Migrate from WeTrack to Trello

WeTrack Projects (the top-level container holding Tasks, Subtasks, and metadata including date ranges and status fields) map 1:1 to Trello Boards. The WeTrack project name becomes the Board title. If the customer uses multiple WeTrack Projects for distinct programmes or events, each becomes a separate Trello Board. We flag that WeTrack Projects may have hierarchical relationships (nested projects) that Trello Boards do not support natively; we document parent-child project relationships as Board descriptions or as separate Trello Workspaces for manual navigation.

WeTrack Tasks belong to Projects and carry date fields, status, and RAG indicators. Each Task maps to a Trello Card placed in the appropriate List (which we map from the Task's status field or a WeTrack column/board view). Task description migrates to Card description. Start date and due date migrate to Trello Card start and due date fields (Premium feature; Standard and Free users see due dates only). Assigned owner migrates to Card member.

WeTrack Subtasks are linked to parent Tasks with auto-sync behavior on dates. Subtasks map to Checklist items on the parent Trello Card. We preserve the title and completion status of each Subtask. Note that Trello checklists have a flat structure (no nested checklist items), so deeply nested WeTrack Subtask hierarchies collapse to a single checklist level. Checklist item assignees do not migrate (Trello checklist items have no assignee field); we document which Subtask owners need to be re-assigned manually after migration.

WeTrack RAG status values (Red, Amber, Green) cascade from parent Tasks to Subtasks on predictable schedules. We map RAG values to Trello Card Labels using the same color semantics (Red label for RAG Red, Amber for RAG Amber, Green for RAG Green). This preserves RAG visibility on the destination board. Trello labels are workspace-scoped, so we configure the label set in the destination Workspace before migration. Teams using a numeric RAG scale (1-5) rather than Red/Amber/Green map values to label names like RAG-1, RAG-2, etc.

WeTrack Risk Registers use industry-standard Inherent Likelihood and Impact terminology in template risks. Trello has no native Risk Register object. We map each Risk Register entry to a Card on a dedicated Risk Board or as Cards on the associated Project Board with Custom Fields for Likelihood and Impact values (Premium) or as labeled Cards with Likelihood/Impact metadata in the Card description (Free/Standard). RAG values for risks map to Trello labels using the same color logic as task RAG. We preserve risk owner assignments as Card members.

The WeTrack Sustainability module tracks ESG indicators and metric values for event delivery. Trello has no native ESG or sustainability object. We map these records to Trello Cards on a dedicated Sustainability Board with Custom Fields for metric values (Premium) or as structured Card descriptions using a consistent template (Free/Standard). Metric names and values transfer; ESG framework alignment (GRI, SASB, TCFD) flags map to Trello Labels if the customer uses label taxonomy. Any ESG records that exceed Trello's metadata capacity are flagged for manual re-entry or a supplemental ESG spreadsheet.

WeTrack Incident Reports are operational records that may not have a direct equivalent in Trello. We map them to Cards on a dedicated Incidents Board or to Cards on the relevant Project Board with an Incident label. Incident title, description, date, severity, and resolution status transfer to Card fields. We flag that Trello has no native incident workflow (escalation paths, SLA timers, severity-based routing); these require Butler automation rules or manual process that we document post-migration.

WeTrack Attachments of all types are supported via a three-dot menu in the UI. We map file metadata and URLs to Trello Card Attachments. File content transfer depends on whether the customer provides the actual attachment files (stored in WeTrack or locally) or only the file references. Trello attachments require the file to be re-uploaded to Trello (via the Trello API) or linked by URL if the source file is accessible. We flag any attachments on archived WeTrack Cards as Trello Cards with archived status preserved.

WeTrack Job Categories restrict valid options on task fields to prevent data entry errors. We map Job Category values to Trello Card Labels or List names depending on how the customer uses categories. If Job Categories function as task types (e.g., Operations, Logistics, Marketing), we map to Labels. If they function as workflow stages, we map to List names. Categories with no equivalent in the Trello destination are flagged for manual reassignment.

WeTrack User accounts and task owners are referenced by ID. We map user records by email match to Trello Workspace members. Any WeTrack user without a matching Trello account goes to a reconciliation queue for the customer's admin to provision before migration. Inactive or orphaned WeTrack users (task assignees who have left the organisation) are mapped to Trello members with a flag for reassignment after migration.

WeTrack supports custom fields on Projects. These are mapped to Board description fields (for informational metadata) or to Power-Up custom fields (Premium tier) depending on field type and usage. Text, number, and date custom fields transfer directly. Multi-select or restricted-option custom fields may require label mapping or manual re-entry if the destination Workspace is on Free or Standard tier.

WeTrack supports custom fields on Tasks. These map to Trello Card Custom Fields (Premium tier) or to structured Card description text (Free/Standard tier). We request a full data export during scoping and cross-reference it against the WeTrack live UI to identify any fields that appear in the UI but are absent from the export, flagging these for manual re-entry. Custom fields with data types not supported by Trello (e.g., complex nested objects, formula fields) are documented for the customer's admin.

WeTrack Workflows are not migrated to Trello Butler or Trello Automations as code. The two automation engines use different trigger-action models, and automated translation is not reliable. We deliver a written inventory of every active WeTrack Workflow with its trigger, conditions, actions, and recommended Trello Butler equivalent, along with the specific automation rule syntax to implement. The customer's admin rebuilds these post-migration.