Migrate from Priority Matrix to Trello

Priority Matrix Projects map 1:1 to Trello Boards. The project name becomes the board title and the project description becomes the board description. Private Priority Matrix projects (marked private during creation) map to Trello Boards with the invite-only visibility setting. We create boards in the customer's Trello Workspace during migration and configure list structure (To Do, In Progress, Done or custom) based on the customer's stated workflow after scoping.

Priority Matrix Items map directly to Trello Cards. The Item title becomes the Card title, the Item body/description becomes the Card description, and the completion status (Item complete flag) maps to a Card closed status in Trello. We preserve the creation date and modification date in Card metadata during import. Items without due dates are flagged as undated during extraction so null values do not populate unexpected Card fields.

The Eisenhower quadrant (Do First, Schedule, Delegate, Eliminate) is Priority Matrix's native first-class concept. Trello has no quadrant primitive, so we encode the quadrant label as a Trello Label on each Card. We create four Labels with distinct colors on each Board matching the customer's Priority Matrix quadrant names and colors. Customers who want quadrant visibility at a glance can filter the Board by Label rather than dragging between quadrants. We explicitly document this encoding during scoping and recommend customers validate the Label mapping against their actual quadrant usage before production migration.

Priority Matrix Item due dates migrate as Trello Card due dates with the original timezone preserved where available. We deduplicate by Item ID during extraction to prevent calendar sync duplicates from creating two Card due dates. Cards without due dates are imported without a due date set. Customers who relied on calendar sync in Priority Matrix should reconnect their preferred calendar integration (Google Calendar, Outlook) post-migration as a separate configuration step.

Priority Matrix Item assignees map to Trello Card Members. We extract assignee email addresses and match against the destination Trello Workspace member list during migration. Orphaned assignees (users present in Priority Matrix but not provisioned in the Trello Workspace) are flagged in the reconciliation report for the customer's admin to provision before Card member assignment resumes. Trello free tier permits unlimited Workspace members but charges per user for Standard and above, so the member count affects the customer's ongoing subscription.

Priority Matrix Tags migrate as Trello Labels. If the customer uses Tags for classification distinct from the Eisenhower quadrant (for example, project type, client name, or sprint tag), we preserve them as additional Labels on the Card. If tag volume exceeds 20 unique values per Board (Trello's practical label count per Board), we recommend converting overflow tags to a Trello custom field of type Dropdown or Text. The customer chooses the strategy during scoping.

Priority Matrix custom fields on Items map to Trello Card custom fields. Trello Custom Fields (native, available on Standard and above) support Text, Number, Date, Dropdown, Checkbox, and Rating types. We extract the Priority Matrix custom field name and value, then map to the nearest Trello type. Number and date fields migrate directly; text fields map to Text; multi-value selects map to Dropdown. We create the custom field schema on each Board before Card import begins. Priority Matrix custom fields on Projects do not have a direct Trello equivalent since Trello does not have board-level custom fields; we flag these for the customer and recommend a workaround using Card fields or a separate tracking Board.

Priority Matrix file attachments are exported from the web application and re-uploaded to the corresponding Trello Card via the Trello API. We preserve the original filename and note the original uploader in the Card description or a Card comment. Large attachment volumes (500+ files) slow migration throughput because each file requires a separate upload API call; we flag high-volume attachment accounts during scoping so the migration timeline accounts for upload time. We do not migrate inline images embedded in Item descriptions separately from attachments; they are included in the description HTML.

Priority Matrix Item comments migrate as Trello Card Comments. We extract comment text, author name, and timestamp for each comment on every Item. The comment ordering is preserved by posting in original sequence. Comment author names are included in the comment text header since Trello does not have a native comment author metadata field separate from the commenting user's Trello identity. If the commenting user is not a Trello Workspace member, we post the comment under the migration service account and note the original author in the comment body.

Priority Matrix Items synced to external calendars via the calendar sync feature create separate calendar event records. During migration, we deduplicate these against the native Item due date and keep only the native due date in Trello. We flag the original calendar sync relationship as inactive and document it in the migration handoff report so the customer's admin can reconfigure their preferred calendar integration (Google Calendar or Outlook) in Trello post-migration if live due date-to-event synchronization is required.

Priority Matrix Project Templates define pre-populated Item structures. We migrate the template as a set of Card drafts in a designated Trello Board, preserving the Item field schema (title structure, custom field definitions, due date patterns) but clearing completed statuses and specific dates. The customer's admin uses these drafts as reference when creating new Cards manually or through Butler automation rules. Templates with conditional logic or branching do not migrate as logic; we document the conditional branches in the handoff notes.

Priority Matrix Users referenced across Projects and Items are mapped to Trello Workspace Members. We extract all distinct user emails and attempt to match against the destination Trello Workspace member list by email. Users without a matching Trello account go to the reconciliation queue. Trello Workspace members can be added during migration or provisioned post-migration; migration cannot assign Card Members for unresolved users. We do not migrate user roles, permissions, or administrative settings since Trello Workspace roles are managed separately in Workspace settings.