.
// Template: “Welcome New Card” → Add checklist, assign members, set label
Examples include recurring tasks, assigning cards, tagging, or cleaning lists automatically.
// Auto-assign task based on label
// Move cards from “Doing” to “Done” if completed
Create approval systems using labels, checklists, and conditional automation.
// When label “Needs Approval” added → notify @manager + move to “Review”
Send Slack messages or Trello comments to notify users when key events occur.
// When card moved to “Blocked” → post comment “@team please review blocker”
Go to “Automation” → “Rules” to edit, enable, disable, or delete existing rules.
// Use filters to manage multiple rules
// Toggle rules on/off with one click
Check execution logs to troubleshoot Butler actions and view success/failure status.
// Open Automation → “Command Log” to see past executions
// Click each log entry for details
Free and paid plans have limits on automation runs, command types, and frequency.
// Free plan: 200 command runs/month
// Business Class: 6,000+ per month with advanced support
Combine triggers, conditions, and sequences to automate complex business workflows.
// Example:
// When a card is due → move to “Review”, notify QA, add checklist, label “QA Needed”
Trello supports Agile methodologies like Scrum and Kanban using boards, lists, and cards for iterative development.
# Example structure:
Board: "Web App Development"
Lists: Backlog, Sprint, In Progress, Done
Cards: Tasks with labels, due dates, checklists
Kanban in Trello involves visualizing work across lists like "To Do", "Doing", and "Done".
# Kanban board setup:
List 1: To Do
List 2: In Progress
List 3: Done
Cards: Drag across lists as progress is made
Use Trello for Scrum by organizing tasks into sprints with story points and custom fields.
# Create a Sprint board:
List: Sprint 1 (7 days)
Cards: User stories with story point label: "SP: 5"
During sprint planning, populate the sprint list with prioritized backlog items.
# Backlog list → Sprint list
Use card labels: [Bug], [Feature]
Assign members and due dates
Product teams can map out quarterly or yearly plans using timeline or board views.
Board: Product Roadmap
Lists: Q1, Q2, Q3, Q4
Cards: Features/releases with due dates
Use cards to represent milestones and apply due dates and checklists to track progress.
Card: "Launch Beta"
Checklist: Tasks needed for beta launch
Label: Milestone
Manage bugs with Trello by creating a separate list or board dedicated to issues.
Board: Bug Tracker
Lists: Reported, Confirmed, Fixed, Closed
Cards: Each bug with attachments and comments
Use Trello Power-Ups like Planyway or BigPicture to visualize Gantt timelines.
# Add Power-Up: Planyway
Drag cards to timeline, set dependencies, and view in calendar mode
Track time with Power-Ups like Harvest, Clockify, or TimeCamp on Trello cards.
# Install Time Tracking Power-Up
Open card → Start/Stop timer
Track time per card or per member
Assign team members to cards and use workload views in Power-Ups to avoid overloading.
Card: "Develop Feature A"
Members: Assign 2 developers
Label: Priority
Create a "Weekly Updates" list where each team member logs their stand-up notes.
List: Stand-ups
Card: "Week of July 15"
Checklist: What was done, what’s planned, blockers
Hold sprint retrospectives using Trello with columns like "Went Well", "Needs Improvement".
Board: Retrospective
Lists: Went Well, Needs Improvement, Action Items
Cards: Add notes anonymously or during team meeting
Track daily updates by moving cards or creating cards per user/task for each day.
List: July 19
Cards: "Majid - Finished login page"
Use comments for updates
Track Objectives and Key Results (OKRs) by listing goals and linking measurable cards.
Board: 2025 Q3 OKRs
List: Objective - Improve UX
Cards: Key Result - 10% decrease in bounce rate
Use Dashboard view or integrate with reporting tools like Trello Reports, Google Sheets, or Jira.
# Example:
Power-Up: Trello Dashboard
Track metrics: tasks done, overdue, team contributions
Create a board to manage your to-dos with columns like "Today", "This Week", and "Done".
Board: My Tasks
Lists: Inbox, Today, This Week, Done
Cards: "Pay bills", "Submit report", etc.
