Setting up the Trello (or similar) workflow control system

Technical task (TT): Setting up a workflow control system in Trello (or analogs)

Project Goal

To organize a unified system for planning, control, reporting, and visualizing the team's work processes (managers, marketers, system administrator, temporary workers).
The system should provide transparent control of tasks, stages of execution, working hours, results for the day / week / month.

👥 Team for whom the system is created

• 1️⃣ Owner / Manager — controls all processes.

• 1️⃣ System Administrator — technical work on websites (OpenCart, hosting, servers).

• 2️⃣ Managers — order processing, client inquiries, CRM, shipments.

• 1️⃣ Marketer / content specialist — SEO, advertising, social media.

• 👷 Temporary workers / freelancers — minor tasks as needed.

⚙️ Tasks for the freelancer

1. Analysis and selection of the tool

• Analyze the company's needs (task control, time, reports, roles).

• Propose an optimal management system (priority — Trello, but alternatives are possible: ClickUp, Notion, Asana, Bitrix24).

• Briefly compare 2–3 tools based on criteria: convenience, cost, functionality.

2. Creating the system structure

• Create a workspace with access for all employees.

• Structure projects / directions, for example:

  • EEMarket – technical support

  • BezpekaCompany – SEO / content

  • Marketing and advertising

  • Sales / CRM

• Add boards with columns like:

  📝 To Do (Plan)
  🚧 In Progress (In Work)
  🧩 Review / Testing (Checking)
  ✅ Done (Completed)
  ⚠️ On Hold / Problem (Delays)
  

• Create examples of card templates with:

  • Task name

  • Description

  • Responsible person

  • Deadline

  • Checklist (subtasks)

  • Space for files / comments

3. Add time tracking and reporting

• Integrate Clockify or another time-tracker into Trello (or the chosen platform).

• Set up the ability to start the timer directly from the task card.

• Set up weekly reports:

  • Who and how much time was spent;

  • Number of completed tasks;

  • Tasks with missed deadlines.

4. Automation (Butler or built-in triggers)

• Set up automatic rules:

  • When the status changes to “Completed” → add completion date;

  • Every Friday — automatic report in channel / chat (Telegram or email);

  • Reminder one day before the deadline;

  • Automatic card movement when the checklist is 100% complete.

5. Reports and dashboards

• Set up Power-Ups or integrations for analytics:

  • Dashcards — visualization by statuses and users;

  • Reports for Trello — tables and graphs with filters by date, user, board;

  • Ability to export reports to Excel / Google Sheets.

• Add a general dashboard for the manager:

  • % of completed tasks;

  • User activity;

  • Uncompleted or delayed tasks.

6. Access and rights

• Set up access rights:

  • Manager — full access;

  • Managers / marketers — editing only their projects;

  • Observers / temporary — only viewing or completing specific tasks.

• Create a short instruction for each role (in PDF or Google Docs format).

7. Testing and training

• Conduct a test check: create a task → complete → close → receive a report.

• Conduct a short video or text guide “How to use the system” (minimum: 1 page or 5-minute screen video).

• Transfer all access and logins to the manager

📦 Expected result

1. Fully configured working system with all boards, columns, templates.

2. Time tracking integration (Clockify or similar).

3. Automatic reports for the day / week / month.

4. Instruction (text or video) for use.

5. All access and passwords transferred to the client.

⏰ Execution deadlines

• Approximately: 3–14 days after the structure is approved.

📎 Additional information

• Projects related to online stores (OpenCart), Google advertising, CRM, customer service, marketing.

• A convenient system for controlling all processes in real time is required.

• It is desirable that the freelancer has experience in implementing Trello / ClickUp for teams of 5+ people.