Migrate from ActionPlanner to Trello

Each ActionPlanner Roadmap maps to a Trello Board. The Roadmap title becomes the Board name; the Roadmap description becomes the Board description. If the source customer has multiple roadmaps on a TEAM-tier account (limited to 1 roadmap), we coordinate with the customer to confirm which Roadmap maps to the target Board and whether additional Boards need to be created for multi-roadmap consolidations. Trello boards use a workspace hierarchy on Standard+ plans; on Free tier boards are personal or team-level without nested workspaces.

ActionPlanner Objectives are top-level strategic containers. Trello has no native Objective object. We store Objective metadata (title, description, owner, date range) in the Board description field using a structured format. For customers with multiple Objectives per Roadmap, we create a top-level List named 'Objectives' with each Objective represented as a special card (grey label) that links to its child Initiatives. The parent-objective reference is stored in a custom Card field if the customer licenses Standard+ for Custom Fields.

ActionPlanner Initiatives map directly to Trello Lists within a Board. Initiative title becomes the List name; Initiative description, owner, and deadline migrate to a sticky card pinned at the top of the List or stored as List description metadata. We preserve the parent-initiative linkage by including the Initiative's parent Objective name in the List header or as a card label. If an Initiative has no child Milestones or Actions, we create a placeholder card to retain the Initiative record in the migration payload.

ActionPlanner Milestones are time-bound checkpoints within an Initiative. Trello has no native Milestone object. We represent each Milestone as a Trello Card with the Milestone title, a due date set to the Milestone deadline, and a special 'Milestone' label (color-coded). The parent-Milestone reference links the card to its Initiative (List). Milestone status (on track, at risk, overdue) migrates as a card label category. We flag any Milestones that have no child Actions as orphaned records requiring customer confirmation on retention strategy.

ActionPlanner Actions are the atomic execution units and map directly to Trello Cards. We migrate Action title as Card name, description as Card description, status as Card list position (To Do, In Progress, Done) or as a custom field if the customer uses Standard+, due date as Card due date, and assignee as Card member. The parent-Milestone linkage is preserved via a custom field or card label. If ActionPlanner exports include priority or effort fields, we map them to Card labels or custom fields.

ActionPlanner KPIs are numeric or percentage-based performance indicators attached to Objectives. Trello has no native KPI or numeric tracking object. On Standard+ plans we create custom fields of type Number on each Card to store KPI values. On Free or Standard plans we include KPI metadata (KPI name, target, current value) in the Card description in a structured format. We flag KPI migration as a candidate for Power-Up adoption (such as Screenful for reporting or Corrello for dashboard visualization) and note this in the migration deliverables.

ActionPlanner assigns owners to Objectives, Initiatives, Milestones, and Actions. We extract all owner email addresses and names from the export. We resolve each owner by email match against the target Trello workspace members. Owners without a matching Trello member go to a reconciliation queue for the customer's admin to provision before migration resumes. Role and permission hierarchies from ActionPlanner are flat in the export and cannot be migrated to Trello; we document the original role assignments for the customer's admin to reconfigure in Trello workspace settings.

On Trello Standard+ plans, multiple Boards can be organized under a Workspace for team-level governance. If the source ActionPlanner account has multiple roadmaps, we recommend a Workspace per roadmap on the destination to preserve organizational grouping. On Free tier, workspaces are implicit (single team) and Board naming conventions carry the roadmap context. We confirm the target Trello plan tier during scoping to determine whether Workspace grouping applies.

ActionPlanner milestone and action status labels (e.g., On Track, At Risk, Blocked, Complete) map to Trello Card Labels. We create Label definitions in the destination Board before migration and map the source label names and color codes to equivalent Trello labels. If the ActionPlanner export includes custom labels beyond status categories, we map them to additional Trello labels or include them as Label text in the Card description.

ActionPlanner supports collaborative decision logging and discussion threads around plans and actions. If the ActionPlanner export includes comment or decision-log data with author, timestamp, and content, we migrate each as a Trello Card Comment on the corresponding Card. We include the original author name and timestamp in the comment body. If the export does not include comment data (which is common given the no-API constraint), we document the gap in the migration deliverables and recommend the customer manually export any critical decision history from ActionPlanner's UI before account closure.

ActionPlanner Actions may have file attachments. We extract attachment URLs and file names from the export and include them as Card attachment references in Trello. We note that Trello supports attachments from Google Drive, Dropbox, OneDrive, Box, and direct uploads, but does not host files natively; the attachment reference links to the source location. If the ActionPlanner export stores files in a vendor-managed storage location, we flag this as a dependency requiring customer access confirmation before migration.

ActionPlanner Actions may have sub-checklist items. Trello Cards support multiple checklists per card with unlimited items, which is more flexible than the single-checklist limitation in Microsoft Planner. We map each ActionPlanner checklist to a Trello Card Checklist, preserving item text, completion status, and ordering. Checklist items exceeding 100 characters are truncated with a note in the migration log.