Migrate from Sonderplan to Trello

Sonderplan Bookings are the central object and map directly to Trello Cards. The Booking start time and end time map to the Card due date and due time. Booking status (confirmed, tentative, cancelled) maps to a Label on the Card. The linked Project becomes the Card description with a prefix note. We extract all booking fields and custom fields during discovery and map each to a Trello Custom Field (of the matching type: Number, Date, Dropdown, Checkbox, Text) or to the Card description. Bookings without a linked Resource are flagged as requiring member assignment during import.

Sonderplan Resources of type person (editors, producers, coordinators) map to Trello Workspace Members. We extract all person-type Resources, resolve them against the Trello Workspace member list by email or name, and assign them as Card members during import. Any Resource without a matching Trello member goes to a reconciliation queue for the customer to provision before the member assignment phase runs.

Sonderplan Resources of type room or equipment (edit suites, cameras, audio gear) have no direct Trello equivalent because Trello has no native resource scheduling or equipment management. We map these to Trello Labels using a naming convention (e.g., 'Room: Edit Suite A', 'Equipment: RED Camera Kit'). The customer uses Labels to track resource assignment within cards. This is a visual approximation, not a scheduling model; Trello does not prevent double-booking the same equipment on the same day.

Each Sonderplan Schedule maps to a Trello Board. The Schedule name becomes the Board name. Lists within the Board are created using the Booking status values or project phases present in the Schedule. Multi-site setups with separate Schedules per facility become separate Boards. Shared Resources that belong to multiple Schedules are represented on each Board with the same Label name, but this is a copy, not a live reference, since Trello does not support cross-board resource sharing.

Sonderplan Projects referenced by Bookings are carried into Trello as part of the Card description, prefixed with 'Project: [name]'. If the customer has fewer than 20 projects, we optionally create a Project label on each Board and apply it to Cards by project. Projects with a linked Client record also carry the client name into the description. Projects without a linked Booking are not imported to Trello as standalone records because Trello has no project-level object separate from a Board.

Sonderplan Contacts of type client linked to Projects are mapped into Card descriptions under a 'Client' section. Trello has no native contact or CRM object. If the customer requires client contact data on Cards, we create a Custom Field of type Text or Dropdown for client name and populate it during import. We do not create a separate contact management structure in Trello.

Sonderplan Quotes linked to Projects have no native Trello equivalent. We map Quote data (client name, total amount, status) to Trello Custom Fields on the relevant Cards (Text or Number type), or we flag them as requiring a Trello Power-Up (e.g., a billing integration) if the customer needs to preserve quote totals and line items. We deliver a written inventory of all Quotes and their mapped Card locations during scoping so the customer can decide on Power-Up strategy.

Sonderplan Invoices linked to Bookings or Projects carry payment status and line items that have no native Trello representation. We map Invoice status (paid, partial, overdue) to a Trello Label or Custom Field on the associated Cards, but invoice line items (services, quantities, rates) cannot be represented in Trello's card model without a Power-Up. We document the full invoice inventory with Card references for the customer to act on post-migration.

Sonderplan custom fields are discovered dynamically during the export phase by reading a representative sample of bookings. We map each to a Trello Custom Field type: text to Text, dates to Date, numeric values to Number, true/false to Checkbox, and multi-value selections to Dropdown. Trello imposes a 25-character limit on Custom Field names and allows only five field types, so any Sonderplan field with a type that cannot be represented is noted in the mapping document and carried as plain text in the Card description as a fallback.

Sonderplan's iCal-style calendar feed exports Booking start and end times. We use the underlying booking data rather than the feed format to avoid derived-data fidelity loss. Booking start times map to Card due dates, and booking end times map to Card due time (Trello Premium) or to a note in the Card description for Standard and Free tiers. The Card creation date is set to the original Booking creation timestamp for historical ordering.

Sonderplan allows Resources to belong to multiple Schedules simultaneously. When a shared Resource (e.g., a virtualized edit suite) appears in multiple Schedules, we apply the customer's chosen deduplication strategy: if the customer selects 'duplicate per board', the resource Label appears on each Board; if they select 'single shared label', we create one Label and apply it to all relevant Boards with a note that cross-board consistency is not enforced by Trello. This decision is made during the mapping phase and applied consistently.

Sonderplan Booking status values (confirmed, tentative, cancelled, completed) map to Trello Labels on each Board. We create a consistent label color scheme per status across all Boards so that status is immediately visible on the card front. Cancelled or completed Bookings are imported as Cards with the relevant Label; the customer decides whether completed Cards should be archived automatically or remain on the Board.