Update on Collaborator Limit for Free Trello Workspaces

[Nina Gilardoni]

Hi, we have a board with 20 colaborators, i wanna know how much is going to cost to us to mantaine that number of people.

I've tried to make a reasearch on FAQ's but i didn't find it. 

[Mike Amaral]

Hey Nina,

Click on update to premium and it will show you your final cost. 

[Alison Green]

I have spent a bunch of time figuring out how my company will adapt to this new system. It's rather complicated since it really changes a lot about how we are setting up our Trello workspaces and boards. But I guess I have to concede that trying to switch to something else would be difficult and I haven't found another free solution that will work for us.

Our situation is that we have 4 staff members who will need to be members our workspace, and we also work with about 50 freelancers per season (two seasons a year). Most of these freelancers only need to be on one board at a time, but a small number (like 3-5) would be working on more than one project at time and would need to be on multiple boards.

So for these workspace guests who are on multiple boards: If my workspace has, say, 4 multi-board guests, who I understand are now billable users, and then I take 2 of those people off all boards, and add 2 different people to multiple boards, does that have any effect on the billing? I'm assuming no, since our total number of billable users on the workspace is the same, but want to make sure.

Also I'm guessing that if, right now I have 4 multi-board guests, and then in our next season I only need to have 3, I can't get any money back if I paid for an annual plan? But that, conversely, if right now I only have 3 and I need to add one more, I will need to pay an additional amount. Would that be prorated, or how would it work?

I guess I should also probably do the math and see if it would end up being cheaper to pay monthly if I can take off all the freelancers from the boards in between seasons - because then in those months I would only pay for 4 users instead of 6-9 including those multi-board guests. Right?

[Simon Maunoury]

Bonjour, j'ai cru comprendre que Trello allait devenir payant prochainement à partir du moment où il y a plus de 10 utilisateur sur le même espace de travail. Dans mon cas, il s'agit d'un "espace de travail d'invités" avec près de 80 personnes qui sont dessus. Est-il possible de garder une fonctionnalité gratuite ? Et si non, quel serait le coût par moi afin de garder cet espace de travail ouvert ?

Merci d'avance pour vos retours !

[Simon Maunoury]

Je complète mon message d'avant...

Surtout que dans l'onglet "tarifs", c'est marqué, "gratuit pour les personnes ou les équipes qui cherchent à organiser toute sorte de projets.", ce qui est le cas de notre espace de travail avec invités...

[Dreamsuite Mike]

Hi @Alison Green 

It can seem complicated but reading through your message, you are spot on with everything you say, you have an excellent grasp on how it works....

As you concluded, the best way is to do the maths and see if you are better off monthly with the seasonal fluctuations you have...

Lets work through an example. I'll use Standard as the Subscription level

In this scenario, each season is 4 months and there is a month between each seasons...

If you have 4 workspace members and 5 multi-board guests for season 1 (4 months), paid monthly ($6/mo/user), that will be 54$/month - total = $216

If you have 4 workspace members and 3 multi-board guests for season 2 (4 months), paid monthly ($6/mo/user), that will be 42$/month - total = $168

If you have 4 workspace members and 0 multi-board guests for the 2 transition months, paid monthly ($6/mo/user), that will be 24$/month - total = $48

Total for the year = $432 (av. $36/mo)

If you pay for the 4 workspace members and the 5 multi-board guests and pay annually,

Total for the year = $540 (av. $45/mo) 

Based on that example, you'd be better of paying monthly...

[Dreamsuite Mike]

This article is getting pretty busy. 

I recommend anyone new to this to look at this Article here to get up to speed by watching a couple of handy videos by @Brittany Joiner  (featuring none other than me 😊)

Click Below:

[Szymon Jocek]

Hi, 

Posting this again as I hope to get a reply this time. It's becoming a bit urgent now.

We're using one board created (and owned) by one of the managers. We now want to upgrade it to Standard or Premium option BUT it would be paid by a different person (the owner of the company and not the manager). Can we somehow shift (or extend) the ownership of that board to the company owner? That person is already an admin on that board but I don't think that solves the problem. 

In other words can an admin of the board (who didn't create it) take over the ownership of this board after she's is upgraded to Stadard or Premium)?

[Dreamsuite Mike]

Hi @Szymon Jocek 

1 thing to remember, the standard and premium subscriptions are applied at the workspace level

So where you talk about board ownership, it doesn't matter who created or is admin of a board.  Go to Members > Workspace Members and check who is an admin or not.

1. One of the people who is a workspace admin should invite the company manager to the workspace as an admin
2. Once he is an admin, he can click on the many "Upgrade this workspace" banners dotted around or click on Billing and enter the details to upgrade.

