Advanced checklists for management use

Question

I need to be able to add tasks (within a checklist on a specific card) and assign them to someone with a due date. I want to be able to perform this action from a third-party application (such as Google Sheets or another tool) without having to open the Trello card, enter the task name manually, then click again to assign a person and once more to set the due date. That process is too time-consuming.

At the same time, I need an overview of the subtasks belonging to ongoing checklists, broken down by person. I need to make sure I don't miss overdue tasks, so the calendar view is not sufficient.

eric_bouchet · Answer

Bonjour @Violaine Barroux ,

Whilst I cannot answer for your first point, I definitely have a solution for the second one : the team at Maestro by rosace developed just that : a power-up that gest all checkitems from all your cards and boards and presents them in whatever order is important to you.

https://trello.com/power-ups/6a22e61dab674a16adbf5a99

Oleksandr · Answer

Hi Violaine,

For the overview/reporting part, I’d try Cross-Board Reporting & Dashboards: https://trello.com/power-ups/66291013ec3abfbf13b255c6

It can show checklist-related data in a table/dashboard view, including checklist summaries, card links, overdue checklist items, and filters by conditions such as overdue items. That should help with the “overview by person / don’t miss overdue tasks” part.

For creating checklist items from Google Sheets or another external tool, you would likely need an automation tool such as Make, Zapier, Power Automate, or a direct Trello API setup. Trello’s API supports creating checklist items with fields like name, due, and idMember, so assigning a person and due date from an external source should be possible with the right setup. Official API reference: https://developer.atlassian.com/cloud/trello/rest/api-group-checklists/

Trello’s own advanced checklist docs are here: https://support.atlassian.com/trello/docs/how-to-use-advanced-checklists-to-set-due-dates/

Liam Do - DevSamurai · Answer

Hi @Violaine Barroux ,

Trello's built-in checklists don't support bulk input from external tools or a consolidated subtask overview by person. However, some tools can help with both.

1. Adding checklist items from Google Sheets or other tools

No-code automation tools like Zapier or Make can connect Google Sheets to Trello. You can set up a workflow so that adding a row in your sheet automatically creates a checklist item on a specific card, with the assignee and due date filled in.

If you want more control, you can use the Trello API with a simple Google Apps Script to push rows from Google Sheets directly into Trello checklists.

2. Overview of checklist tasks by person with overdue tracking

The native Trello calendar and dashboard views don't provide a consolidated checklist-item view across cards.

You can consider using some power-ups like Placker or Bridge24, which allow you to manage all checklist items across multiple cards and boards in one view.

Hope it helps 🙌
Liam