Setting up a Trello To-do list Simplified: 3 Easy Steps

Amit Kulkarni • Last Modified: December 29th, 2022

Advancement in Cloud computing has increased expectations of organizations as businesses tackle the challenge of managing multiple projects simultaneously. Today, Project Management involves many attributes like Team Management, Task Tracking, and Group Discussions to converge at solutions for delivering superior solutions. Trello is one such Project Management tool powering teams to plan, schedule, and figure out how to progress with ease.

As any project involves tasks with a scheduled deadline for each phase, Trello offers a simplistic board to collect all the tasks in the form of cards arranged in a list. With Trello To-do list, companies simplify project planning, forecast their product deliveries, and discuss the modifications in the ongoing projects with stakeholders accordingly.

This article provides you with an overview of setting up a Trello To-do list in Trello. It describes the components, views, and benefits of Trello software for Project Management. You will also gain an understanding of the steps to create a Trello To-do list from scratch in Trello.

Table of Contents


  • An idea of Project Management Tools
  • Understanding of Trello Software

Introduction to Trello

Trello To-do list - logo
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Released in 2011 by Joel Spolsky, Trello is a Cloud-based Project Management tool for solving high-level planning issues witnessed by organizations. With Trello’s robust features, including collaboration for Task Management, organizations can even handle complex projects simultaneously with ease.

Components of Trello

Trello adapts to any project and simplifies teams work in an intuitive way. It empowers teams to plan, ideate, and celebrate the milestones they achieve upon project delivery to stakeholders. Below are a few key components of Trello:

1) Board

A board is the first landing layer when you log in to Trello. It is a place to track all information or workflows related to projects. A Trello board consists of tasks organized in the form of lists and cards, making it easy to follow while collaborating with relevant team members to progress uniformly.

2) List

If a board is considered as a folder, lists are subfolders existing within them. Lists resemble a certain step of a project used to create a workflow of an entire project. These lists would consist of a number of cards that represent tasks. As similar cards reside in a specific list, it organizes information for better Task Management. There is no limit to the number of lists on a board, and they can be arranged and titled as per the user’s choice.

3) Cards

Cards are the smallest yet most detailed unit of a board. Each card represents tasks. A card can be customized to hold a variety of useful information like Task Description, Task Schedule, Necessary Attachments, and Discussion Box. There is no limit to the number of cards on a board, and they can be synchronized, automated to simplify tasks management.

4) Board Menu

On the right side of a Trello board comprises a board menu. It helps users manage board permissions, control settings, search cards, enable power-ups and automate tasks.

5) Power-up

Trello connects seamlessly with a variety of apps and terms it as a power-up. It can be added to a board to expedite Task Management and enhance the user experience through automation.

Trello To-do list - power up
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Key Benefits of Trello

The key benefits of using Trello are:

1) Well-Organized Boards

Trello interface is beginner-friendly, one of the easiest workflow organization methods, as it comes with a board and card system to display project progress. With boards assigned for specific projects, lists justifying stages, and cards for particular tasks, it surfaces minimal risk of confusion among team members.

2) Effortless Editing

The simplest possible way to edit is a drag-and-drop mechanism. Trello accompanies this method for Project Management. Any alterations or updates done in any card can be tracked with its automated notification.

3) Team Collaboration

As Trello features an interface having active participation of a team, it truly justifies the purpose as a team collaboration system. Trello provides various views, enabling teams to grant and revoke permissions of team members. Apart from separate discussion sections in each card, it also allows sharing files in various formats.

4) Integration and Automation

Trello integrates easily with public developer APIs, allowing Third-party Apps, plug-ins to connect with your data. A user can also set different rules in cards to automate tasks and notify members timely when cards are updated.

5) Mobile and Secure

Being a mobile-friendly application, Trello allows collaboration across Windows, Android, and iOS.

Trello practices the highest security standards as it encrypts data with TLS (transport layer security) to meet the recommended cryptographic profile. Trello admins also have the authority to set permissions and decide which boards to be set private.

6) Customer Support

Trello publishes various articles categorized by topics to assist users in obtaining the necessary information for working efficiently with the Task Management Application. Users can also get additional information from their training videos, guides, and webinars. If a user opts for a business class plan of Trello ($10/month/user), it covers email support with a response time of one business day.

For further information on Trello, check out the official website here.

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View in Trello

Trello provides five different views:

1) Board

A board in Trello is a kanban view. All the tasks on a board are arranged in a column-wise element called a list. Each task is represented in the form of a card with some detailed information. This view helps plan projects and break down steps to the simplest tasks.

Trello To-do list - board
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2) Timeline

From planning and scheduling tasks to setting goals, timeline view helps deadline-driven teams stay ahead. It gives an at-a-glance understanding of project progress, making a Gantt-type visual representation. Cards are organized by start and due date grouped into lanes to bring their own dimension in a timeline view.

Trello To-do list - timeline
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3) Calendar

The calendar view gives a new dimension to existing timeline views. The calendar’s monthly view displays the work distribution for a whole month to get a bigger picture of upcoming tasks. However, to focus on specific tasks, a calendar’s weekly view can be more effective. A card should be customized with start and end dates to get featured in the calendar view eventually, helping teams map time-dependent events efficiently. Moreover, this calendar can be synced with third-party calendars to maintain a work-life balance.

Trello To-do list - calendar
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4) Dashboard

The dashboard gives a bird’s-eye view to expediting decision-making. With dashboard view, users can create charts that highlight the roadblocks and milestones of a project. It visualizes key metrics like assigned cards, due dates, and cards per list to keep stakeholders aligned with high confidence.

Trello To-do list - dashboard
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5) Team Table View

Team table view in Trello helps managers check the progress across teams, as it allows customizing cards from different team boards into a single table. 

Trello To-do list - table view
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6) Map

Many projects require tasks with an additional dimension of geographical location. Trello’s map view ensures higher authorities make wise decisions by sharing locations to cards and displaying data in an interactive map. This view proves to be a cost-effective solution while managing tasks associated with different geographies. 

Steps to Set up a Trello To-do list

Working with Trello becomes more straightforward as one creates an account and starts using various features. Below are steps to set up a Trello To-do list:

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Step 1: Select Trello To-do list 

The first step in setting up a Trello To-do list is logging into a Trello account, a user would be prompted to a blank board. Click on ‘Add List’ to create lists. Usually, a project consists of three basic lists — Trello To-do lists, in-progress, and completed. However, one can choose an appropriate number of lists for any given board.

Trello To-do list - step 1
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Step 2:  Add cards to a Trello To-do list 

The next step is to add cards to a particular Trello To-do list, and each card represents a task related to a specific part of a project. If a task is critical, it is broken into subtasks using a checklist option in the card. A card can give better information than an email, as it contains schedule dates, description box, priority labels (colored), attach documents, and assign members.

Trello To-do list - step 2
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Step 3: Modifying Cards in Trello To-do list

There is also an activity section inside a card to discuss approaches to solve an issue, and each card has its own activity, thus avoiding confusion. A card also has a power-ups option availing more interactive features to automate certain activities aboard.


As organizations grow, Project Management becomes necessary. Trello facilitates businesses to plan, schedule, and find the roadblocks improving productivity. With its readily available kanban board, beginners can also create a Trello To-do list. The kanban board helps bring all the details to one screen, thereby minimizing complexity. Inside each list is a dynamic card, having the capacity to store more than information of a task.

Trello launched five different views, understanding the necessity of companies. These updates have given the ability to convert Trello To-do lists into desired views, helping users make a board that suits their requirements accordingly. In case you want to export Data from Trello into your desired Database/destination, then Hevo Data is the right choice for you! 

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