How to Manage Trello Notifications and Reminders

Edited 3 weeks ago by ExtremeHow Editorial Team

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Trello is an incredibly useful tool for organizing your tasks and projects. However, without proper notification and reminder settings, you may miss important tasks or deadlines. Managing Trello notifications and reminders effectively ensures that you stay on top of your work and are always aware of upcoming tasks or changes to your project. Below, you will find a comprehensive guide on how to manage notifications and reminders in Trello.

Understanding Trello notifications

Notifications in Trello are alerts that are triggered based on the activity happening on your boards. They help keep you informed about updates, changes, and upcoming tasks. Trello offers different types of notifications:

• Email notifications: Sent to your registered email address to keep you informed about various activities in your Trello board.
• In-app notifications: Appear directly in the Trello app or on the Trello website.
• Mobile push notifications: This will be delivered to your mobile device if you have the Trello app installed.

Configuring email notifications

To manage email notifications, follow these steps:

1. Go to the menu in your Trello board.
2. Select Settings, and you will find the option for Notifications.
3. Adjust the settings to choose the frequency of email notifications: Immediately, Periodically, or Never.

Manage in-app notifications

In-app notifications are alerts that are shown directly in the Trello interface:

• These notifications appear in the Trello notification menu, indicated by the bell icon in the upper right corner of your screen.
• You can view your notifications by clicking the bell icon, where you will see a dropdown list of recent notifications.

Controlling mobile push notifications

Mobile push notifications are specifically designed for updates on the go:

1. Download and install the Trello app on your mobile device from the App Store or Google Play Store.
2. Go to App Settings inside the app where you can enable or disable push notifications.
3. Modify board settings to choose which boards you want to receive push notifications for.

Understanding Trello reminders

Reminders in Trello are notifications sent to your email or device that alert you to upcoming tasks or deadlines related to a card. Here's how you can manage reminders:

Reminders are directly linked to the due date feature on the card. When you set a due date, Trello automatically sets a reminder that is sent 24 hours before the due date by default.

Customizing card due dates and reminders

To set a custom reminder for a card, follow these steps:

1. Open the card you want to set a reminder for.
2. Click on the Due Date button located on the right side of the card.
3. Set your preferred due date and time.
4. Click Set reminder to choose how far in advance you want the reminder to go. You can choose from several options, such as 5 minutes, 1 hour, 2 days, or 1 week before the due date.

Tips for managing notifications and reminders efficiently

Effectively managing notifications and reminders can help you increase productivity:

Understand the importance of notifications

Understand that notifications are there to help you. They keep you informed about important activities and upcoming deadlines. By understanding their purpose and adjusting the settings to suit your workflow, you can avoid unnecessary distractions.

Select relevant notifications

It's easy to get overwhelmed with alerts when several boards are active at once. Carefully choose which boards and features are important for notifications. This reduces clutter and lets you focus on what's really important.

Synchronize with your calendar

Integrate Trello with your calendar app if possible. This gives you a visual overview of your tasks and alerts, helping you better plan your day. Many popular calendar apps allow integration with Trello.

Review settings regularly

Your projects will evolve, and so will your notification needs. Review your notification settings in Trello periodically to make sure they fit your current needs.

Examples of managing Trello notifications

Use case 1: Team project updates

If you're working with a team on a project, it's important to stay updated on the project's progress. You can set up Trello notifications as follows:

• Receive in-app notifications for every major change to a project, such as a card movement or a change in a due date.
• Set reminders the day before important deadlines.

Use case 2: Personal task management

For personal tasks, being overwhelmed with information can be distracting. Consider the following management plan:

• Enable only necessary notifications, such as notifications for tasks that need to be done within 24 hours.
• Use smartphone push notifications for more immediate tasks, such as meetings or appointments.

Conclusion

Once you understand how each type works and how to configure their settings, managing notifications and reminders in Trello becomes simple. By tailoring them to your specific needs, you reduce distractions and increase your productivity. Always consider reviewing your settings periodically to adapt to any changes in your projects or workflow.

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