Migrate from ProofHub to Trello

ProofHub Projects map 1:1 to Trello Boards. Project name becomes Board name; Project description maps to the Board Description field (visible in Board settings). We preserve the Project start/end date as a custom field on the Board or as a Card in a dedicated 'Project Metadata' list. Active versus archived project state maps to open versus closed Board status. If the customer uses multiple Workspaces, we assign each Project to the appropriate Workspace during import based on the Project's category or team assignment in ProofHub.

ProofHub Tasklists map directly to Trello Lists within the destination Board. The Tasklist ordering is preserved as List order. List names transfer exactly. If a ProofHub project uses multiple Tasklists as stage groupings, these become Kanban column headers in Trello. The customer may choose to consolidate Tasklists into fewer Lists if their Trello workflow uses a standard To Do / In Progress / Done structure.

ProofHub Tasks map 1:1 to Trello Cards. Task title becomes Card name; Task description maps to Card Description; assignees map to Card Members; due date maps to Card Due Date; start date maps to a custom Start Date field (added via Power-Up or a custom field integration). Priority from ProofHub maps to Trello Labels (we create labeled colors for Critical, High, Medium, Low). Task status maps to the Card's List position; archived tasks in ProofHub become archived Cards in Trello.

ProofHub Subtasks map to Trello Checklist items on the parent Card. The subtask title becomes a checklist item; subtask assignees map to the checklist item if the Trello Card Power-Up supports individual assignee assignment, otherwise assignees are noted in the checklist item name. Due dates on subtasks do not map natively in Trello; we add a custom field note or create a separate Card for subtasks that require independent deadline tracking. Recurring task rules from ProofHub are stored as a text note in the Card Description for manual rebuild in Trello Automation.

ProofHub Milestones are standalone date markers linked to multiple tasks. We create a named Label in Trello (e.g., 'Milestone: Q1 Launch') and apply it to every Card linked to that Milestone in ProofHub. For milestone-level visibility, we create a dedicated Card titled with the Milestone name, set its due date to the milestone date, label it as the milestone identifier, and pin it to the top of the relevant Board. This gives teams a visual deadline marker without requiring a Power-Up.

ProofHub's Gantt view is a display layer generated from task start dates, due dates, and dependencies. Trello natively has no Gantt chart; the Timeline Power-Up (Trello Premium and above, $12.50/user/mo) provides a horizontal timeline view. We preserve the dependency graph as Card links in Trello (one Card links to another via @mention or a Card link custom field). Teams on the Free or Standard tier receive a written dependency map documenting the predecessor-successor chain for manual rebuild in Trello Automation or a third-party Gantt tool.

ProofHub task dependencies export as predecessor-successor relationships without lag or lead times. We migrate dependency direction as Trello Card links (@mentioning the dependent card in the Card Description) for Free and Standard tiers. For Premium and Enterprise tiers, we use Trello's native Dependency Power-Up to set blocking relationships. Finish-to-start, start-to-start, and other constraint types are not representable in Trello; they are documented in a Dependency Inventory spreadsheet delivered with the migration. Teams requiring full constraint scheduling should consider using Jira or a dedicated Gantt tool post-migration.

ProofHub Discussion threads attached to a Project or Task map to Card Comments in Trello. The discussion topic title becomes the first comment; subsequent replies are added in chronological order. Author name and timestamp are preserved in the comment attribution. Standalone Project-level discussions that do not attach to a specific task are added as comments on a designated 'Project Discussions' Card created during migration. Nested replies (sub-threads) in ProofHub are flattened into a single comment chain in Trello with reply indentation noted in brackets.

ProofHub Notes attached to Projects map to a dedicated Card titled 'Project Notes' with the Note content in the Card Description. Notes with rich formatting are converted to plain text or a PDF attachment on the Card. Notes attached to specific Tasks map to the corresponding Card Description if the content is brief, or as a file attachment if the Note is lengthy or contains tables. We flag Notes with file embeds for manual review since Trello does not support inline file previews outside of images.

ProofHub time entries include logged hours, date, user, task association, and billable/non-billable flags. Trello has no native time tracking. For Free and Standard tiers, we create a numeric custom field on each Card ('Hours Logged') and populate it with the total hours from ProofHub per task, or we deliver a separate Time Entry spreadsheet mapping Task name to hours, user, date, and billable status. For Premium and Enterprise tiers, we recommend activating the Clockify Power-Up post-migration and offer to set up the integration with a pre-populated Clockify workspace using the exported time entry data.

ProofHub custom fields on Tasks (text, number, date, dropdown, checkbox) map to Trello Card Custom Fields if the Trello plan supports them (Premium and Enterprise). Text fields map to Trello text custom fields; number fields map to numeric custom fields; date fields map to date custom fields; dropdown fields map to dropdown custom fields with the options preserved. Custom field names transfer exactly. Fields on the Free and Standard tiers are stored as a text field or delivered in a supplementary CSV for manual entry.

ProofHub file attachments (documents, images, PDFs) attached to Tasks or Projects migrate as Card Attachments in Trello. We download each file from ProofHub and upload it to the corresponding Card. Large files (over 10 MB) may require Trello Power-Up configuration for increased attachment limits on Standard and below. ProofHub file version history does not migrate; only the current version transfers. Proofing markup (annotation coordinates, approval decisions, markup comments) is lost and must be re-established post-migration using a design review tool such as Ziflow, Frame.io, or GoVisually.

ProofHub users map to Trello Board Members by email address. Role names (Admin, Member, Project Manager) in ProofHub do not have a direct Trello equivalent outside of Enterprise Workspace permissions. We add each user as a member of the relevant Boards. Workspace-level admin and member roles require manual assignment post-migration on Trello Enterprise, or the customer configures Workspace-level permissions in Trello's admin settings.

ProofHub task Labels map 1:1 to Trello Labels on the same Board. Label names and colors transfer exactly. We create the Label set in Trello before Card migration so that Labels are available at import time. If a ProofHub label name exceeds Trello's label character limit (very long names), we truncate to the first 32 characters and note the full name in the Card Description.