Migrate from GUIDEcx to Trello

Each GUIDEcx Project becomes a Trello Board. We preserve the project name, planned end date (migrated to the board description or a custom date field), project status, and project-level custom fields. The project customer role assignments map to Trello Board Members with invite-level or admin-level access determined by their GUIDEcx role. GUIDEcx's internal project team assignments become Board Members or Observers depending on the paid tier in use.

GUIDEcx Phases are a reusable project structure with tasks, assignees, dependencies, and durations. Each Phase becomes either a Trello List within the Board (preferred for milestone-style phases) or a separate Board with its own List structure (preferred for phases that act as self-contained sub-projects). GUIDE 1.0 templates must be cloned to 2.0 via the self-serve Template Migration tool before we export—we flag these during scoping and route them through the clone step first. GUIDE 2.0 phases that were created from templates do not carry attachments via API, so we handle those separately.

GUIDEcx Milestones are named checkpoints above Task Groups in the hierarchy. We map milestones to Trello Labels with a naming convention (e.g., Milestone: Phase 1 Go-Live) and optionally create a milestone-tracking card at the top of a list or as a separate card in the board. Milestone planned dates migrate to the label's description field or a custom date field on the tracking card. Dependencies between milestones map to Card Dependencies or are documented in the migration handoff notes.

GUIDEcx Task Groups are a grouping layer below Milestones with assignees, sort order, and custom fields but no separate duration. In Trello, Task Groups map either to a List within the board (preferred when the group represents a distinct work stage) or to a card with a checklist breakdown (preferred when the group maps to a single deliverable with multiple sub-tasks). The group's assignee assignments migrate to the list header card or the section parent card's member list.

GUIDEcx Tasks are the core work unit with name, instructions, due date, status, assignees, tags, checklist items, subtasks, and dependencies. Each task maps to a Trello Card within the corresponding List. Task instructions become the card description (preserving rich text formatting where present). Tags map to Trello Labels with a matching color scheme. Due dates migrate directly. Assignees migrate as Board Members added to the card. Checklist items on GUIDEcx tasks migrate as Trello Card Checklists. Subtasks become child cards via the Subcards Power-Up or are represented as checklists on the parent card depending on complexity.

GUIDEcx finish-to-start task dependencies map to the Trello Card Dependencies Power-Up (blocks/blocked-by relationships). We export the full dependency graph from the GUIDEcx API, identify each dependency pair, and recreate blocking relationships on the destination board. We flag subtask-child shared dependencies and tasks marked N/A (which break dependency cascading) as known GUIDEcx 2.0 bugs documented in the 2026 release notes and resolve them manually in the migration scope.

GUIDEcx Custom Fields V2 support 8 field types (Text, Date, Email, Number, Dropdown, Multi-Select, URL, Currency). Trello Custom Fields Power-Up supports a subset: Text, Number, Date, Dropdown, and Multi-Select. GUIDEcx Email and URL types that have no Trello equivalent are migrated as Text fields with a field-type notation in the label (e.g., Email_field__c stored as Text). Currency fields migrate as Number fields. GUIDEcx field definitions are not included in standard task exports—we pull type definitions from the GUIDE 2.0 Data Dictionary during scoping and pre-create the Trello custom field schema before loading data.

GUIDEcx Tags (used for filtering and bulk task assignment) map to Trello Labels. We export all tag names and task-to-tag associations, then recreate them as Trello Labels with matching color assignments. Tags on template-level tasks that did not propagate to project-level tasks (a known GUIDEcx limitation) are flagged during scoping and resolved by cross-referencing the template's tag list against the project's task tag assignments. Tags used for categorization beyond a handful are consolidated to prevent label sprawl on the Trello board.

GUIDEcx distinguishes internal team members from external customer contacts. Customer Roles must be created in Resource Management before they appear in a project's Customer Team—a known GUIDEcx configuration gap. We export all Customer Team members and their assigned roles, then map them to Trello Board Members. External customer contacts are invited as Observers (Trello Enterprise) or Normal Members depending on whether they need to update cards. Internal GUIDEcx team members map to Board Members with standard permissions. Any roles that were set up in GUIDEcx Resource Management but not assigned to the project's Customer Team are flagged in the migration scope for manual review.

GUIDEcx checklist items on task templates are documented as not reliably propagating to project-level tasks in the 2026 release notes. We handle this by treating GUIDEcx checklists as a structured list field and loading them as Trello Card Checklists. For each task, we pull the checklist from the project-level task instance (where available) and fall back to the template-level checklist if the project instance is empty. Completed checklist items are identified via cross-referencing GUIDEcx API responses since the completed_date field in exports is unreliable.

GUIDEcx attachments can be stored at the project level and the phase level. Phase-level attachments created from templates via API do not carry over—a documented GUIDEcx limitation. We export file attachment metadata (filename, URL, uploader, upload date) separately from the task export and re-attach files to Trello cards via the Trello API (Power-Up attachment or direct card attachment). For phase-level attachments that were lost, we create a board-level resource card or board description link pointing to a shared storage location for the customer's files. Project-level attachments migrate to a designated board or card.

GUIDEcx time tracking records have documented value gaps in the 2026 release notes. We export available time record fields (task, user, hours, date) but flag that several columns are missing from the dataset. Time records migrate to Trello as Number-type custom fields on cards (Hours Logged) or as checklist items with a duration annotation depending on the customer's preference. This mapping is approximate rather than exact due to the known data gaps in the GUIDEcx source export.