There’s no doubt that weddings take a lot of planning and many couples like to be very hands-on. If you’ve tried to use a wedding planning guide from a magazine or a checklist from a popular wedding website, you’ve probably found they aren’t as thorough as you would like. That’s where Trello comes in.
Trello is a task-based online planner. It’s essentially a project management tool. But it doesn’t just work for work. You see, there’s this great hack to use Trello for wedding planning. It’s better than using a traditional wedding planning guide, because you can include every task that is specific to YOUR wedding down to the smallest detail.
Whether you’re having an intimate wedding with a lot of DIY projects or you’re having a large wedding with a multitude of vendors, Trello is the perfect planning tool.
Get started with these easy steps:
- Sign up to Trello for a free account
- Create and name your wedding ‘board’
- Set up your board with different ‘lists’
- Create ‘cards’ to manage all your different tasks
- Organise your ‘cards’ with images, labels, deadlines, checklists and even invite special people to your board if you want them involved
Let’s take a closer look at how to do this:
Lists: Visualising The Wedding Planning Process
Lists are the foundation of your wedding board. There’s no right or wrong way to create lists, but it’s helpful to be able to see what’s already done and what is left to do. Here’s two ways to do wedding planning lists on Trello.
Action Based Lists
This board is where you’ll store a whole host of wedding-related lists. Start by creating at least three to-do lists: ‘To do now’, ‘To do soon’ and ‘To do later’. And don’t forget the most satisfying list of all – ‘Completed tasks’ Creating lists couldn’t be easier:
- Click ‘Add a list’ in the top left corner.
- Give your list a name.
- Press Enter or click ‘Save’.
- The list will save and a new blank list will pop up.
If you’re just getting started, some of the items on your ‘To do now’ list might be ‘Decide on the bridal party’, ‘Make the guest list’, and ‘Set a tentative date’. Any tasks that aren’t yet an immediate priority, such as ‘Find a venue’, ‘Research dresses’ and ‘Decide on a colour scheme’, can be added to your ‘To do soon’ and ‘To do later’ lists.
Status Based Lists
Try setting up a board with lists called To Do, In Progress, On Hold and Done, like this one here:
The To Do list is of course for the many things you still need to organise!
- In Progress works well for any appointments you have set or deposits you need to pay to finalise bookings. It’s also ideal for keeping track of RSVPs as they come in.
- On Hold is a space for you to set aside tasks with any problems you have run into, or projects you’re thinking about not doing anymore.
- The Done list is best of all! It shows all your final decisions and bookings ready for your big day. You can see just how far your planning has come at a glance.
For a comprehensive list of tasks that should be included, simply search ‘Wedding to do list’ and you’ll soon be regaled with tasks! Take the time to add all these to your Trello to-do lists, and make sure you consult a few different websites to make sure nothing gets forgotten. The beauty (well, one of the beauties!) of Trello is that every card you create can easily be dragged up and down a list or even between lists depending on the priority of the tasks.
Adding Cards To Lists
Cards: Separating Your Tasks
For all the steps needed to bring your special day together, you’ll need to create a card within the appropriate list. Don’t worry if you place it in the wrong list because the cards can be easily moved.
And cards are more than just an item in a list. In fact, they are incredibly versatile. When you hover over a card, an ‘edit’ symbol will appear on the right-hand end of the card. Click on this, and a range of options will come up – you can add a label (a category); invite people to become ‘members’ (handy when you need to assign jobs to the fiancé); set a due date; or move, copy, or archive the card.
But it doesn’t end there. When you click on the main body of the card, the ‘back’ of the card will open up, offering even more options. You can add a description, comments, checklists, or attachments such as links, images, or documents.
Use Cards For Inspiration
Cards be a simple and short description of the task or you can make them more visual by including images. Use images you’ve found for inspiration or include an image of the vendor you have chosen.
Simply upload it to the card as an attachment, like with this one here:
Labels: Organisation At A Glance
The next step is to add labels to the cards. Again, you can do this in any way that suits you. We recommend giving each colour a category name to keep things organised. Have a card that falls under two categories? No problem! You can give cards multiple labels.
Click on ‘Create a new label’ and enter a name and colour for the label to add it to the card. Labels are an easy way to categorise your cards. You might choose categories such as ‘Venue’, ‘Flowers’, ‘Music’, and so on. Or maybe you’d rather use labels to categorise the type of task, such as ‘To buy’, ‘To book’, and ‘To decide’. Or do both! Add as many labels as your heart desires.
Take a look below for some label suggestions:
Due Dates: Keeping It All Under Control
As you can see from the previous image, you can also set up due dates on cards. This is very handy for appointments, or if you have been provided quotes that are valid for a limited time. You can also use self-imposed deadlines for different phases of planning. Many wedding guides show what you should be doing 6 months, 3 months and a week before the special day. Using due dates on cards means you can plan when you want to have each task completed by.
Checklists: RSVPs Sorted!
There’s no need to keep your guest list on paper, when Trello can easily incorporate it into your wedding board. Each card has a function allowing you to create a checklist. Try creating a card with a checklist just for your guest list. You can then check the box next to a name whenever someone RSVPs. It even has a total on the front of the card, making it easy for you to keep track of numbers. Here’s an example of a guest list:
Team Members: Share The Planning
When you create your wedding board, you can also create a team who has access to it. This allows you to assign members to relevant cards. For example, you could assign the mother of the bride and maid of honour to a card for a wedding gown fitting you’d like them to attend.
Invite your fiancé to join your board so you can keep on top of all these tasks together. Just click on ‘Invite’ at the top of the Menu bar and enter their email address. When you’re ready, you might also want to invite the bridal party, your parents, and anyone else that you want to involve with the planning of your wedding.
What To Include On Your Board?
The sky really is the limit as to how finely-detailed you want your Trello wedding plan to be. But here’s a great way to start. You’ll need to include cards for all the typical wedding vendors you’re going to need to hire. For example:
- Hair and make-up artist
- Wedding cake
You could take one of those wedding checklists I mentioned before from a magazine or a site like Wedding Wire and add in all the vendors and tasks that apply to your wedding. Are there any additional vendors you’re thinking about having? Something special like balloon art? Add in all other vendors as additional cards.
Next, think about what you’ll need to buy. Create cards for each item or create a card with a checklist you can use for a shopping list. This could include:
- Groom’s attire
- Bridal party attire
- Wedding rings
- Gifts for the bridal party
- Wedding favours
Are you planning any DIY projects? If so, create a card for each one so it’s not forgotten. The last thing you need is to remember you haven’t made your centrepieces until two days before the wedding!
Helpful tips to plan a wedding using Trello:
- If you need to find a card quickly (because your board is bound to get quite full) you can use the search bar at the top
- There’s an activity log so you can see who changed anything on the board and when
- Drag and drop your cards to reorganise them OR use due dates so they are ordered automatically with tasks due sooner appearing at the top of each list
- Attach important email correspondence or screenshots of messages from vendors to your cards. There’s nothing worse than accidentally deleting an email that you need later!
- Why not include your honeymoon plans? Create a separate label for everything honeymoon-related and you’ll have a supercharged wedding plan!
Trello is incredibly user-friendly with tutorials to step you through the process. It even has an app so you can update on the go.
The combination of organisation and personalisation makes wedding planning with Trello so simple. We’re hooked and we’re sure you will be too!