Use checklists inside cards to track daily habits like water intake or workouts.
Card: Daily Habits
Checklist: Drink Water, Read 20 mins, Walk 10k steps
Reset checklist daily
Organize plans across timeframes with separate lists or boards.
Lists: Monday, Tuesday, ..., Sunday
Board: July Planner
Cards: Tasks for each day
Track personal finances using cards for categories and lists by months.
Lists: July, August, September
Cards: Rent, Groceries, Subscriptions
Labels: Fixed, Variable
Plan meals and shopping lists by organizing meals and ingredients on cards.
Lists: Breakfast, Lunch, Dinner
Cards: "Chicken Salad", "Spaghetti"
Add checklist: Ingredients
Track workouts, routines, and progress using fitness-specific cards and labels.
Card: Monday Workout
Checklist: Pushups, Squats, Plank
Label: Full Body
Organize books you want to read, are reading, or have finished.
Lists: To Read, Reading Now, Finished
Cards: "Atomic Habits", "Deep Work"
Add comments for notes or ratings
Plan trips using Trello with lists for destinations, bookings, and packing.
Lists: Flights, Hotels, Itinerary, Packing List
Cards: Booking.com confirmation, Day 1 Plan
Checklist: Passport, Tickets, Sunscreen
Track tasks, materials, and contractor communication for your projects.
Lists: Kitchen, Bathroom, Living Room
Cards: Replace faucet, Paint wall
Attach quotes or images
Plan events like birthdays, weddings, or corporate meetings using Trello timelines.
Lists: Ideas, To Do, In Progress, Done
Cards: "Book Venue", "Send Invites", "Order Cake"
Label: High Priority
Use Trello as a digital journal by creating a card per day with your thoughts.
List: July
Cards: "July 19", "July 20"
Use comments to write reflections or moods
Set goals for the year and break them down into actionable cards and tasks.
List: 2025 Resolutions
Cards: "Learn Python", "Lose 10 lbs", "Read 30 books"
Add checklists for progress
Organize vocabulary, grammar lessons, and practice logs for language studies.
Lists: Vocabulary, Grammar, Practice
Cards: "Spanish Verbs", "Common Phrases"
Checklist: Duolingo, Flashcards, Listening Practice
Coordinate family schedules, grocery lists, or relationship goals using shared boards.
Board: Family HQ
Lists: Chores, Appointments, Shopping
Cards: "Doctor visit", "Pick up groceries"
Create mind maps using cards and labels to break down big ideas into smaller thoughts.
List: Big Idea
Cards: Branches of the idea
Use labels: Concept, Research, Execution
Use a Trello board to create a visual editorial calendar and organize upcoming content by date, type, or channel.
Lists: January, February, March...
Cards: Blog post, email, video, etc.
Labels: Content type (Blog, Video, Email)
Manage the blog writing process with stages like draft, editing, and published.
Lists: Ideas → Drafting → Editing → Published
Cards: "10 Tips for SEO"
Checklists: Outline, Write, Edit, Schedule
Schedule social posts by platform and date using due dates and labels.
Labels: Facebook, Twitter, LinkedIn
Due Date: Auto-reminders to publish or schedule
Attachments: Image or caption drafts
Track campaign planning, creatives, timelines, and assets in one board.
Lists: Plan → Assets Ready → Running → Completed
Cards: “Spring Promo Campaign”
Power-Up: Calendar view for timelines
Use Trello to coordinate launch checklists, content pieces, and announcements.
Lists: Pre-Launch → Launch → Post-Launch
Cards: Landing page, email series, blog post
Checklist: Approvals, QA, scheduling
Track keyword research, technical fixes, and optimization plans.
Lists: Research → Optimization → Reporting
Cards: “Fix meta titles for homepage”
Labels: Technical, Content, Links
Plan, write, and schedule email campaigns with approvals and automation.
Lists: Draft → Approved → Scheduled → Sent
Cards: “Holiday Discount Email”
Integration: Mailchimp or automation tools
Use checklists, versioning, and comments to revise and track changes in content.
