For those of us who use Trello for well, most things, it’s common to get into a routine of always using the same features over and over again. But don’t forget, Trello is infinitely customizable and there are many little details you may have overlooked.
From “snoozing” cards to tweaking the controls of who can join the board, here are five fun things you can do to make your Trello boards run like little, well-oiled productivity machines 😎.
1: Make Boards Self-Joinable
Part of keeping your Trello team healthy and organized is giving people access to boards. Unless a board contains top-secret proprietary info, it’s probably a good idea to make it accessible to your team.
If your board is a part of a team and you would like any of the members to be able to join the board, go to the Menu tab on your board and select "More,” then click "Settings" and then select “Allow Team Members to Join.” A checkmark will indicate whether this feature is on or off.
Allowing team members to join on their own saves you from having to add each team member individually to all relevant boards. This way, when anyone new joins your team they can easily add themselves to relevant company-wide boards.
For more on board permissions, check out the help doc.
2: Subscribing to Boards, Lists, And Cards
Subscribing to a board means you will be notified when another user makes any change to that board. Any time there is a new comment on a card, a card is moved, or a due date is added or changed—you’ll be in the know. This can be particularly helpful when you want to be informed about the general progress of a project.
But what if the notifications get to be too much? You can vary your alerts based on the actions or checkpoints that matter to you. The key is to customize your subscription by card, list, or board.
When subscribed to a list or board, you’ll get notifications for…
- All comments on the list or board.
- Adding, changing, and upcoming due dates.
- When cards are moved or archived.
- All newly created cards.
When subscribed to a card, you’ll get notifications for…
- All comments on that card.
- Adding, changing, and upcoming due dates on that specific card.
- When the card is moved or archived.
Subscribing is ideal for an “eye in the sky” overview of what’s going on, but subscribers be warned: overdoing it will result in notification overload. For this reason, try to subscribe sparingly and prioritize only the initiatives you really care about.
3: Filter By Label, Person, or Due Date
As boards get bigger and more robust, filtering comes in handy to narrow your view down to only what you need to see. Boards can be filtered for various parameters:
- By label
- By cards assigned to a specific user (you or anyone else on the board)
- By due date
You can also use keyboard shortcuts to easily “key” up these filters. To open the card filter menu, press the “f” key. To filter only your cards, press “q”. And to remove all filters, use the "x" keyboard shortcut.
4: Adjust Board Privacy Settings
Changing the visibility of a Trello board helps dictate how the board will function. For instance, a board that is used as a public roadmap should be available to everyone, but a board that is for having 1:1 meetings with your manager may make more sense as a private board that only the two of you can access.
Board admins can set the board's visibility by clicking on the board's current setting. In the top left corner of a board the visibility will display as “Private,” “Team Visible,” or “Public.” To change the setting simply click on the tag and a drop down menu of visibility options will display:
Pro tip: Combining a visibility setting of “Team Visible” with the aforementioned “Allow team members to self-join” is an easy way to allow anyone within your team to hop into a board as they choose.
5: Snooze Tasks For Later
Sometimes you underestimate how long a task will actually take, and that Trello card just sits there, haunting you. The overdue date turns red as you miss the artificial deadline you’ve set, so you keep pushing the due date back. But this constant card “procrastination” isn’t really getting anything done, is it?
We created the Card Snooze Power-Up for this exact reason. When you enable it on your board, you can set a date and time, and “snooze” the card by sending it to the board’s archive. At the chosen date and time, your card will be revived and reappear back on your board for you to tackle... once and for all!
Because Trello is infinitely flexible to set up, there are an infinite amount of ways to set up and manage different workflows.
Also, if you want to connect Trello to other apps you and your team are using, check out Power-Ups.
What are some of your favorite lesser-known Trello feature tips? We’d love to know, share in the comments!