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How does Trello pricing work? (Here's an explainer)

I've seen a lot of questions around here lately about how Trello pricing works. And you all know I'm the biggest Trello fan ever, but I'll be the first to admit it can be a bit confusing. I made this video to help break down the differences between the plans, and a simplified way to determine how many users you'll need to pay for!


If you prefer to read instead of watch, here's my take: 

- If you want unlimited boards, you probably don't need to upgrade. Yes you can only h have 10 boards in a workspace, but you can have as many workspaces as you want, so you can just think of each workspaces as a folder to group your boards by. 

Why you might want unlimited boards in one workspace: Chaos. It's easier to just have one workspace that you put everything in and not have to remember what other members are in which workspace. Plus you get some other features, so if you're at all interested in the other features, the unlimited workspaces is a huge PRO.

- If you need to assign members or due dates to checklist items OR are doing some robust automation, that's when you'll need the Standard Plan. Even the advanced checklists... often I actually prefer just creating separate cards if I'm going to have separate owners inside a card, and then use some automation to bring all those cards together as checklist items in one card.

Oh and yes, technically this is also the plan you need if you want custom fields, but if that's the only thing you need, you can use Amazing Fields to replace some of the use (see note below).

Why you might want advanced checklists: if you want to be able to keep track of owners and dates for subtasks. admittedly these have some limited integrations with reminds, and due dates, but i see improvements in this all the time. for instance, checklist due dates now show up in Calendar View and the Calendar Power-Up

Why you might want Trello's custom fields: if you want to automate anything with custom fields or be able to see them on mobile

- If you want the dashboard/map/table/calendar views or you want the ability to add "Observers" to your boards with limited access, you'll need Premium. Oh - and if you only are interested in Calendar View, then you skip Premium and add the Calendar Power-Up.

You might also think "oh and there's more volume so i can do more automation commands", but you probably only need this is you're doing VERY SERIOUS volumes of automation. When i say serious, i mean, like LOTS of commands runs all the time, with things happening daily, or several actions being tied to triggers that happen frequently, or automation across tons of boards. Trello is pretty generous with the automation amounts in free and standard plans, and you can check your usage by going to Automation --> Account and see if you're even close to your limits. 

If you think I'm kidding, i do ROBUST automation for myself and for demoing a lot of things for the community and my videos, and while I can't see how many commands i've run because I have unlimited, I've ran 2330 operations, which is greater than the commands I've run, and the month resets in 3 days. 😂) I have Trello Premium, but would probably be fine with Standard for automation purposes.

Why you might want advanced views: Quickly see stats about your cards without enabling other power-ups, view cards in timeline format - which is calendar + another dimension on the side, like organized by members, list, or labels. Maps view is also cool if you're working with location data! And some folks love the table view because they miss their spreadsheets


- You probably only want enterprise if you're a really large company with thousands of employees OR require strict security controls. Really helpful if you don't feel like adding a bunch of people to a workspace, but rather want to just enable anyone with an email on your company domain to have accessto Trello. Also, if you want to be able to control more security settings, like disabling the ability to make public board, single sign on access, things like that.


And the big question... Trello pricing is by user in a workspace. You don't upgrade an "account" per se. Pricing is per number of users that are on more than one board in a workspace. 

More details --> You upgrade a workspace, and the number of "non-guest" users in that workspace. Guest isn't a role you assign someone. Guest just means someone part of more than one board.

If you have a workspace and you upgrade yourself (one user), you'll only pay for your user in that workspace, and you can invite as many people as you want to a single board in there and everyone in that board will experience the premium features, while you're only paying for yourself. But if any of those people are on other boards in that SAME workspace, they'll become a user instead of a guest, and you'll pay for them as well. Just make sure they're only members of that board and not members of your workspace, otherwise you'll still be charged for them.

Some of that's some opinion in there, so I welcome others to comment with their opinions as well! Let me know if you have any questions or anything I didn't address. 


Ajay _view26_ Community Leader Jul 29, 2022

Thank you @Brittany Joiner  for the clear explaination on how to go about selecting Trello plans! 😄

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Kevin Tuei Community Leader Jul 29, 2022

Well demystified @Brittany Joiner , it can be confusing when upgrading and you are required to provide the workspace when most think that the upgrade applies to the user. 

I also didn't know that members of a workspace are considered users rather than guests. Great tips all round. 🙌

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Brittany Joiner Community Leader Aug 01, 2022

@Kevin Tuei and @Ajay _view26_ thanks for the feedback!! Happy to help!!

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