Card: “New Blog Post”
Checklist: Rev 1, Rev 2, Final
Comments: Reviewer feedback and edits
Onboard and manage external contributors with editorial guidelines and deadlines.
Lists: Invited → In Progress → Submitted → Published
Card: “Guest Post - AI Trends”
Attachment: Guest guidelines PDF
Assign design tasks with mockups, specs, and approvals attached to content cards.
Card: “Instagram Carousel”
Attachment: Design brief
Checklist: Draft → Review → Final Design
Track scripting, filming, and editing stages for marketing videos.
Lists: Script → Shoot → Edit → Publish
Labels: Type (Demo, Promo, Testimonial)
Due Dates: For editing deadlines
Attach and review analytics for each piece of content after it's published.
Card: “Blog - JSON in 2025”
Comment: “3000 views in first week”
Attachment: Google Analytics screenshot
Track performance of paid ads and creative testing across platforms.
Lists: Idea → Design → Test → Optimize
Cards: “FB Ad: Free Guide”
Labels: A/B Test, CTA, Landing
Ensure consistency across blog, email, social, and ads in unified planning boards.
Card: “Launch Day Messaging”
Checklist: Social, Email, Blog, Ads
Power-Up: Calendar View
Create monthly report templates with metrics and summaries of content performance.
Lists: January Report, February Report...
Card: “Feb 2025 Analytics”
Checklist: Traffic, Leads, Top Posts
Trello helps dev teams manage sprints, bugs, features, and deployments with customizable workflows.
Lists: Backlog → In Progress → Review → Done
Labels: Bug, Feature, High Priority
Use the backlog list to gather all feature requests, bugs, and ideas before sprint planning.
Card: “Allow export to PDF”
Checklist: Requirements, Estimate, Discussion
Create boards for current sprints with planned tasks and work-in-progress limits.
Lists: Sprint To Do → Doing → Code Review → Done
Power-Up: Card aging to highlight old tasks
Track what features/bugs are bundled in upcoming and past releases.
Lists: v1.0.1, v1.1, v2.0
Card: “Add JSON export in reports”
Create a labeled system for bugs with severity levels and detailed reproduction steps.
Card: “Login fails on Safari”
Checklist: Repro Steps, Logs, Fix Status
Label: Critical, Browser-Specific
Log and discuss new features submitted by users or internal stakeholders.
Card: “Dark Mode”
Attachment: User feedback screenshots
Comments: Dev and UX discussion
Track quality assurance tests, status, and bug reports on dedicated boards or lists.
Lists: To Test → Testing → Pass → Fail
Card: “Verify email validation”
Label: QA Required
Integrate Trello with CI/CD tools to auto-update cards on build, test, or deployment success/failure.
Integration: GitHub Actions or Jenkins webhooks
Action: Move card to "Deployed" on success
Use the GitHub Power-Up to link Trello cards to PRs, commits, and issues.
Card: “Fix typo in README”
Linked GitHub Issue: #42
Auto-link commits with keywords like “fixes #42”
Gather and categorize feedback from users to inform development priorities.
List: Feedback
Card: “User wants better export options”
Label: Feedback, Medium Priority
Map out epics and stories in horizontal swimlanes to visualize feature flow.
List: Epics
Card: “User Login Flow”
Checklist: Story 1, Story 2, Story 3
Use Trello for deployment checklists, rollback steps, and system status tracking.
List: Deployments
Card: “v2.0 Release”
Checklist: Deploy → Smoke Test → Monitor Logs
After incidents, document findings, causes, and preventive actions in a postmortem board.
Lists: Incident → Root Cause → Action Items → Closed
Card: “Server Outage 7/1”
Attachment: Incident Timeline PDF
Use Trello’s REST API to create cards, move lists, or sync with external systems.
API Endpoint: https://api.trello.com/1/cards
Method: POST
Body: { name: “New Task”, idList: “xyz123” }
Organize docs for setup, architecture, and onboarding in labeled cards.
