Migrate from Toggl Plan to Trello

Each Toggl Plan Project becomes one Trello Board. We map the project name to the Board title, project status (active or archived) to the Board's archived flag, and the project client to a Board description or a dedicated List within the Board. Archived Toggl Plan projects migrate as archived Trello Boards so they are not silently omitted from the migration scope. If the Toggl Plan workspace has more than 10 active projects and the customer is on Trello Free, we flag the Board limit during scoping and advise a Standard plan upgrade before migration.

Toggl Plan Tasks map to Trello Cards within the appropriate Board-List structure. We use the Toggl Plan task status (todo/in-progress/done) to assign the Card to a corresponding Trello List, defaulting to a four-List schema (To Do / In Progress / Review / Done) if the customer's Toggl Plan segments do not define a List mapping. Task due dates migrate as Card due dates, and task descriptions migrate as Card descriptions. If a Task belongs to a Segment, we create a Label with the Segment name before Card creation so that the Label is available at insert time.

Toggl Plan Segments are workspace-level task categorization (e.g., Design, Development, QA) that have no native Trello equivalent. We map each distinct Segment value to a Trello Label with the same color metadata preserved where Toggl Plan color data is available. If a Card belongs to multiple Segments, we apply all corresponding Labels. During scoping we ask the customer to confirm whether Segments should drive List assignment (one List per Segment) or Label assignment (Labels within a fixed List set) based on how the customer uses Segments in Toggl Plan.

Toggl Plan Tags map to Trello Labels with tag name and color metadata preserved. Toggl Plan permits a tag to have a color; we carry this to Trello Label color where available in the export. If the same tag name already exists as a Segment-derived Label, we merge them into a single Label rather than creating duplicates. Tag metadata that exceeds Trello's Label name and color schema (e.g., tag descriptions) is appended to the Card description as a formatted note.

Toggl Plan Teams are groups of users whose schedules appear together on the same timeline. We map each Team to the corresponding Trello Board Members list, assigning each member a role (Normal, Admin, Observer) based on their Toggl Plan workspace role (User, Admin, Owner). If a Team spans multiple Projects, we add its members to each relevant Board as Members rather than creating a separate Trello Workspace or Team, since Trello does not have a Toggl Plan Team equivalent at the Workspace level on the Free or Standard tier.

Toggl Plan Clients are associated with Projects. We map Client name to the Board description (for client-visible boards) or create a Client Label on the Board if the customer wants client filtering without exposing the client name in the Board title. The customer's preference is confirmed during scoping based on how prominently they display client names in their current Toggl Plan workspace.

Toggl Plan Milestones are deadline markers within a project. Trello has no native milestone object. We convert each Milestone to a dedicated Card with the milestone name as the Card title, the target date as the due date, a Milestone Label, and a description noting the original Milestone reference. Alternatively, if the customer prefers a List-based milestone view, we create a dedicated Milestones List with Cards for each milestone target date. The preference is confirmed during scoping.

Toggl Plan exports recurrence as a rule attached to a task (RRULE pattern), not as individual instances. Trello has no native recurrence support. We offer two strategies: full instance expansion creates one Card per scheduled occurrence up to a customer-defined horizon (e.g., 90 days), preserving each Card with its own due date; or a recurrence Label approach creates a single Card with a recurrence Label and the RRULE pattern stored in the Card description for manual tracking. The customer chooses during scoping; teams with high-frequency recurring tasks typically prefer instance expansion.

Toggl Plan stores task estimates in minutes. Trello has no native time estimate field. We preserve the estimate by creating a Label with the formatted duration (e.g., 'Est: 4h') or by adding a Checklist item titled 'Time Estimate: [formatted duration]' so the estimate is visible on the Card without requiring a Power-Up. If the customer licenses a Trello time-tracking Power-Up (Planyway, TMetric), we advise them to re-enter estimates within that Power-Up post-migration.

Toggl Plan users are identified by name and email address. We map Users to Trello Members by email match, creating the Member association at the Board level during Card creation. If a Toggl Plan user is referenced on a Task but has no Toggl Plan email (e.g., a guest or ghost role), we flag the record for manual assignment during the reconciliation pass. Trello Workspace roles (Admin, Normal, Guest) may not map directly from Toggl Plan roles (Owner, Admin, User); we map Owner to Trello Workspace Admin and Admin/User to Trello Normal Member, noting the gap.

The Taskbox is an ephemeral personal holding area for tasks not yet assigned to a project or team. This is a transient UI state in Toggl Plan, not a persistent data object, and it is excluded from both the CSV export and the API V5 response. We do not migrate Taskbox contents. We explicitly surface this gap in the scoping call so the customer is aware that any unassigned tasks appear only in the CSV export under their parent project context.

Toggl Plan does not expose an attachment export path in its CSV export or API V5. File attachments on tasks are not included in the migration scope. We flag this limitation before migration and advise the customer to export files manually via Toggl Plan's native download if the attachments are required in Trello, where they can be re-attached to Cards by members after migration.