# How to Use Trello Planner (Step-by-Step Tutorial) Source: https://www.youtube.com/watch?v=hGlXk37kvjU Recap page: https://rapidrecap.app/video/hGlXk37kvjU Generated: 2026-02-03T18:07:51.879+00:00 --- ## Quick Overview Trello's Planner feature allows users to integrate their external calendars, like Google Calendar, directly alongside their Trello boards, enabling drag-and-drop scheduling of tasks onto specific dates and times, which automatically syncs updates back to the external calendar. **Key Points:** - Trello's Planner feature integrates external calendars, such as Google Calendar, allowing users to view scheduled events side-by-side with Trello boards (00:38). - Users can drag and drop Trello cards directly onto time slots in the Planner's calendar view to schedule tasks (00:04, 00:45). - When a Trello card is placed on the calendar, it creates a corresponding event in the connected external calendar (00:48). - Modifying the scheduled time or deleting the event within the Planner updates the corresponding entry in the external calendar (02:57, 03:06). - The Planner allows customization of the visible calendar range, offering options like Day, Week, or a custom number of days (3:38). - The synchronization is bidirectional: changes made in the external calendar (like Google Calendar) are reflected back in the Trello Planner (02:05). - The demonstration shows scheduling a task card titled "Design new brand logo" from the 'TO DO' list into a specific time slot (11:00 AM - 12:00 PM) on Wednesday, January 28th (01:39, 02:28). ![Screenshot at 00:01: The initial screen setup showing the Trello board interface with icons for Trello and a calendar appearing, indicating the integration feature being introduced.](https://ss.rapidrecap.app/screens/hGlXk37kvjU/00-00-01.jpg) **Context:** The video features productivity coach Karl Jacobson demonstrating how to leverage the Trello Planner feature to seamlessly integrate task management with time-based scheduling, specifically using Google Calendar as the external calendar example. The core concept is moving tasks from a Kanban board structure (lists like Ideas, To Do, Doing) directly onto a visual timeline to create a concrete weekly schedule, thus avoiding context switching between separate applications. ## Detailed Analysis Karl Jacobson demonstrates utilizing the Trello Planner view to synchronize Trello cards with an external calendar, specifically Google Calendar. To begin, the user switches from the default Board view to the Planner view at the bottom navigation bar (00:31). The Planner view shows the Trello cards on the right and a calendar timeline on the left. Users must connect their calendar by clicking "Connect a calendar" and selecting their provider (Google or Outlook) (00:53). Once connected, existing calendar events appear on the left timeline, such as 'Client Meeting' and 'Marketing Team Meeting' (00:57). To schedule a task, the user drags a Trello card, such as 'Design new brand logo' from the 'TO DO' list, onto a desired time slot on the calendar (01:37). This action creates a scheduled event in the calendar view (01:43) and simultaneously updates the linked Google Calendar (02:10). If the user adjusts the duration of the scheduled event on the calendar (01:57) or deletes it (03:03), the change reflects back in the other application, confirming two-way synchronization. Furthermore, users can customize the calendar range shown in the Planner settings, selecting options like Day, Week, or a custom number of days (3:38). The video concludes by emphasizing that this integration ensures tasks scheduled in Trello appear on the external calendar, helping users stay focused on completing those tasks within their allotted time blocks. ### Trello Planner Setup - Switch to Planner view - Connect Google or Outlook calendar - Calendar events display on the left panel ### Scheduling Tasks - Drag Trello cards from the board onto the calendar timeline - Card automatically becomes a scheduled event - Example task used is 'Design new brand logo' ### Calendar Synchronization - Dragging a card creates an event in the external calendar - Modifying the event time/duration in the Planner updates the external calendar - Deleting an event in the Planner removes it from the external calendar ### Customization Options - Access Menu via settings icon - Select 'Select calendar range' - Choose custom number of days to display (e.g., 2 days) - Toggle calendar visibility on/off ![Screenshot at 00:01: Introduction of the Trello Planner view, showing the Trello board on the right and a calendar interface appearing on the left.](https://ss.rapidrecap.app/screens/hGlXk37kvjU/00-00-01.jpg) ![Screenshot at 00:24: The initial Trello board \('Demo Board 3'\) displaying standard Kanban lists: IDEAS, TO DO, DOING, WAITING ON, COMPLETE.](https://ss.rapidrecap.app/screens/hGlXk37kvjU/00-00-24.jpg) ![Screenshot at 00:39: The Planner view is active, showing a calendar on the left with scheduled events and the Trello board on the right, demonstrating the side-by-side layout.](https://ss.rapidrecap.app/screens/hGlXk37kvjU/00-00-39.jpg) ![Screenshot at 01:16: Demonstration of dragging the 'Design new brand logo' card from the Trello 'TO DO' list onto the 11 AM slot in the Planner calendar.](https://ss.rapidrecap.app/screens/hGlXk37kvjU/00-01-16.jpg) ![Screenshot at 02:11: The Google Calendar view is shown separately, confirming that the Trello task \('Design new brand logo'\) has been successfully created as a calendar event.](https://ss.rapidrecap.app/screens/hGlXk37kvjU/00-02-11.jpg)