Automate Gmail + Trello with GAIA
Convert emails into Trello cards and keep your boards updated from your inbox
Email is where work requests arrive; Trello is where work gets organized and tracked. But bridging the two requires constant manual effort — reading emails, deciding which board and list they belong in, creating cards, copying over the relevant details, and then returning to Gmail to reply. For teams managing high email volumes, this becomes a significant time drain that takes attention away from actual work.
GAIA connects Gmail and Trello so that email content flows directly into your boards. Incoming emails that represent tasks, requests, or deliverables can be automatically converted into Trello cards with the right metadata, assigned to the correct list, and linked back to the original email thread. When card statuses change in Trello, GAIA can notify the relevant people via email so external stakeholders stay informed without needing Trello access.
This integration is ideal for client-facing teams, project managers, and operations teams who live in both email and Trello and want to eliminate the manual handoff between the two.
5 things you can automate
Everything GAIA can do when Gmail and Trello are connected.
Create Trello cards from client request emails
When a client emails a new request, GAIA creates a Trello card in the appropriate board and list, pre-populated with the request details, due date if mentioned, and a link back to the original email thread so your team has full context when they pick up the card.
Move cards based on email replies
When you or a teammate sends an email update on a project, GAIA can move the corresponding Trello card to the next list — for example, from 'In Progress' to 'Awaiting Client Feedback' — so your board reflects the actual state of work without manual updates.
Email notifications when cards are completed
When a Trello card is moved to 'Done', GAIA composes and sends a completion notification email to the relevant stakeholder, summarizing what was done and any next steps, keeping clients informed without requiring manual follow-up emails.
Daily board digest to email
GAIA sends a morning email digest summarizing the state of your Trello boards — cards due today, overdue items, and recently completed tasks — so you start the day with a clear picture of priorities without opening Trello.
Attachment forwarding from email to cards
Files and documents sent as email attachments are automatically attached to the corresponding Trello card so your team has everything they need in one place without hunting through email threads for assets.
How to set it up
Connect Gmail and Trello to GAIA in three steps.
- 1
Connect Gmail and Trello to GAIA
Authenticate your Gmail account and Trello workspace in GAIA's integration settings. GAIA will ask which boards it should have access to so you control the scope of the integration.
- 2
Set up your card creation rules
Tell GAIA which types of emails should become Trello cards, which board and list they should land in, how to set labels and due dates, and who to assign cards to. Rules can be based on sender, Gmail labels, keywords, or AI classification.
- 3
GAIA manages the email-to-board pipeline automatically
GAIA monitors your Gmail and Trello boards continuously, creating cards from qualifying emails and sending notifications for board events according to your rules — no manual copying required.
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