Checklists and custom fields

Checklists break a card into small steps, and every item can have its own owner and due date. Custom fields add the information your board needs on every card – a budget, a place, a contact, an event date. Both are always on; no Power-Up is needed.

Checklists

• Add a checklist: open the card → Checklists → Add checklist. A card can have several.
• Add items: type into Add an item and press Enter. Pasting several lines adds several items at once.
• Tick an item when it is done. The card front shows the progress, for example 2/5. Hide checked items in the checklist menu keeps long lists short (on your device only).
• Reorder: drag an item, or use the item menu (…) → Move up, Move down or move it to another checklist of the card.
• Make it a card: item menu → Convert to card turns a step that grew into its own task into a card on the same board, right below the card it came from. The item stays as a link: it shows the new card’s number, opens it with a click, and is ticked while the card is done – completing the card ticks it, and ticking the item completes the card. The item’s owner and due date move to the card, which owns them from then on. Unlink the card in the item menu makes it a plain item again; if the card is archived, the item says so, and if it leaves the board, the item is a plain item again. Undo takes a conversion back (the card goes to the archive).

An owner and a due date per item

• Item menu (…) → Assign picks one person with access to the board; Set due date picks a day and, if you like, a time in your time zone. Both open right below the item – no dialog.
• The item then shows the person’s avatar and a date chip: red when overdue, amber when due today, green when done. Click the chip to change the date.
• Volunteers and guests can take an open item with I’ll do it and hand it back with Give it back – handy for “who brings the chairs?”.
• The new owner gets an item in the inbox, and My cards lists the items assigned to you in a section of their own. The card front shows the next due item next to the progress.
• Dated items appear in the board’s calendar (Calendar Power-Up), in the workspace calendar and in your calendar subscription.

Custom fields

1. Open the board settings → Custom fields.
2. Enter a name (for example “Budget”), choose the Field type – Text, Number, Date, Checkbox or Dropdown – and click Add field. A dropdown gets its Options, each with a color.
3. Tick On card front to show the value on the card itself (dropdown values appear as colored pills).
4. Fill in the values in the card details under Custom fields.

Values can be used in the board filter and in the search across boards – for example Budget>=100 or "Event date":2026-12-01..2026-12-31 – and they are part of every export. Deleting a field removes its values from all cards.

Who may do what

	Editors and admins	Volunteers and guests (contributors)
Add, rename, reorder and delete checklists and items	yes	on cards they created
Tick items	yes	yes
Assign items and set their due dates	yes	take an open item or give back their own
Define custom fields and fill in values	yes	no

The server checks every change against these rules, whatever the screen shows.