Migrate from RoboHead to Trello

RoboHead Campaigns are top-level organizational containers that group related Projects. We map each Campaign to a Trello Board, using the Campaign name as the Board name and the Campaign description as the Board description. If the customer uses multiple RoboHead Campaigns that should share a single Trello board structure, we apply a grouping strategy during scoping. Campaign-level custom ListColumns migrate as Board-level custom fields on Trello Premium; on Standard, they are documented as fields that require manual reconfiguration post-migration.

RoboHead Projects map to Trello Lists within the parent Board (mapped from the Campaign). Project name becomes List name; Project description becomes the List description or a cover Card description. Project status (Active, Draft, Archived) maps to List position or archival behavior. Project start/due dates migrate as date custom fields on Cards within the List. If a Project was created from a Template in RoboHead, we flag it separately during migration because template-derived role assignments and team member links may reference inactive users.

RoboHead Requests are intake forms submitted before a Project is created. Each Request has a form type, requester metadata, and a set of custom ListColumns representing the brief fields. We migrate Requests as Cards on a dedicated intake List (e.g., 'New Requests') on the mapped Board. The Request's custom brief fields (ListColumns) map to Trello custom fields, with list-type values resolved from optionId to display value during the transform step. Request file attachments migrate as Card attachments. We preserve the requester name and email in Card description metadata.

RoboHead Tasks belong to Projects and carry status, assignees, due dates, and role associations. Each Task maps to a Card within the appropriate List. Task status maps to List position (e.g., To Do, In Progress, Done) based on the customer's scoping session mapping of RoboHead status values to Trello List names. Assignee emails from RoboHead resolve to Trello Workspace Member email matches. Due dates migrate as Card due dates. Task-level custom ListColumns migrate as Card-level custom fields.

RoboHead Users with email, name, and role assignments map to Trello Workspace Members. We match by email. Any RoboHead User without a matching Trello Workspace Member is placed in a reconciliation queue for the customer's admin to provision before the Member-Card assignment phase begins. RoboHead role assignments (e.g., Designer, Writer) do not map natively to Trello; we store them as a custom field (e.g., 'Role') on Cards where the user is assigned.

RoboHead Task Roles categorize work types and optionally carry billing rates per role. Trello has no native role concept. We create a 'Role' custom field on Cards (on Premium or via Power-Up on Standard) and populate it with the RoboHead role name. Billing rate data from RoboHead role-rate assignments does not migrate as structured data; we document the role-rate matrix in a CSV export delivered alongside the migration so the customer's admin can reference it if time tracking is configured in Trello via a Power-Up.

RoboHead custom fields on Projects, Campaigns, and Requests are accessed via the ListColumns API, which returns field IDs (optionIds) for list-type fields rather than human-readable values. We discover all active ListColumns during scoping, resolve optionId to display value in the transform layer, and create corresponding Trello custom fields. On Trello Standard, custom fields are available and we create them at the Board level for reuse. If the destination is on Trello Free, custom fields are not available; we document all unmapped custom fields in the migration deliverable and recommend upgrading to Standard or Premium.

RoboHead file attachments on Tasks and Projects are stored in the platform's document management layer. We extract file references during export, download source files where accessible, and re-attach them to the corresponding Cards in Trello via the Trello API. File attachment metadata (filename, upload date, uploader) is preserved in the Card description. Large file sets increase migration time proportionally due to download and re-upload sequencing.

RoboHead Notes on Projects and Tasks support @mentions and are stored as structured objects. We map Notes to Trello Card comments. RoboHead @mention user references are converted to Trello @mention format using the email-to-member lookup. If the mentioned user has not been provisioned in the Trello Workspace, the mention is written as plain text with a note in the migration reconciliation report.

RoboHead Projects saved as Templates carry optional task templates, file templates, budget details, and team structure. We migrate the template structure as a Trello Board Template (available on Premium) with List names and Card templates. Stale team references from template-derived Projects are flagged separately during migration because RoboHead templates copy user links from the template at creation time, and inactive or removed users create orphaned references in the migrated Board Templates.

RoboHead workflow automation rules—approval chains, status-change triggers, and conditional notifications—are not exposed via the RoboHead REST API. We do not migrate automations as code. During discovery we document each active automation with its trigger, conditions, actions, and assigned project scope. We deliver a written automation inventory with Trello Butler equivalents and Power-Up recommendations for the customer's admin to rebuild post-migration.

RoboHead role-rate and user-rate billing data tracks cost per role and per user for project billing and resource planning. Trello has no native billing or resource rate structure. We export the role-rate matrix as a CSV deliverable during migration. If the customer needs time tracking in Trello, we recommend a Power-Up such as Card Color Labels for capacity tracking or a dedicated time-tracking Power-Up; these are configured post-migration by the customer's admin.