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Product   |   Enterprise   |   Trello Tips

Advanced checklists: The better way to track Trello board tasks

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<span id="hs_cos_wrapper_name" class="hs_cos_wrapper hs_cos_wrapper_meta_field hs_cos_wrapper_type_text" style="" data-hs-cos-general-type="meta_field" data-hs-cos-type="text" >Advanced checklists: The better way to track Trello board tasks</span>

There’s no better way to break down a large project than with a simple checklist. To quote Atul Gawande, author of The Checklist Manifesto: “[Good checklists]... do not try to spell out everything—a checklist cannot fly a plane. Instead, they provide reminders of only the most critical and important steps—the ones that even the highly skilled professional using them could miss. Good checklists are, above all, practical.” 

Here at Trello, we know that sometimes a regular checklist just won’t cut it. That’s why advanced checklists are available for every Trello Standard, Trello Premium, and Trello Enterprise subscriber. 

What is an advanced checklist? 

When you sift through big projects with remote teams, small tasks can slip through the cracks. Advanced checklists make the most out of team meetings and group planning. As each task is discussed, managers can add checklist items and assign teammates and due dates (we told you it was advanced). Watch as the task, the associated team member, and the due date appear in your Calendar view, as well as when you’re logged in on the Trello home screen. Everyone leaves the meeting with a clear understanding of who is tackling what, and when.

Bonus: If checklist items start taking on subtasks, convert the checklist into a card. Presto—the assigned member and due date information carry through to the new card. 

screenshot of advanced checklists with due dates and assignees in a Trello card Create a list of tasks and assign them due dates and owners. Check them off as they’re completed.

"It keeps you accountable, and prevents one from being overwhelmed to complete everything at once. So for me, in graphics, if I'm working on a project, I will be able to schedule when I source the info, finish a draft, submit final product, complete printing, and deliver to client, without having to create a different card. It's like a control center for a project.”

- Ruth-Ann Brown, Digital Media Coordinator

View all of your checklist tasks in one place

Advanced checklists keep all of your tasks organized into a single, easy-to-access list. Sign in to Trello and click the Home tab in the left-hand navigation. Here you’ll see a list of all checklist items assigned to you across all of your boards in order of their due date.

screenshot of the Your Items tab on the Trello home pageSee all of your advanced checklists tasks in due date order when you’re logged into Trello.com.

"This is LITERALLY the only thing I was wishing Trello would have as my team has been using it. As a creative manager of a film company I need my employees to set feedback review and revision tasks FOR ME and set the dates they would ideally see them completed. I really really just wanted a vertical list in order of date needed to check off and go through.”

- Scott Brown

Automate and replicate frequently-used checklists

Know what else is cool about advanced checklists? You can create them, save them, and use them repeatedly to make workflows more streamlined. There’s no need to manually replicate the same checklist on multiple cards. Create it once, include the task owner and deadlines as you wish, and then just click to add it to any card.

screenshot of how to add an advanced checklist to a Trello cardIt’s a snap to copy and paste an advanced checklist template onto any card.

Advanced checklists can also be embedded into card templates to make work even easier. Bundle them with Custom Fields for fully-formed Trello cards that are ready to get to work.

See all checklist items on your calendar

View checklist items with due dates and users in Calendar view. Checklist items look different than the Trello cards to help you know at a glance which is which.

screenshot of Trello’s Calendar view with Trello card tasks and advanced checklist tasks looking differentIn Calendar view, Trello cards appear in a box; advanced checklist items appear with a checked or unchecked box for better visibility.

Note that Calendar view is available with Trello Premium and Trello Enterprise plans. Want to try Calendar view with your team? Start a free trial today.

"This is a game-changer for my remote org in managing multi-team projects; making sure everyone knows what their part is and when it is due, as well as how that plays into the big picture.”

- Chava Tzemach, Communications and Marketing Manager

Streamline checklist tasks with Butler automation

Use no-code Butler automation to trigger rules, card buttons, and due date commands for task members within an advanced checklist. For example, let’s say you’re part of a Sales team that uses Trello to organize incoming demo requests. Build a rule that takes action when a new card is added to the board. This could include:

  • A new checklist named “Demo Prep” is added to the card.
  • A “Confirm demo date” task is added to the checklist.
  • A member of the team is assigned to the checklist item.
  • A due date is assigned for two days in the future.

Incorporate automation into every item in your workflow to keep everyone on track.

"I'm a zoning administrator for my city government, so I rely on due dates every single day for my job. Rather than...set up 100 additional Trello cards on another board, this solves my problem and keeps everything clean, concise, and on one board. Advanced checklists has been the biggest upgrade to Trello for me in a long time."

- John Renfroe, Landscape Architect

Take advanced checklists on the go

Advanced checklists are fully functional on the Trello mobile app for iOS and Android. Rely on this tool to help you get your work done anywhere.

Try advanced checklists for free

Advanced checklists is included for all paid Trello Standard, Trello Premium, or Trello Enterprise users. Try Trello Premium for free for 14 days to test advanced checklists and numerous other features to help you get the most out of Trello.

What’s next?

Good or bad, we’d love to hear your thoughts. Find us on Twitter (@trello)!

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