[Szymon Jocek]

@Dreamsuite Mike Oh OK, thank you! 

[Dreamsuite Mike]

@Szymon Jocek No Problem,

Sorry it was missed the first time, there are A LOT of questions going on!  Between the Atlassian team and a small number of Community leaders, we are trying to cover as many as we possibly can

[Raphael Figueiredo Gregório Camilo]

Does this restriction on the number of people with access to the work area affect the number of people on a board?

I have an urgent project, can anyone help me?

[Brittany Joiner]

@Raphael Figueiredo Gregório Camilo no need to rush, you've got plenty of time before the changes kick in! April 8th you just wont be able to add more people. (And if you do need to, you can enable a 30 day trial of premium)

But to answer your question, yes the people in boards are part of the people in the workspace. Head to your workspace members section and you'll see a Collaborators number in the top left corner. That's the number you need to look at. (You can check out this video for more info and walkthrough the terms and these changes: https://youtu.be/jJVfiaBKVZA )

[joseph_verro]

How is an annual membership affected by staffing changes or turnover? Are we able to transfer to a new staff member? Do we need to go with a monthly membership?

Or if the workspace is upgraded for an annual rate it doesn't matter if the number of collaborators change, the pricing will just update accordingly?

[Dreamsuite Mike]

@joseph_verro If you go annually, you pay for the year.  

If after 2 months, you want to add a new member you will pay a pro-rata amount (10 months) for that member

If you remove a member, you don't get a refund, you will just have an open licence that you can add another member to.

Monthly will be more dynamic as each month the price is adjusted to fit the number of members

Key points:

• You pay for workspace members and Multi-board guests (those on more than 1 board in the workspace)
• Single-board guests (those on only 1 board in the workspace) are free
• The annual discount equates to 16.67% for Standard and 20% for Premium

Please take a look at the example I provided here:

https://community.atlassian.com/t5/Trello-articles/Update-on-Collaborator-Limit-for-Free-Trello-Workspaces/bc-p/2654668#M3083 

[Terry Hugo]

Hi! If we remove a collaborator, how does that affect cards they've made previously or anything else they may have set up in the workspace when they were working with us? I want to remove people who no longer work for us, but I want to make sure that by doing this, I won't mess up anything they've set up in our workspace prior to me starting. 

[Gaurav Kataria]

@Terry Hugo When a member is removed from a board, they will be removed from all cards. This simply means they will no longer be a member of those cards. However, any other actions on the board (e.g. comments, checking off an item on a checklist, etc.) will remain.

However, please note that any automations that they have created will also be removed. To help prevent this, the member should add their automations to an Automation Library.

Details here: https://support.atlassian.com/trello/docs/removing-a-member-from-a-board/

[Mike Amaral]

@Terry Hugo To explain a little further if you're in the situation that I was in, if the member of your board was a member of your "Work$pace" adn you remove them they will become guests and still be on the cards that they were made members of. We have found out though if those cards stil are having some activity and that member you made a guest is tagged in a comment they most likely won't get the notification. I have remedied this by removing the same "Workspace Member- Now Guest"  and the re-added them as the guest they are and they were able to receive notifications again. 

[uli]

Hello,

We are a french non-profit association (loi 1901) of actually 26 members/collaborators using trello as free version. I understand that we have to upgrade to Standard. What price are we to pay? 26 x$ 5 x 12 = $1560/year ? and less the discount of 75% for non-profit groups, so $390 /year??

And every time there will be a new member we have to add an extra $5/month (less the discount)?

[Andrijana Jokic]

We have a free account, since we are a small company, so this will do the job for us. We have three admins in Workspace, but can we add additional guests that will be active on multiple boards, or just one board? Or we must add them as collaborators which automatically makes them Admins?

[Maria Isabel Souza]

Tenho 10 colaboradores, 1 membro na area de trabalho e 9 convidados e nenhuma solicitação para entrar, vale o total de colaboradores  correto? 

[Casey Umhoefer]

Is there a way to export collaborators in a csv file for audit prior to the transition to a paid account?

We are trying to remove inactive users from a collection of workspaces and need to export them in order to do so.

[Victoria Camron]

We are trying to change workspace members to guests, but guests cannot create a card from a template or add attachments to a card. Yet, everything I look at says Guests have the same access as Workspace members. 

How can Guests have the permissions to create a card or add an attachment to a card? 

[Caity]

@Casey Umhoefer There isn't an export option for all collaborators. However, we will soon be adding an indicator of when a collaborator was last active to the members pages, so that might help with your audit.

[Caity]

@Andrijana Jokic Both Workspace members and guests count as collaborators, but only Workspace members are also admins. You can add a guest to multiple boards without making them members of the Workspace.