Automate Trello + Zoom with GAIA
Schedule Trello sprint calls and post Zoom meeting summaries back to cards
Trello sprint boards drive the rhythm of project work, but much of that work is coordinated in Zoom meetings — sprint planning calls, card review sessions, retrospectives. Without automation, teams manually schedule meetings that should be triggered by board events, and the action items discussed on those calls never find their way back into Trello cards without someone taking detailed notes and manually creating cards afterward.
GAIA connects Trello and Zoom so meetings are scheduled automatically at the right board stage and meeting outcomes flow back into the board immediately after each call. When a Trello sprint list is fully populated and ready to start, GAIA schedules the sprint kickoff call. When the call ends, GAIA posts the meeting summary to the board and creates Trello cards from action items extracted from the transcript.
This integration is built for agile teams, project managers, and any group that runs structured board reviews on Zoom and needs meeting outcomes to live inside Trello where the actual work is tracked.
5 things you can automate
Everything GAIA can do when Trello and Zoom are connected.
Schedule sprint kickoff calls from board stage changes
When a Trello board moves to a new sprint stage or a sprint list is populated, GAIA schedules a Zoom kickoff call with the team, sends calendar invites, and attaches the meeting link to the Trello board.
Post Zoom meeting summaries to Trello cards
After a Zoom call associated with a Trello board, GAIA generates a meeting summary from the transcript and posts it as a comment on the relevant card, creating a permanent discussion record.
Create Trello cards from Zoom action items
GAIA analyzes Zoom call transcripts for action items and creates corresponding Trello cards in the appropriate list, with the action item as the card title and the responsible person as the assignee.
Sprint retrospective scheduling
When all cards in a Trello sprint list are completed, GAIA schedules a retrospective Zoom call with the team and attaches a retrospective summary template to the Trello board for preparation.
Card review sessions for blocked items
When multiple Trello cards are flagged as blocked, GAIA schedules a Zoom unblocking session with the relevant card owners and posts a pre-meeting agenda to the board with all blocked cards listed.
How to set it up
Connect Trello and Zoom to GAIA in three steps.
- 1
Connect Trello and Zoom to GAIA
Authorize GAIA to access your Trello boards and Zoom account. Link your calendar so GAIA can schedule meetings that fit the team's availability.
- 2
Configure board events that trigger meetings
Define which Trello board states or list events should trigger Zoom meetings, who should be invited, and when the meeting should be scheduled relative to the board event.
- 3
GAIA schedules calls and captures outcomes
GAIA monitors Trello for trigger events, schedules Zoom meetings, and after each call posts summaries and action item cards back to the board automatically.
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