Can I Create a Dynamic Daily, Weekly, Monthly Planner Board with Automation Rules

[Galen Ash]

HELLO TRELLO COMMUNITY

I am apologizing in advance for the long email.

I would certainly appreciate anyone's help in determining if TRELLO Automations, Rules and Powerups can help me achieve what I have described below.

I'm a 55 year old airline pilot in Canada and have been using an Android event, task and Todo calendar planner for the past 20 years.
I use it specifically for my flying schedule, wife's working days, Appointments, errands, Chores at home, and other Todos etc…

It's a great Daily, Weekly, Monthly Events & ToDo Tasks Planner. I usually use the Agenda View (List View, Top to bottom). I even have a setting enabled to 'Show Empty Date' fields.

It's pretty simple layout. See Example below:

Today, Thursday April 13

Tomorrow, Friday April 14

Saturday, April 15

Sunday, April 16

Monday, April 17

These days/dates continue down as I scroll down the page.

I simple enter in my Timed Events, Tasks, ToDos as an Event or Task within whatever day/date I want to accomplish it. I also recurr events & tasks as required.

***I have been searching, reviewing, and watching many many YouTube Videos for over 75 hours. I've looked at probably over 40 different calendar, ToDo, planner apps like Todoist, TickTick, Asana. Trello, Sunsama, Clickup and many more.

2. ***I would like to try a different Application the is All Platform based (Android, Windows, iOS etc) and see if I can improve my Productivity and Efficiency by using an application like TRELLO that I can integrate some Rules and Automation, and update the way I organize my everyday life.

3. I ‘think’ I have narrowed my choices to include TRELLO, CLICKUP & ASANA.

4. ***I've watched several TRELLO videos showing the Automation processes for various tasks, and think that Trello might be able to do what I think I might like it to do, but I'm not sure if it can.

5. From all my research, my understanding is that TRELLO is probably the easiest platform to work with, while Asana, would be a bit more challenging, then Clickup being the most difficult platform to learn and setup. I need to remember that I will be using it only as a single user for myself and possibly my wife.

Questions

What I think I would like to be able to do in the Board View, is have a Board for each Month of the year, and within each month Board, name the first list Overdue, then moving to the right on the board, naming each Day and Date for the 31 days of the month.

1a. I would like these Lists to represent in real time, the actual Day of the calendar, so when I create a task with a Due Date (and possibly time as well), the Task will populate in the correct List (that's assuming I did not create the task inside of the specific list), or I can create the task within the correct list with the correct Due Date for the specific list.

1c. I'm not sure if what I'm trying to create is a Dynamic, Real Time Daily, Weekly, Monthly Personal Planner that is not just a Static setup, where I have to constantly move Tasks to the correct date.

1d. When I turn on my Windows 11 Laptop each morning, I'd like to be able to see perhaps the Overdue and Today, Tomorrow and the rest of the week View, and on my Samsung S22 Ultra phone, I think I would like to be able to set ‘Today, Mon. Apr 1’ list as the default list that I first see (as the screen is only a 6.8 inch diagonal screen).

Example:

Overdue  Today, Mon Apr 1   Tomorrow, Tue Apr 2   Wed Apr 3   Thur Apr 4

Note: I am trying to decide if TRELLO, CLICKUP, or ASANA can allow me to Set up a Personal Daily, Weekly, Monthly Personal) Planner like I described.

As far as I know right now, I can automate CLICKUP and ASANA like this, and from the several TRELLO videos, it looks like I might be able to do it in TRELLO as well.

I believe in CLICKUP, I can even Create Groups of Lists by certain Sort Priority criteria, then withing each group, I can set multiple Sort Priority criteria at the same time, one after another to really organize my tasks exactly how I want them showing up on my Board.

Question: Based on everything I have described, do you believe I can set up a really nice Daily, Weekly, Monthly Personal Planner In TRELLO???

I thought that if TRELLO can do this, then Trello might be the better option, as it might be just a little easier to setup and learn.

