Migrate from actiTIME to Trello

actiTIME Customers are the top-level organizational unit and contain Projects. Each Customer maps to either a separate Trello Workspace (recommended when Customers represent distinct business units with separate member rosters) or to a top-level Board within a shared Workspace (recommended when Customers represent clients within a single team). The choice is a scoping decision made with the customer before migration. Workspace-level member permissions and board visibility settings are configured in Trello after object import. Archived Customers in actiTIME map to archived Boards in Trello.

actiTIME Projects belong to a Customer and contain Tasks. Each Project maps to a Trello Board within the target Workspace or Workspaces defined by the Customer mapping. Project properties (estimatedTime, deadline, status) transfer to Board descriptions and Power-Up fields where available. The actiTIME customerId reference resolves to the target Workspace or Board at migration time via the parent lookup chain.

actiTIME Tasks are the leaf nodes of the hierarchy, assigned to a Project. Each Task maps to a Trello Card within the target Board. Task name becomes Card title, description maps to Card description, deadline becomes a Card due date Custom Field, and status maps to the Card's List position or a Custom Field if the actiTIME instance uses custom taskWorkflow stages. We preserve the projectId lookup so the correct Board assignment is resolved at migration time.

actiTIME time-track entries are the migration's most consequential object because Trello has no native time-tracking record type. Each time-track entry maps to a set of Custom Fields on the corresponding Card: date worked, hours logged, billable flag (boolean Custom Field), type of work (label or Custom Field), and any comment text. This preserves the full temporal and financial context of logged hours against the right Card. Note that Trello Standard limits Custom Fields to a subset of types per board, so we select the most critical fields first during scoping. Custom Fields are created via the Custom Fields Power-Up API before record import begins.

actiTIME Types of Work (e.g., 'Development', 'Meeting', 'Research') are a read-only taxonomy per instance. We create a Trello Label for each Type of Work and apply it to every Card whose time-track entry carries that type. Label name matches the actiTIME Type of Work name; Label color is assigned from the Trello palette. The type-of-work taxonomy is preserved as label names rather than Custom Fields because Labels are natively visible on Cards without additional interaction, making type attribution immediately readable on the Board.

actiTIME Users (first/last name, username, email, active/inactive status) map to Trello Members by email address. We export the full user roster and match by email against Trello Members in the destination Workspace. Users in actiTIME without a corresponding Trello Member go to a reconciliation queue for the customer's admin to provision before record import resumes. Inactive actiTIME users who are still referenced on time-track entries are imported as Members with a deprovisioned flag so historical assignments remain intact.

actiTIME custom taskWorkflow stages are a feature-gated capability controlled by the taskWorkflow flag in the /info endpoint. Custom stages vary by instance, so we export the full status definition set and create a corresponding Label for each stage. The Label color is assigned from the Trello palette. On the Trello Board, List positions can also represent workflow stages; the customer chooses whether to use Labels (finer-grained, multiple per Card) or Lists (coarser-grained, one per Card) during scoping. Both approaches are valid and the choice affects how Butler automation triggers afterward.

Task estimates (planned hours per task) are an optional feature controlled by the taskEstimates flag in actiTIME. Where enabled, we create a numeric Custom Field on each Card named 'Estimated Hours' and populate it with the actiTIME estimatedTime value. Trello Custom Fields support numeric type natively, so no string parsing is required. We verify the target Trello board plan supports the numeric field type during the pre-migration Custom Field enumeration phase.

actiTIME timesheet locking prevents modification of submitted time entries. Trello has no native timesheet or timesheet-locking equivalent. We preserve the locked status as a read-only single-select Custom Field on the Card named 'Timesheet Status' with values 'Open' or 'Locked'. This is a configuration mapping — no additional Trello feature is required. The locked flag provides audit context without blocking future edits in Trello.

Leave time tracking is controlled by the leavetimeRegistration feature flag and may not exist in every actiTIME instance. Trello does not have a leave-time or PTO management object. Where leave-time records exist, we export them as a structured CSV file delivered alongside the migration package. The file includes employee name, leave type, start date, end date, and status. The customer distributes this CSV to their HR or payroll tool or uses a dedicated Trello Power-Up if leave tracking is needed in Trello. Leave data is not imported as Cards because Trello Cards do not represent employee leave entitlements.

Departments are an optional feature gated by the Departments parameter in actiTIME's /info endpoint. Trello has Workspace-level Teams as an organizational unit in Enterprise plans and Label-based categorization in Standard and Premium. We export the Department roster and user assignments from actiTIME, then map each Department to either a Trello Team (Enterprise destination, one Team per Department) or a Label on each Card (Standard or Premium destination, label per Department). The customer selects the mapping strategy during scoping. If the actiTIME Departments feature flag is false, no Department data exists and this mapping step is skipped.

actiTIME Time Zone Groups group users by timezone for cross-timezone reporting. Trello has no native timezone-grouping concept. We export the TZG roster and user assignments and document them as a Workspace-level note in the migration delivery. The customer can use this documentation to configure Workspace or Board-level timezone settings in Trello if distributed-team visibility is a reporting requirement.

actiTIME Project records carry a deadline property. We map this to a Card dueDate Custom Field named 'Project Deadline' on each Card belonging to the Project. Trello natively supports due dates on Cards, so we use the native due date field rather than a Custom Field when the project deadline applies uniformly to all tasks. If individual tasks carry their own deadlines, those map to separate due date fields using the same approach.