List: Docs
Card: “API Authentication”
Attachment: OpenAPI JSON or Confluence link
Label: Documentation
Trello's mobile app is available for iOS and Android on App Store and Google Play.
# Open your app store and search "Trello"
# Install and log in with your Atlassian account
The mobile UI uses a swipeable layout. Boards appear as stacks, cards open with taps, and the menu slides from the left.
Tap the "+" button at the bottom or within a list to add cards instantly.
# Steps:
1. Tap "+ Card" on desired list
2. Enter title and description
3. Tap "Add"
Swipe cards left or right to archive or mark them complete (depending on settings).
Use voice typing to create card titles or comments hands-free.
# Tap mic icon on keyboard, say:
"Create grocery list card"
Add photos or scan documents directly into a card using your camera.
# Tap "Attachment" > "Take Photo"
# Photo uploads to the selected card
You can edit boards offline; changes sync when internet is restored.
Your Trello boards stay in sync between desktop, mobile, and tablet automatically via your Atlassian account.
Enable push notifications for updates, mentions, and card changes in app settings.
Access board settings through the ⋮ menu. You can change visibility, members, or background color.
Dark mode, compact view, and font size settings help personalize your experience.
Use widgets on Android/iOS home screen to show tasks or shortcuts to boards.
Limit auto-sync, enable Wi-Fi-only updates, and disable media previews to conserve data.
Use Trello mobile for quick task capture, photo logs, inventory tracking, or field checklists.
Clear cache, reinstall the app, or log out and back in if boards don't sync or load.
Label cards with time zones or use Power-Ups like "Planyway" to manage distributed teams.
Use clear board structures, assign owners to tasks, and follow async standups.
Create lists like "Yesterday", "Today", "Blockers" where team members add daily cards.
# Example list setup:
- 🕒 Yesterday
- ✅ Today
- ❌ Blockers
Use Trello templates to automate weekly reviews, goals, and updates.
Use Trello to replace meetings with updates through comments, due dates, and activity logs.
Pin documents, links, and media in a "Resources" list for all teams to access.
Create a "Meetings" board with recurring agenda cards, links, and attendee lists.
Use labels or custom fields to show task status and progress summaries at a glance.
Assign owners to each card with due dates to ensure clear responsibility.
# Example card structure:
Card: Write Newsletter
Assigned to: @John
Due: Friday
Label: "Content"
Use boards like "Team Photos", "Fun Challenges", or "Coffee Break Ideas" to foster bonding.
Create checklists for new hires, including documents, tools setup, and intro meetings.
Attach documents from Google Drive, Dropbox, or OneDrive directly to cards.
Use "Calendar View" or third-party Power-Ups to see who is overbooked and reassign tasks.
Create dashboards using Butler or integrations like Dashcards to measure team performance.
Set up a "Wins Wall" list or board and encourage team members to post their achievements.
# Win example:
Card: "Launched new homepage 🎉"
Label: Milestone
Comment: "Great job team!"
Built-in reporting in Trello is limited but can be enhanced using Butler automation and Power-Ups like Dashcards.
// Use Butler to create automatic reports
// Example: Report number of cards in "Done" every Friday
Use Power-Ups like "Dashcards" or "Reports by Screenful" to build real-time dashboards with Trello data.
// Dashcards track metrics like cards per label or list
Tools like Screenful, Placker, and Trello Reports enhance analytics beyond native features.
// Connect Trello to Screenful for custom dashboards and time tracking
Many third-party tools offer pre-built templates for velocity, workload, time tracking, and more.
// Example: Weekly Task Summary report template from Placker
Use charts (bar, pie, timeline) to track progress of tasks per list or member.
// Burn-down chart shows tasks completed vs remaining
Track card counts, time in lists, completion rates, overdue cards, and activity levels.
// Monitor average time cards stay in "Doing" list
Measure how long a card spends in each list using plugins like Card Aging or third-party tools.
// Screenful displays time-per-list visually
Export cards and lists in CSV for manual analysis in Excel or Sheets.
// Trello > Menu > More > Print and Export > Export as CSV
Visual tools for sprint or project progress. Burn-down shows tasks remaining; burn-up shows completed.
