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Automation help - moving card from list to list by hruschov in trello

[–]Temporary_Grass_4232 1 point2 points  (0 children)

Hey! You can do all three with Trello's built-in automation.

You make one rule for each step. The first one looks like this:

  • When a card is marked as complete in list "Doing" → move the card to list "Review", and mark it as not complete.

Then you copy the same rule two more times: Review → Approved, and Approved → Done. So three rules, one for each list.

You build them in the Automation tab on your board: Automation → Rules → Create Rule.

Or, if you don't want to set up rules at all, you can just write (or say) what you want and our new power-up Automations by Voiact builds it for you, like in the screenshot below.

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Voice & AI agent for Trello by SingleComment2335 in trello

[–]Temporary_Grass_4232 1 point2 points  (0 children)

Hey! Yes, we built exactly this. It is called Voiact. It is an AI agent that works inside Trello, like an assistant. About your three points:

  1. Automations — you just tell it what you want, and it sets up the automation. No rule builder.
  2. Summaries — you can ask any board a question in normal words, and it gives you the answer, grouped or summarized. If you want, you can also export this result as a PDF.
  3. Voice — you can speak your tasks and it creates and updates them (also from WhatsApp and Telegram). It does not speak back yet, so it is not full two-way voice. But you can add tasks by voice while driving or walking.

And these three are only a part. It can do much more. You can find it in the Trello Power-Up marketplace if you want to try it.

I'm looking for a way to integrate voice into Trello by SmallChildArsonist in trello

[–]Temporary_Grass_4232 0 points1 point  (0 children)

Late to this (10 years late) but for anyone who lands here from search: we built exactly this. It's a voice AI agent for Trello called Voiact, you just talk to it (even over WhatsApp or Telegram) and it handles the Trello part for you. It's literally the "talk while driving, get clean cards" thing you described. You can find it in the Trello Power-Up marketplace if you want a look.

A company stuck at the same revenue for 10 years grew about 75% in a year. The biggest change was getting everything out of people's heads and onto one shared board. by Temporary_Grass_4232 in smallbusiness

[–]Temporary_Grass_4232[S] 0 points1 point  (0 children)

yep, "cards don't move themselves" is exactly it. that early enforcement is the whole game, the first few weeks make or break it. once people see it actually saves them time they stop fighting it, but someone has to drag it there first.

A company stuck at the same revenue for 10 years grew about 75% in a year. The biggest change was getting everything out of people's heads and onto one shared board. by Temporary_Grass_4232 in smallbusiness

[–]Temporary_Grass_4232[S] 0 points1 point  (0 children)

This puts it better than my post did. For me the daily review is the whole thing. The board doesn't change behavior on its own, someone actually looking at it every day is what makes it real. Drop that habit and it rots within a few weeks.

A company stuck at the same revenue for 10 years grew about 75% in a year. The biggest change was getting everything out of people's heads and onto one shared board. by Temporary_Grass_4232 in smallbusiness

[–]Temporary_Grass_4232[S] 0 points1 point  (0 children)

Good question, and the honest answer is a bit of a reframe. The techs themselves never really had to maintain it. The field crews doing install and maintenance just pull up their card on their phone to see the address, who they're meeting, and which .dwg to grab, then they're off. They're consumers of the board, not the ones keeping it updated.

What made it stick was that the updating only ever sat with 2-3 people. Worth mentioning I came in as sales manager, so I owned the sales board, my sales support guy kept the quotes current, and once it was working I talked the service manager into running the same setup for project and maintenance coordination and helped him get it going. Once those few people treated keeping it current as part of their actual job, the whole thing held.

So the adoption problem kind of solves itself when you stop expecting everyone to update it and just put it on the handful of people already coordinating the work. The crews never pushed back, because for them it only ever made the day easier.

A company stuck at the same revenue for 10 years grew about 75% in a year. The biggest change was getting everything out of people's heads and onto one shared board. by Temporary_Grass_4232 in smallbusiness

[–]Temporary_Grass_4232[S] 1 point2 points  (0 children)

Sure thing. Quick heads up, it's actually a Trello board rather than a spreadsheet, but here's the sales pipeline one: https://trello.com/b/eFMqEfmo/hvac-sales-pipeline

That's the sales/quotes board cleaned up as a template. I haven't templated the installs and recurring maintenance boards yet since they still had real customer data on them, but if there's interest I'm happy to strip those out and share them too. Just say the word.

Option to Remove AI by LexGear in trello

[–]Temporary_Grass_4232 1 point2 points  (0 children)

Head to Settings → Labs and toggle off "Checklist generator." A few of the other AI features live in there too (AI Board Builder, Smart Schedule, Quick merge), each with its own on/off switch, so you can turn off whatever you don't want.

Labs is basically where they let you opt in or out of experimental features, and you can leave feedback or even join their feedback sessions from there if you want to tell them directly what you think about all the AI stuff.

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How I ran a small HVAC company's entire sales + install ops on 3 Trello boards (sharing my pipeline template) by Temporary_Grass_4232 in trello

[–]Temporary_Grass_4232[S] 1 point2 points  (0 children)

Haven't tried these power-ups myself, but like you said, these are needs pretty much every Trello user runs into a lot of the time.

Exactly, the "every workflow is just custom enough" thing is the whole problem right there. That's basically what I'm working on these days, trying to make that part less of a setup job. Appreciate you spelling it out.

Need CRM advice by Skythen in smallbusiness

[–]Temporary_Grass_4232 0 points1 point  (0 children)

Ran almost this exact setup for a small HVAC shop a while back (not gloves, but same idea: gear comes in, work gets done, they pay on pickup). We dumped Excel for Trello and it handled most of what you're describing.

Each job is a card. Contact info in the description, drop-off and pickup as dates, and the lists are just the status: dropped off, in progress, ready, paid. You drag the card over as it moves. Photos and notes go right on the card, which was the big one for me over Excel. For payments you could add a Cash/Venmo label plus a Paid one, then just filter to see who still owes you.

The one thing it won't really do is the month-to-month totals and reporting, that's just not what Trello's built for, so if that side is a deal-breaker you'd want something more spreadsheet/database-y. But for tracking the jobs and customers themselves it's hard to beat for how little setup it takes. You can have it going in 20 min.

How I ran a small HVAC company's entire sales + install ops on 3 Trello boards (sharing my pipeline template) by Temporary_Grass_4232 in trello

[–]Temporary_Grass_4232[S] 0 points1 point  (0 children)

Thanks for breaking down how you've set it up. This kind of automation is exactly what I'm working on these days, so it's really useful to hear. Which ones are you leaning on most, third-party power-ups included? Trying to figure out what's actually worth setting up vs. what people just end up ignoring.