Automate Todoist + Trello with GAIA
Sync personal Todoist tasks to team Trello boards without manual copying
Trello's visual Kanban boards are a team staple for tracking shared work, but many individuals prefer Todoist's list-based interface for their own task management. The problem is that work captured privately in Todoist rarely makes it onto the team Trello board in a timely way, creating gaps between what you've committed to and what your team can see.
GAIA connects the two so that tasks flow between them automatically. When a Todoist task is ready to share with the team, GAIA can create a Trello card in the right board and list, complete with description, due date, and labels. When a Trello card is assigned to you, GAIA can pull it into your Todoist inbox for personal tracking. Completions and archive actions propagate both ways so neither board falls out of date.
This integration suits small teams who use Trello as their shared project view but allow individuals to use their preferred personal tools, and freelancers who manage their own work in Todoist but share progress with clients on a Trello board.
5 things you can automate
Everything GAIA can do when Todoist and Trello are connected.
Publish Todoist tasks as Trello cards
When a task in Todoist is ready for team visibility, GAIA creates a corresponding Trello card on the designated board and list, carrying across the title, description, due date, and any relevant labels.
Pull assigned Trello cards into Todoist
GAIA watches for Trello cards assigned to you and adds them to your Todoist inbox with due dates and priority so your daily review stays centralized in your preferred tool.
Keep completion status synchronized
Checking off a Todoist task archives the linked Trello card, and moving a Trello card to Done marks the Todoist task complete, so both views stay accurate without manual housekeeping.
Client project board updates
Freelancers can capture work in Todoist during the day and let GAIA push completed items to a client-facing Trello board each evening, giving clients visibility without requiring a change in personal workflow.
Meeting action items to Trello
Action items captured in Todoist during a meeting are automatically distributed to the right Trello boards and assigned to the right team members, turning meeting notes into trackable Kanban cards.
How to set it up
Connect Todoist and Trello to GAIA in three steps.
- 1
Connect Todoist and Trello to GAIA
Authenticate Todoist and Trello in GAIA's integration settings using OAuth. GAIA only requests access to the boards and projects you specify, keeping unrelated data private.
- 2
Map Todoist projects to Trello boards and lists
Tell GAIA which Todoist projects should sync to which Trello boards, and which Trello list newly promoted tasks should land in. You can define different mappings for different teams or clients.
- 3
GAIA handles card creation and status sync automatically
GAIA monitors both platforms continuously, creating and updating cards and tasks as changes occur. You can also trigger one-off syncs or ask GAIA to report on items that exist in one tool but not the other.
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