// Use Burndown for Scrum teams tracking story points
Track user activity across boards to ensure balanced workloads and contributions.
// Use Activity Log or Power-Ups to review who did what
Use API or exports to build tailored reports in Google Sheets or BI tools.
// Use Trello API to fetch card data and build a custom report
Track changes with Trello’s built-in activity logs and Power-Ups for deeper audit logs.
// Use "Activity" under each card to see change history
Generate reports on archived cards to evaluate closed work or restore if needed.
// API or Power-Up needed to access full archive logs
Export reports as PDFs/CSVs or share dashboard links with stakeholders.
// Most tools allow public links for dashboards or scheduled email reports
Regularly evaluate board efficiency, task flow, and bottlenecks using analytics.
// Monthly review: avg. time per list, overdue cards, throughput
Organize boards by project, department, or client for clarity and access control.
// Example: #Marketing, #Design, #DevOps boards
Use team boards for collaboration and personal boards for private planning and notes.
// Shared boards in Workspace, personal under "Private"
Use Butler to automate actions across boards, like mirroring or moving cards.
// When card is added to List A, copy it to Board B’s List C
A master board aggregates tasks from multiple boards for top-level management.
// Tools like Unito or Placker sync cards to a master board
Create dashboards that summarize activity across boards for managers or teams.
// Use Trello Tables or tools like Screenful
Keep cards in sync between boards using tools like Unito or Butler automations.
// Mirror card from Board A to Board B and sync updates
Allows two-way syncing of comments, due dates, and checklists across boards.
// Use Unito or Mirror Power-Up to keep mirrored content updated
Add clickable links between boards to quickly jump across related projects.
// Add board URL in card description or use attachments
Use Trello Tables, Placker, or Portfolio views to manage many boards from one place.
// Trello Table View (Premium) shows multiple boards in table format
Tables provide a spreadsheet-like view of cards across boards and allow filtering/sorting.
// Go to "Views" > "Table" to enable table mode
Use Trello’s search bar or filter to search across all boards for cards, labels, or comments.
// Press `/` then type keyword to search across boards
Aggregate reporting across several boards to track company-wide or team metrics.
// Tools like Screenful or Placker can pull metrics across many boards
Use Trello automation or third-party tools to archive, label, or move cards in bulk across boards.
// Bulk move: select multiple cards using browser extensions or automation
Periodically archive inactive boards or cards, review member access, and update board descriptions.
// Trello Premium admins can audit and clean workspace usage
Review weekly or monthly board activity to track card movements, completions, and changes.
// Use Reports Power-Up or Butler to email summaries
Get Trello updates in Slack channels and turn messages into Trello cards using the Slack Power-Up.
// Example: Slack message shortcut → "Create Trello Card"
Attach Google Docs, Sheets, and Slides directly to Trello cards and enable calendar sync.
// Click "Attach from Google Drive" in Trello card to link Docs
Add Zoom meeting links to cards and automatically record meeting notes using the Zoom Power-Up.
// Each card can display "Join Zoom" button linked to the meeting
Use third-party tools like Zapier to create tasks in Asana when Trello cards are moved to specific lists.
// Trigger: Trello card moved to "Doing"
// Action: Create Asana Task
Embed Trello boards into Notion pages or use Notion automation to reflect status updates.
// Use Notion Embed block with Trello board share link
Automate actions like sending emails, posting on Slack, or updating Google Sheets when cards change.
// Zap: New Trello Card → Send Gmail Notification
Sync Calendly event bookings into Trello as new cards for tracking meetings or client sessions.
// Zapier Trigger: Calendly event booked
// Action: Add Trello card to "Meetings" list
Sync Trello due dates with Google Calendar to track deadlines and schedules.
// Enable Calendar Power-Up → Link Trello calendar URL in Google Calendar
Attach OneDrive documents to cards directly using the OneDrive Power-Up.
// Click “Attach” → Choose “OneDrive” → Select document
Sync Trello cards with Outlook tasks and calendar using third-party tools or Power-Ups.
