Scheduling for Freelancers: Track New Customers in Trello

Time is money and time spent trying to make money is different than time spent making money. Did you know that you can save time and make money by using x.ai to help you book your premium services? In my first post of this series, I explain how to you can use x.ai to facilitate booking them and payments for your consultations. If you offer regular coaching, you can use x.ai to help clients book their first call and pay a deposit on their package! Now, we’ll automate the creation of a Trello card each time a consultation is booked so you can track all your tasks in one place.

What is Trello?

Trello is a super simple and very powerful Kanban Board creation tool. You can manage your projects and organize just about anything! It’s mobile friendly, intuitive, and visual. Trello is used everyday by Fortune 500 companies, solopreneurs, college students, and busy parents. For this post, we’ll use Zapier to connect x.ai and Trello so you can organize all your business tasks in one place!

What do you need?

You’ll need:

Adding new meetings to Trello

The Steps

  1. Setup Zapier by authorizing x.ai
  2. Pull a sample meeting into Zapier
  3. Add a Filter to Your Zap
  4. Use the “Create card in Trello” action to record new meetings

Getting Zapier Setup – Steps 1-2

The team at x.ai has created this handy guide to help you connect to Zapier. Once you’re connected, create a new trigger from x.ai. We’ll start with the “New Meeting Scheduled” Trigger Event. Choose your account and then select “Test Trigger.” The information Zapier finds is what we’ll use:

Filtering Your Meetings – Step 3

It’s incredibly likely that you’ll use xai for all kinds of meetings! This zap is going to fire every time a new meeting is scheduled which isn’t our goal. We want to create a Trello card for each consultation meeting and not the other kinds. To do this, we’ll need to introduce a filter for the next step. A filter “Only proceed[s] when a condition is met.”

We want to use the Meeting Template URL as the filter for our meetings. To do this, we’ll want to set the Meeting Template URL as the condition. Then, insert the name of your meeting name in the field on the right. This tells Zapier to only continue if the meeting template matches your consultation meeting template.

Create a new card in Trello for each consultation – Step 4

For this step, you’ll need to authorize Zapier with your Trello account. If you’ve never connected Zapier to Trello before, the folks at Zapier have created a nifty guide for you. When you’re ready, you’ll want to use the “Create Card” action event.

Now you can add the details of your x.ai meeting to Trello. A few notes here:

  • Trello allows you to set a “due” date. I recommend adding the meeting start time to this field.
  • I’ve also included the meeting status as a custom label.
  • I don’t want to have to open up Google Calendar to get to my meeting. To make things more efficient, I’m adding the meeting URL right to the description of my Trello card.

Here is my setup:

Once you’ve filled in all the data you’d like to include, it’s time to test it. How did you do? If things don’t quite look right, remember to teak and then try things again. Here’s what my example looks like:

In my next post, I’ll share about other ways you can automate processes once a meeting is booked, like adding an invoice to your invoicing software so you can keep an accurate account of your sales.

Enoma is a writer, speaker, and entrepreneur who loves to empower makers and creators to do good, and do it well. She runs Stackrie, an automation consulting firm helping small teams with big goals get stuff done—with less manual effort.


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