Trello is a visual task management tool that helps organise, prioritise and create shared perspectives on tasks.
A board is a product, project, resource, or organizational structure that is under continuous development, though a board can represent anything and have a variety of uses. Boards have a collection of lists, and lists contain cards.
💡 How to achieve better visibility on project tasks and progress
Lists keep cards organised in their various stages of progress. Use them to create a workflow where cards are moved from start to finish, or as a place to keep track of ideas and information.
💡 How to easily organise and prioritise your tasks using lists
Create lists for your project board by stages of progress and move cards as they progress.
1) To Do 2) Doing (Low priority) 3) Doing (High priority) 4) Done
Cards are used to represent tasks and ideas, whether it’s something that needs to get done, or something that needs to be remembered.
💡 Reduce your email by communicating through cards
Menu is used to manage members, control settings, filter cards, and enable Power-Ups and more.
💡 How to achieve seamless collaboration and reduce window switching
Use Power-Ups to integrate other applications into your team board and enable quick access.
Using for work tracking and information sharing with team members who are dispersed across various locations / campuses.
Creating a roadmap of work for my teams so we know who is working on what projects, and making sure that we have a central place to capture ideas for future improvement projects in our portfolio.
Project Board kanban for team. Managing smaller tasks / projects on cards within main team board; larger projects get own board which is linked into its card on the main board.
Go to trello.com, click "Sign Up" to create a new account using your Flinders University email address.
If Trello is new to you or you team, create a board for your team.
If you’ve received an email invite to join Trello from a workmate, follow the steps in the email.
Add a list to a board by clicking the "Add a list..." button next to the rightmost list on the board. You can also add a list by double-clicking any open space on the board.
Invite members to your board so that they can be assigned to tasks and collaborate on your board. Click "Invite" in the board’s menu and select members of your team to add to your board.
If you are a team lead or project manager, and going to create a board for your team, you are a Team admin. Team admins manage tasks, members and permissions.
Please download and read the Team admin guidance below.
When you search for user names in the invite field, you’re searching all Trello users worldwide, and it’s easy to accidentally add someone with the same name who isn’t from Flinders. Use Flinders email addresses to search users.
If you want to share documents via a Trello card, use a share link to the document. This makes it more secure as a user who clicks the link will need a Flinders login to access it.
The Flinders University Trello licensing is based on a Business Class (Enterprise) license per team - the hybrid licensing model. This means that staff would have their team lead/manager request a Business Class (Enterprise) license; all the other team members become collaborators to the board(s) with free licenses attached to the paid license board. The license is granted based on the @flinders.edu.au email address and should therefore be used for business purposes. It will allow for non-business class staff to be added as collaborators (by invitation, only) who will inherit the Business Class license benefits
Applying for a Business Class (Enterprise) license is done via signing up for a free Trello account, using the @flinders.edu.au email account. Once the free account is active an Assyst request for a Business Class license can be submitted, which requires supervisor/manager approval. After approval and conversion to a Business Class account the new Business Class user can convert their boards to Enterprise. The IAM team is responsible for converting staff across to Single Sign On (use Okta to access Trello).
The license is granted based on the @flinders.edu.au email address and should therefore be used for business purposes. It will allow for non-business class staff to be added as collaborators (by invitation, only) who will inherit the Business Class license benefits.
Unused licenses can be returned, e.g. when leaving Flinders University or when Trello is not being used, anymore.
Benefits of a Business Class (Enterprise) license includes:
By enabling and using the Trello add-in for Outlook, you can create cards with descriptions and due dates, without ever leaving Outlook.
Staff can capture a range of information on Trello cards, from personal to do actions, team notes, tasks and information decisions.
However, there is certain information that should not be captured or stored on Trello.
The visibility of your boards can be adjusted in the board settings to allow or prevent others from seeing your board.
If staff wish to use Trello for work purposes, a Flinders University email address with a @flinders.edu.au domain must be used rather than a personal email address. Using only @flinders.edu.au emails address provides us with some necessary security controls. Additionally, when Business Class account licences are available, existing accounts with @flinders.edu.au domain names will be migrated automatically with minimal disruption. This will not be possible with personal email addresses.
If you are an existing Trello user with an account using a personal email address, you are strongly advised to create an additional account with your @flinders.edu.au email address.
As long as staff are adhering to the best practice and security guidance published in Trello Team Admin Guidance, there is no requirement to do anything. Look out for further guidance and information on the licenced Business Class version which will be published soon.
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