// Use Trello-Office365 connector or automate with Zapier
Embed live Figma files into Trello cards for design collaboration and previews.
// Paste Figma URL → Trello auto-embeds it
Embed Miro whiteboards in cards to plan visually alongside tasks and checklists.
// Use Miro Power-Up → Add Board Link to Card
Create Trello cards based on Salesforce lead updates or deals using automation tools.
// Example: New Opportunity in Salesforce → Add Trello card in “Pipeline”
Sync boards or mirror cards using middleware to unify workflows across both tools.
// Trigger: Trello card created → Monday item added
Use AI to summarize cards, suggest tasks, or auto-label based on descriptions.
// Zapier + OpenAI integration: Card description → ChatGPT summary added as comment
Boards can be Private, Workspace Visible, or Public. Private is recommended for sensitive data.
// Settings → Change Visibility → Select “Private”
Only invited members can see private workspaces. Control member access from workspace settings.
// Workspace Settings → Members → Remove or Restrict Access
Trello encrypts data in transit (TLS 1.2+) and at rest (AES-256) by default.
// No user action needed — enforced by Atlassian
Enterprise plans include SSO, domain restrictions, and advanced admin controls.
// Admin Console → Security → Enable SAML SSO
Users should enable 2FA on their Atlassian account for added login protection.
// Go to account.atlassian.com → Security → 2FA → Enable
Public boards are indexed by search engines. Avoid using them for confidential tasks.
// Settings → Visibility → Switch from Public to Private
Enterprise admins can review board activity through log exports and audits.
// Admin Hub → Reporting → Access Logs
Trello complies with SOC2, ISO 27001, and GDPR through parent company Atlassian.
// Details available at trello.com/trust
Users can request data export or deletion. Trello provides GDPR rights compliance features.
// Profile → Privacy → Request Personal Data
Trello maintains automated encrypted backups across multiple regions.
// Backups managed by Atlassian, no user action required
Files attached to cards are only accessible by authorized members of that card or board.
// Best practice: Avoid linking public URLs in attachments
Use invite-only boards, permission levels, and remove inactive members.
// Settings → Members → Change permissions or remove
Enterprise customers can restrict access by IP to enhance network-level security.
// Enterprise Admin → Network Settings → Add IP Ranges
Only board admins can close and delete boards permanently.
// More → Close Board → Permanently Delete
Use Activity feed and Workspace views to track recent changes, additions, or removals.
// Click “Activity” at the bottom of the board or use admin reports
Trello offers a built-in gallery of free templates covering a wide variety of use cases for quick starts.
// Access via "Create new board" → "Templates" tab in Trello UI
Use official templates from Trello for project management, marketing, agile, and more, ensuring proven workflows.
// Select an official template to copy it into your workspace
Create your own reusable boards or card templates tailored to your team’s specific processes.
// Save a board as a template via Board Menu → More → Make Template
Teams can create and share templates to standardize workflows across projects and members.
// Team admins manage template access and sharing permissions
Track project tasks, deadlines, and milestones with a structured board template.
// Columns like To Do, In Progress, Done, Milestones
Organize sprints, backlogs, and stand-ups for Agile teams.
// Lists for Backlog, Sprint Tasks, Review, Retrospective
Manage daily tasks, goals, and habits with personal planning boards.
// Sections like Today, This Week, Long Term Goals
Plan campaigns, content calendars, and promotional activities.
// Columns for Campaign Ideas, In Design, Scheduled, Published
Schedule articles, blog posts, and editorial deadlines in a timeline view.
// Cards include publish dates, authors, and status labels
Streamline new employee onboarding tasks and checklists.
// Tasks for documentation, training sessions, and equipment setup
Track feature requests, bug fixes, and release plans.
// Lists for Backlog, Development, QA, Release
Prepare and manage meeting agendas and action items efficiently.
// Cards with agenda topics, notes, and responsible persons
Set and track Objectives and Key Results for teams or individuals.
// Objective cards with measurable key results and progress labels
Conduct weekly retrospectives and progress check-ins.
