Use cases for Trello boards are a dime a dozen.


Even though Trello was designed to be a tool for project management and newbie users are usually introduced to Trello’s board idea with a list setup of “To Do”, “Doing”, “Done”, there is much, much more than you can do with a Trello board.

Whilst I like to create interesting workflows in Trello, like dashboards or sophisticated calendar applications like the Rolling Calendar or an automated Editorial Calendar, I use Trello for a number of other things that not always have workflows implemented.


For instance, I store a lot of information in Trello boards that I need quick access to. Hence I thought, in this article I am going to share a few Trello board use cases with you that help me in managing my business life.


These are the use cases that will hopefully inspire you to manage your own tasks and challenges:


  1. Digital Product Development Board (I use it for online courses, but writing an eBook or something else could follow a similar routine)
  2. Cool Tool Pool Board
  3. Web Design Inspiration Board
  4. Editorial Calendar with automations
  5. Online Course Content Tracker Board
Trello Board Use Cases Pin inspirITing

Trello Board Use Case 1: Digital Product Development Board

Trello board use cases digital product development board inspirITing

Have you ever planned on creating an online course? If so, you know how many details you need to keep an eye on.

Ideas for modules and lessons, to-do lists for creating and uploading videos, URL’s to collect, downloadables to create, and so on. There is just so much that could slip through the cracks!

Trello board use case digital product label inspirITing
With my Online Course Development Board I set up a template board that would allow me to store everything in a single board. But there’s more to it.

Back then, when I planned my product creation process, I also wanted it to be scalable. So, I set up a number of automations with Butler for Trello (which is now the Butler Power-Up) in the background that helped me with spotting instantly, which of my modules and lessons weren’t completed, yet.

I developed a sophisticated system of rules and checklists that added green labels automatically when the corresponding checklists were all checked. This way, getting interrupted in the process wasn’t any longer much of the problem, because I always knew when something wasn’t done, yet.


Want to see what the board is actually capable of doing? Check out my video tutorial where I am diving into the board setup.

Trello Board Use Case 2: Tool Pool Board

Trello board use cases tool pool board inspirITing

My Cool Tool Pool Board arose at the time when I started out with my business and website, and was constantly on the lookout for tools that would make running the business easier.

I remember I came across hundreds of articles that praised tools for this and that. So what was the easiest way to find my way through this jungle? A Trello board, of course!
Others prefer spreadsheets, I thought Trello to be the perfect tool for collecting these resources. I could make use of various Trello features, like labels, attachments, filters and Trello’s search function.

What I liked best, however, is that Trello cards and lists are quick to find and to update. This is the board I am using the longest and it helped me numerous times.

Trello Board Use Case 3: Web Design Inspiration Board

Trello board use cases web design inspiration board inspirITing

I am using the Divi theme* for almost all my websites.

Divi is an incredibly versatile theme that is constantly enhanced – and it makes upgrading my business website a breeze. On the official Divi blog there are hundreds of tutorials for creating new website elements. With so much material, I thought that a Trello board is a pretty good place to keep stock of those design elements I liked and that I would consider to re-create.

So, my Divi Resources Trello board saves me a lot of time to quickly pick the web design resource I need – either for rebuilding the design element or for plain inspiration.

For creating a card in Trello I use a super simple technique. In the browser, I simply drag & drop the article’s URL into a list and the new card along with the URL and a pre-created cover image is created automatically. That is one of my favorite Trello features. It’s quick and easy, the cover image always gives me an idea what the design element is about and I can easily rearrange the cards, for instance when I design a new page or update the website.

Trello Board Use Case 4: Editorial Calendar Board with Automations

Trello board use cases editorial calendar board with automations inspirITing

Editorial Calendar boards are probably the most promoted Trello board use cases on the web. I come across them fairly regular on Pinterest.

However … since I am so much into creating workflows in Trello, I developed a few workflows that would give my blog post creation process a bit more consistency and structure. I built myself an automated Editorial Calendar board, that got pre-created checklists added whenever a card was moved to another list. I also included an intelligent label and due date system.

To make the board work, I enabled the Calendar Power-Up for Trello, which let’s me switch the board into a calendar view.

Trello Board Use Case 5: Online Course Content Tracker Board

Trello board use cases online course content tracker board inspirITing

There are online courses where you can take the information in, apply it and off you go.
And there are other online courses, that are so very much packed with information that you are well-advised to organize it in a digestible and easily accessible way. Marie Forleo’s B-School was such a course for me.

I structured its modules in lists and added screenshots what each lesson was about as a card’s image. This helped me a lot with quickly scanning through the expected learnings of a lesson and select the video lecture I needed to hear again – with pinpoint accuracy.

It’s also been a time-saver for me that I added PDF materials and transcripts to each of the lessons. Though they are on my hard drive, accessing them on Trello is often times quicker. At the same time, it’s a backup option. Win-win.

What are your favorite use cases for Trello boards? Are you rather a fan of the classical approach (“To Do”, “Doing”, “Done”) and use automated processes to ease your workload, or what do you use Trello for? Please share your approaches with me in the comment section below!

* Disclaimer: This article contains affiliate links. This means, if you click on a link and purchase a product, I may earn a commission. If you would like to read more about my attitude to promoting products and my affiliate policy, please visit my affiliate policy site.

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