Migrate from IPMP to Trello

IPMP member records (name, contact, membership tier, registration status) map to Trello cards on a dedicated Members board. Each card represents one practitioner, with membership tier stored as a Label (e.g. Fellow, Member, Associate) and contact details in the card description. We preserve the Companies Code Act 179 registration reference as a card custom field. The board is private to the certification officer workspace; organisational representatives get observer or guest access to relevant boards.

Certification records issued under AAPM (USA) and COTVET-Ghana dual accreditation map to custom fields on the member card (Certification ID, Issuing Body, Issue Date, Expiry Date, Competency Category) or a linked Certifications board where each certification is its own card with the member's name as a label. We maintain a mapping table between AAPM and COTVET issuing body codes and the Trello label set so that each record retains its full provenance. Expiry dates migrate as due dates on the certification card for renewal tracking.

Examination results (score, attempt date, pass/fail status, competency area) migrate as custom fields on the member card or as checklist items on a dedicated Examinations board. We extract results from the separate assessment platform if connected via API and re-associate each result with the corresponding member card using the member name or ID as a lookup key. Failed attempts and re-sit records are preserved as historical checklist items on the card.

CPD hours logged in inconsistent formats (spreadsheets, email attestations, scanned documents) are normalised during the extract phase into a standard schema: date, hours claimed, competency area, evidence reference. Normalised CPD entries become checklist items on the member's Trello card or custom fields (CPD Date, CPD Hours, CPD Area). We validate total hours against COTVET CPD renewal requirements and flag any member whose CPD total falls below the minimum threshold for certification renewal. Unstructured CPD source files are flagged for manual review if automatic extraction is not possible.

Training course completion records delivered through the third-party TVET-registered centre map to a Training board. Each course is a card with the course name, delivery provider, completion date, and competency alignment to NABPTEX-Ghana or COTVET standards. Member completion is tracked as a checklist item on the course card or as a label on the member's card. We identify the external course platform source during discovery and extract available records before migration.

Corporate or organisational memberships tracked separately from individual practitioner records map to an Organisations board. Each organisational member is a card with billing tier, seat allocation, and primary contact stored as custom fields. Individual practitioner cards reference their parent organisation via a label or card cross-link. We probe the membership agreement during discovery to identify tier entitlements and seat limits for accurate role assignment in Trello.

Certificates, ID documents, and academic credentials stored as PDFs or scanned images are linked from the member card via Google Drive, Dropbox, or direct file attachment. We extract available file references from the IPMP system, preserve original filenames with a naming convention (e.g. MemberID_CertType_Year.pdf), and upload to the designated cloud storage or attach directly to the card. Full file migration is scoped separately because file transfer, re-linking, and potential format conversion add significant time. Cards that cannot have their source files retrieved are flagged with a manual attachment placeholder for the certification officer to resolve.

IPMP membership tier designations map to Trello card labels on the Members board. We create a label set during board setup that mirrors the tier structure (Fellow, Member, Associate, Student, Affiliate) and apply tier labels during the member record import. Trello Standard and Premium tiers support coloured labels; Free tier supports up to 10 labels which is sufficient for most certification bodies.

Annual membership renewal deadlines migrate as card due dates on the member card. The certification officer can use Trello's calendar view or Butler automation to send reminders at 60, 30, and 7 days before renewal. CPD compliance status for renewal eligibility is modelled as a checklist item on the card with a completion criterion of total CPD hours met.

Billing records and payment histories are managed through IPMP's separate finance system and are not migrated to Trello. Only the membership tier and current standing are transferred as a reference so that the certification officer can verify payment status during the migration review. Financial transaction history remains in the finance system.

COTVET competency framework alignment for each certification (qualification level, competency units, assessment method) is stored as a card custom field or label set on the Certifications board. This ensures that during audit or regulatory review, the COTVET-Ghana accreditation reference is attached to each credential record and is searchable from within Trello. AAPM framework alignment uses a parallel label set.

Where IPMP records include portal login status, last access date, or credential reset requirements, these are noted in the card description. We do not migrate passwords or authentication tokens. If the certification body uses Trello to track admin tasks for member portal support, a separate Admin Tasks board is created with cards per member issue type (password reset, profile update, certificate reprint).