Thanks A Million Folks

Galen

Canada

[Beverley]

Hi Galen,

It sounds like you’ve done quite a bit of research so far! I can’t speak for the other applications, but I believe Trello would be a great option to have as your personal planner!

When you add due dates to cards, you can manually sort a list by due date, or you could create automations to sort cards by due date, or move cards to another list when it is overdue or completed. Due dates on a card are also color coded based on when the card is due.

You can take advantage of the Calendar view available in the Premium Workspace, and the Calendar Power-Up in the free Workspace. These show a visual overview of the cards with due dates on your board, so you’ll be able to see what you have planned for the day, in a given week or month - both are available on the web browser/desktop app, and mobile app. The mobile app also has a ‘My Cards’ tab where you can view your cards sorted by due date - past due, due later, and no due date.

Additionally, sometimes one of the best ways to get started with Trello is to see how other people are using it to gain perspective on their own projects. Check out our Templates page and our Trello Playbooks here.

I hope that sheds some insight on what’s possible with Trello :)

[Galen Ash]

Hello Beverley

Thanks very much for all of your thoughts and suggestions. In really appreciate it.

Clarification Questions

1. So far, I'm on the Free plan, and have enabled the Calendar PowerUp. It shows the full month view only.  Is it supposed to also show the Week View?

1a. If I upgrade to the Standard $5.00 plan, will I be getting additional Calendar Views? Example: Month, Week, 4 Day & Day View?

1b. In the Standard $5.00 plan, will I be using the same Calendar PowerUp as I'm now using in the Free Plan, or is it a different calendar?

2. I looked all over and can Not see where I can Group Board LISTS by Due Date. I know if I click on a Card on each List, that I can Sort the Cards by Due Date, but I cannot see where I can Sort the Actual Board LISTS by Due Date.

Would you be able to clarify this for me Beverley?

3. Because I am using Trello as a Personal Daily Weekly Monthly planner, and everything is based on Due Dates, then it was suggested that it might be a good idea to create a Board with List Names that represent the Day and Date for the whole month.

Ex. Today, Apr. 1   Tomorrow, Apr 2   Wed. Apr 3   Thur. Apr 4

3a. What I don't understand is how I can Group these LIST names by Due Date (which are really just the days of the month).

3b. My understanding is that if I cannot Group each LIST by Due Date, then these List Names remain Static, but I could be completely wrong.

4. If I do name each LIST as the 1st of the month until the 31st of the month, what are a few Automation Rules that you think I would need, so I don't need to be moving cards all around the boards into different Lists?

Basically, all I want is for tasks with Due Dates that are approaching from perhaps 3 days away, that they move into the Tomorrow and Today List automatically.

4a. What are a few ways I can write out an Automation to make the Board View of my Daily Weekly Monthly planner become more real time as days move through the month?

5. If I want to set the 'Today' List always open up on my Android Phone as default, how should I automate that?

On my Windows laptop, I'd probably just like to open Trello up in Month view or Week view to start with.

Thanks Again Beverley Galen

[Beverley]

Hi Galen,

The Calendar Power-Up is available on all Workspaces. There should be a Week and Month view that you can toggle between in the Calendar Power-Up.

The Standard Workspace doesn’t have additional calendar views, however the Premium Workspace has more views available, such as the Calendar view and Timeline view available. The Calendar view in the Premium Workspace includes the ability to view by day, week, and month. These views group cards by date, and not by lists. We do have a free 14-day trial of Premium which you are welcome to try.

Here are a few automation examples that may be helpful based on your questions:

• Regarding grouping board lists by due date, you could create an Automation Board Button to "arrange the lists on this board by title"
• If you want to view today’s list on your mobile app everyday, you could create the rule: "everyday move list {date} to the top of the board." There are a number of automation date variables available.
• You could create a Due Date rule: "When a card is due in 3 days, move it to a specific list."
  
  

I would encourage you to explore the productivity Trello templates that the Trello community have created. This may give you more inspiration and insight on ways to set up a planner board.

[Galen Ash]

Hello Beverley

Thank you for the great information and suggestions. I will check out and try out a few of the ideas you have given me.

I certainly appreciate your thoughts and help on this.

Galen