// Lists for Completed Tasks, Challenges, Next Steps
Organize events with timelines, tasks, and attendee management.
// Sections for Venue, Invitations, Budget, Schedule
Trello Enterprise offers advanced security, governance, and administrative controls tailored for large organizations.
// Features include SSO, unlimited workspaces, and advanced permissions
Manage multiple teams and projects by organizing boards into separate workspaces.
// Create dedicated workspaces per department or function
Use workspaces and teams to structure departments for clear ownership and access control.
// Assign members to department-specific workspaces
Admins can control member permissions, board settings, and integrations at the workspace level.
// Example: Restrict who can create boards or add power-ups
Centralize billing management for teams and automate license assignment.
// Admin dashboard for license allocation and usage tracking
Set granular access controls on boards, cards, and actions for sensitive projects.
// Board visibility options: Private, Workspace, Public
Integrate Trello with enterprise tools like Jira, Salesforce, and identity providers.
// Use SAML SSO and SCIM provisioning for user management
Assign roles such as Admin, Member, and Observer with specific privileges.
// Define what each role can view or edit in boards and workspaces
Automate adding and removing users with directory sync tools.
// Integrate with Okta or Azure AD for user lifecycle management
Track admin actions and changes for audit and compliance.
// Logs include board creation, membership changes, and settings updates
Apply company branding to Trello workspaces and login pages.
// Upload logos, customize colors, and modify user interface
Gain insights across multiple teams with consolidated usage and performance reports.
// Use third-party tools or Trello’s built-in reports for analytics
Create and distribute standardized templates across teams to ensure consistency.
// Manage templates centrally and enforce usage for key projects
Provide training materials and onboarding processes to scale Trello adoption effectively.
// Use Trello boards as training portals or link external LMS platforms
Implement governance, regular audits, and clear policies for managing Trello at scale.
// Regular workspace cleanup and access reviews prevent sprawl and security risks
Common errors include syncing failures, UI glitches, and API rate limits that disrupt workflows.
Issues logging in may be due to credential errors, browser cache problems, or OAuth failures.
Mobile apps sometimes fail to sync due to connectivity or app version incompatibilities.
Multiple Power-Ups can cause conflicts leading to board errors or slowdowns.
Cards may disappear due to accidental archiving, filtering, or sync errors.
Attachment uploads might fail due to file size limits or connectivity issues.
Boards may fail to load due to server outages or browser cache problems.
Delayed or missing notifications can result from app bugs or connection problems.
Automation rules might not trigger if Power-Ups are disabled or due to syntax errors in rules.
Issues unarchiving cards or boards often arise from permission restrictions.
Templates may not load correctly if corrupted or when linked Power-Ups malfunction.
Labels might not display or sync properly due to UI glitches or API problems.
Permission errors often occur if user roles are incorrectly assigned or access is revoked.
Use Trello’s support portal or community forums for official help and troubleshooting.
Trello’s Help Center and user community provide FAQs, tutorials, and peer support resources.
AI enhances Trello by automating task management, improving productivity, and offering smart suggestions.
AI analyzes user behavior and deadlines to suggest relevant tasks and priorities.
AI predicts realistic deadlines based on task complexity and past performance data.
Create tasks using natural language input, making task entry faster and more intuitive.
Integrate ChatGPT to generate task descriptions, comments, or brainstorm ideas within Trello cards.
AI dynamically prioritizes cards based on deadlines, dependencies, and team workload.
Generate insightful reports automatically highlighting bottlenecks and progress metrics.
Use voice to add tasks, update statuses, or navigate boards hands-free.
Connect AI virtual assistants to manage workflows and reminders within Trello.
Automate complex workflows using AI-driven triggers and actions beyond standard Power-Ups.
Analyze team sentiment in card comments to gauge morale and address concerns proactively.
Automatically schedule tasks and meetings based on team availability and priorities.
Generate content for project documentation, cards, and reports using AI text generation.
Develop custom AI-powered Power-Ups tailored to specific team workflows and needs.
Trello’s future includes deeper AI integration, smarter automation, and more personalized collaboration experiences.