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Using Multiple workspaces to minimize billing

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March 8, 2024

 I work in a smallish company - around 50 people made up of several different teams, almost all of them using Trello. Each team performs their own tasks, but their work often overlaps, so different teams need to see and update other teams Trello boards.
We have been using free Trello for about 5 years.

Understand that Trello need to charge for an excellent resource, but we also need to keep our costs low.

I have proposed this solution - We create an number of different workspaces, each with one trello board. We would then pay for key users on each board/workspace, they would then invite the rest of the company as guests to each board. 
So each board and workspace would have 2/3 billed users - we have around 6 key trello boards, so around 15-20 paid users, with another 50 working on boards as guests.

My question is -what is the best way to set this up? Atlassian doesn't seem to offer this (for obvious reasons) - 
Is it better to create 15 -20 single users and have them create the workspaces and boards.. then invite the rest as guests.


2 answers

1 vote
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March 8, 2024


Based on what you have written it would appear to me that you understand the criteria for subscription. If you create separate workspaces, you will probably need a super-user to enable you to at least ‘share’ across workspaces. Single board guest do not need a subscription so if can design around this idea it will help minimise cost without having create separate workspaces. Engaging them to work effectively on a single board will to be handled.

i don’t there is a rule of thumb for what you require. It is more about design the boards.  

0 votes
Dreamsuite Mike
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March 9, 2024

Hi @jonty 

I always recommend where possible a single workspace and I think in your case, you would be better off to pay for a single standard workspace and structure it the workspace in a way to maximise single board guests.

It looks like you have a grasp of how Trello bills but here is an article that can provide support: 

Also, we are going to be releasing content in the coming weeks which may help you get the most of Trello without breaking the bank...Keep your 👀 peeled 😊

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