Trello Notifications: How to Never Miss a Deadline
Adding due dates in Trello doesn’t mean much if you never see the notification. That’s where Trello notifications come in. When set up correctly, they turn your task list from a forgotten board into a reliable reminder system.
In this tutorial, I’ll guide you through how to add due dates, set reminders that actually notify you, and even use automations so you never have to worry about missing a deadline again.
Because let’s be real, a due date that doesn’t ping you at the right time might as well not exist at all. 😅
Disclaimer: Please note this post may contain affiliate links. This means I may receive a commission if clicked at no extra cost to you. Though the opinions remain my own
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How to Add Due Dates in Trello
Adding due dates in Trello is super simple, and you actually have two ways to do it, depending on how you like to work.
Method 1: Inside the card
- Open your card
- Click on Dates
- Choose the due date and time
Method 2: Quick edit
- Hover over the card (the little pencil icon will appear)
- Click the edit icon
- Choose Edit dates
Both methods bring up the same date menu, so it’s really just about what feels faster for you in the moment.
From here, you’ll want to:
- Pick the due date and time. I usually set mine for around 7:00 AM so I get that gentle “don’t forget me!” nudge before diving into my day.
- Choose a reminder notification time. Options include 5 minutes, 1 hour, 1 day, or 2 days before.
⚠️ Here’s the big gotcha: if you leave the reminder setting on “none,” Trello will stay completely silent, and that’s when tasks fall through the cracks. Don’t let that happen!
How to Actually Get Notified
Trello notifications are your secret weapon.
They save you from having to constantly peek at your board and wonder, “What was I supposed to be doing again?” Instead, reminders pop up right when you need them, keeping you focused and helping you actually follow through on tasks.
And it’s not just a nice-to-have. Studies on productivity show that using reminders increases task completion rates and makes it easier to stay consistent
But here’s the catch: Trello only sends notifications to card members or watchers. So if you’re not officially added to the card, Trello will stay totally quiet, even if you set the reminder. Ouch.
To make sure you’re actually in the loop, you need to:
- Add yourself as a member of the card, or
- Click Watch so you’re following updates
It’s such a small step, but it makes all the difference.
Do this, and suddenly Trello transforms from “just another list of tasks” into your personal accountability buddy. 🙌🏼
Using Checklist Due Dates (Paid Feature)
If you’re on Trello’s paid plan, here’s a fun extra: you can set due dates on individual checklist items. This is perfect for projects with lots of moving parts, because not everything is due on the same day.
For example, you might set the overall card due date for October 1st, but give yourself a heads-up that the “Write draft” checklist item is due September 26th.
Each checklist item can have its own Trello reminder. Just don’t forget to assign yourself to that item or the notification fairy won’t show up.
If you’re using the free plan, don’t worry, there’s a simple workaround. Just turn those important checklist items into their own cards with due dates. It’s not quite as slick, but it gets the job done and still keeps you on track.
How to Automate Notifications in Trello
Let’s be real… manually adding yourself to every single card or checklist item gets old fast. Luckily, there’s a secret weapon: Trello automations.
Think of them as your behind-the-scenes assistant, quietly making sure you never miss a deadline.
Here are two easy rules you can set up:
Rule 1: Auto-add yourself when a due date is set on a card
- Trigger: Due date is set
- Action: Add yourself as a member
Rule 2: Auto-assign yourself when a due date is set on a checklist item
- Trigger: Checklist item due date is set
- Action: Assign to yourself
Once these automations are active, you can just set a due date and walk away. Trello will handle the rest. 🤖
Your Next Steps with Trello Notifications
With Trello due dates, reminders, and automations in place, your board finally works like a real notification system, not just a pretty list of tasks collecting digital dust.
If you’re ready to level up your setup even more, here are some easy next steps:
- Grab my free guide with 9 Trello hacks to save time
- Explore ready-to-use Trello templates for solopreneurs
- Subscribe on YouTube for more Trello and productivity tutorials
Set it up once, and Trello transforms from a basic to-do list into your accountability buddy… the one that never forgets to nudge you at the right time. 😉
