Is is possible to use Trello like a ticket system with a form?

[Stella Arenillas]

Is there a way of setting up Trello so that is has a form that creates cards/tickets that are added to the board without needing the use of another software?

So for example in Asana you can create a form that can filled out by employees and this generates a card on a board. I'm wondering if Trello can do the same.

The purpose of this is to create an HR request system. 

Thanks! :) 

[Nikola Perisic · Accepted solution]

Welcome to the community @Stella Arenillas 

Natively, Trello, doesn't support this, but there is an app called Forms by Blue Cat that can be downloaded from the Power Ups in Trello. Here is some insight:

Forms by Blue Cat lets you create forms which will create Cards on your Trello boards. You have full control over sending data straight to any fields in Trello, including your custom fields and attachments.

Features

1. Custom field support Add any of your custom fields to your forms, we populate the custom fields when we create your Cards
2. Attachments Add attachment/document upload to your forms, we will add anything uploaded to the attachements section of the created Card in Trello.
3. Email notifications Get an email notification of any new forms completed
4. Standard card fields Add any of the standard card fields (ie Due dates, Labels etc.) to your forms. Including long text fields which can populate the Card description
5. Select list You can select the list we create your Cards in.
6. Conditional Logic You can set fields in your Forms to show/hide based on otehr selections on your Forms. No need for giant forms and make sure you get the information you need.
7. Automation support Because all of the data we create is populated into the standard or Custom Trello Card fields all of Trello's automations are available to you. See how to use automations with forms here
8. Export all your form data Again, because all of the data from your forms is simply stored in Trello you can export your Trello forms data easily to CSV/Excel at any time. See how to export your Foms data for more details.
9. Create reports from your forms Our recommended approach is to use Blue Cat Reports to generate reports from your Trello forms data

[Stella Arenillas]

That's super helpful. Thanks so much!

[Maria · Accepted solution]

Hi @Stella Arenillas 

Yes, Trello can indeed handle a similar functionality directly within its platform using the "Trello Forms" power-up. This power-up allows you to create custom forms that, when filled out, generate cards on your Trello boards. Here’s how you can set it up to create an HR request system:

1. Activate the Power-Up: First, go to the menu on your Trello board, click on "Power-Ups," search for "Trello Forms" and add it to your board.

2. Create a Form: Once the power-up is enabled, you can create a new form. Define the fields you want in the form based on the information you require for HR requests. For example, you might include fields for the type of request, details of the request, employee ID, department, priority level, etc.

3. Customize Card Creation: Configure the form to determine how the information submitted translates into a card. You can specify which list the new cards should be added to and how the information fills the card (like the card title, description, labels, members, etc.).

4. Share the Form: Once your form is ready, you'll get a unique URL for it. You can share this URL with your employees or embed the form on your internal HR portal, allowing employees to fill out the form as needed.

5. Manage Submissions: Submissions through the form will automatically create cards in the designated list on your Trello board. Your HR team can then process these cards as they come in, moving them through different stages of your workflow or adding more details as needed.

One more useful power-up for this use case is Planyway. Incorporating Planyway into your Trello setup for managing HR requests can further enhance your workflow by providing robust scheduling, time management, and resource allocation capabilities. Here’s how you can use Planyway in this HR request system scenario:

1. Timeline and Calendar Views: Planyway offers timeline and calendar views that can be invaluable for visualizing and scheduling HR-related tasks. After HR requests are submitted as Trello cards via your form, you can drag these cards onto the Planyway calendar or timeline. This helps in assigning specific dates to each request, such as deadlines for task completion or scheduled meetings related to the requests.

2. Team Scheduling: Use Planyway to allocate these HR requests to different team members based on their availability and workload. Planyway allows you to see at a glance who is busy and who has spare capacity, enabling efficient distribution of tasks.

3. Setting Up Reminders and Due Dates: For tasks that require follow-ups or have critical deadlines (like processing leaves, benefits enrollment, etc.), you can set up automatic reminders and due dates directly within Planyway. This ensures no task is overlooked and everything is completed on time.

4. Visualizing Dependencies: Some HR requests may depend on the completion of previous tasks (e.g., an onboarding process might involve multiple steps). With Planyway, you can set up dependencies between cards, which helps in tracking the progress of interconnected tasks and ensures that each step is completed in the right order.

5. Resource Management: If certain HR requests require specific resources (like meeting rooms or equipment), Planyway allows you to manage and assign these resources directly within your Trello board. This ensures that resources are not double-booked and are optimally utilized.

6. Reporting and Analytics: Planyway provides features for tracking the time spent on tasks and generating reports. This can be particularly useful for analyzing the efficiency of your HR processes, identifying bottlenecks, and improving response times to HR requests.

7. Integration with Other Tools: If your HR team uses other tools for communications or data management, Planyway’s integration capabilities can be leveraged to sync data across platforms, enhancing coordination and data flow between different systems.

[Stella Arenillas]

Thank you very much for your help!

[Çiğdem Büyükaşik · Accepted solution]

Hello @Stella Arenillas,

Cigdem from Hipporello here. We have built our Service Desk for Trello to help you turn your Trello board into a ticketing system. We have many users using it an HR help desk as well. 

- With our drag and drop form builder, you can build forms that create Trello cards. You can keep your forms on your user portal by Hipporello or you can embed them onto your website. (It's also possible to create cards through emails i.e. hr@yourcompany. com) 

- The tool also offers automations, communication from inside Trello cards and more. 

You can book a demo through our website or watch the video below for an overview. 

https://www.youtube.com/watch?v=FztEoM8UBHI

Hope that helps,  

[Stella Arenillas]

That's great, thank you! 

[Jeremy Cooley]

Hi @Stella Arenillas 

First of all, glad you got an answer here regarding Trello for HR use cases. 

We recently created an HR Professionals community group that I also wanted to put on your radar. It's just getting started so there isn't a ton of activity yet, but we're hoping to make it a place where customers, community leaders, and product managers can talk about how they are using (or wish they could be using) Atlassian Products for HR applications. If that sounds interesting, check it out & join! See you in the group! Thanks! 

Jeremy 

cc: @Maria @Çiğdem Büyükaşik @Nikola Perisic