How to Set Up a Trello Editorial Calendar (Free Template)

Your content ideas sit in random notes. Deadlines slip through the cracks. Writers forget what stage their drafts are in. You need a system that keeps everything visible and organized without adding more complexity to your workflow.

Trello gives you that system for free. You get a visual board where every content piece moves from idea to published. No complicated setup. No monthly fees for basic features. Just a clear view of your entire editorial pipeline.

This guide walks you through building a working editorial calendar in Trello. You will learn how to create your board, set up calendar view, build reusable templates, configure content cards, and add automation. By the end you will have a free template you can start using today. Each step takes minutes and requires no technical skills.

Why Trello works for editorial planning

You need three things from an editorial calendar: clear visibility of your content pipeline, easy collaboration with your team, and zero learning curve to get started. Trello delivers all three without forcing you to pay for premium features or watch hours of training videos.

Free features that actually matter

Trello gives you unlimited boards and cards on the free plan, which means you can organize every content piece without hitting a paywall. The calendar view comes built in, so you see your publication schedule at a glance instead of scrolling through endless lists. You can attach files, add checklists, set due dates, and invite team members without spending a dollar.

Visual boards keep everyone aligned

Your trello editorial calendar sits on a kanban-style board where each card represents one piece of content. Writers see exactly what stage their work is in. Editors know which drafts need review. You avoid the chaos of spreadsheets where updates get lost and nobody knows what changed.

The visual layout eliminates the question "what should I work on next?" because your priorities are right in front of you.

Collaboration happens naturally through comments and mentions on each card. Your team discusses edits, asks questions, and tracks changes in one place. No more digging through email threads to find feedback from three weeks ago. Everything lives with the content card where it belongs.

Step 1. Create your board and calendar view

You start with a blank Trello board that takes 30 seconds to create. This board becomes your central hub where every content piece lives from initial idea to publication. The setup process requires no technical knowledge and you can start organizing content immediately.

Set up your new board

Log into your Trello account and click the "Create new board" button in your workspace. Name it something clear like "Editorial Calendar 2025" or "Content Pipeline" so your team knows exactly what it contains. Choose a background color or image that helps you identify this board quickly when you have multiple projects running.

Your new board appears empty with three default lists (To Do, Doing, Done). Delete these placeholder lists because you will build custom stages that match your actual content workflow in the next step.

Enable calendar Power-Up

Click "Show Menu" in the top right corner of your board and select "Power-Ups" from the dropdown. Search for "Calendar" in the Power-Ups directory and click the "Add" button next to the Calendar Power-Up. This activates a calendar icon at the top of your board that displays all cards with due dates in a monthly view.

Calendar view transforms your trello editorial calendar from a kanban board into a visual publishing schedule where you see exactly what goes live each day.

Step 2. Build your reusable calendar template

You need a list structure that reflects how content actually moves through your workflow. Your trello editorial calendar works best when these stages match your team's real process, not some generic template. Start with four to six lists that represent clear milestones from brainstorm to live content.

Define your content stages

Most content teams need these core workflow stages that cover the entire lifecycle. You can adjust based on your specific needs, but this structure handles planning, creation, review, and publication:

• Ideas & Backlog: Raw content concepts waiting for development
• In Progress: Active writing and creation work
• Review & Editing: Content undergoing feedback and revisions
• Scheduled: Finalized pieces with publication dates set
• Published: Live content for tracking and promotion

Your workflow stages should eliminate confusion about where content belongs and what needs to happen next.

Create your lists in order

Click "Add a list" on your board and type the name of your first stage. Repeat this process for each workflow stage, arranging them left to right in the order content flows. Place "Ideas & Backlog" on the far left and "Published" on the far right so you see the natural progression.

Your completed board shows the full content journey at a glance. Writers know where to find their assignments. Editors see what needs review. You track everything from concept to completion without switching between tools or losing visibility into your pipeline.

Step 3. Configure cards for each content piece

Each card in your trello editorial calendar represents one piece of content moving through your workflow. You set up these cards with specific information that tells your team exactly what needs to be written, when it is due, and who owns it. The configuration takes two minutes per card and creates a complete brief that eliminates confusion.

Create and name your content cards

Click "Add a card" at the bottom of your "Ideas & Backlog" list and type a clear working title for your content piece. Use descriptive names like "How to Choose Running Shoes for Beginners" instead of vague titles like "Running Article 3" so anyone can understand what the piece covers.

Add cards for every content idea you want to track. You can batch-create multiple cards by typing a title and pressing Enter to immediately add another card. This rapid input method lets you dump your entire content backlog into Trello in minutes.

Add essential card details

Click any card to open it and start adding the information your team needs. Set a due date by clicking the "Dates" button and choosing your target publication date. This date appears in your calendar view so you see your publishing schedule.

Write a brief description in the card that includes your target keyword, main points to cover, and any research links. Attach your content brief document using the "Attachment" button if you have detailed requirements. Add team members by clicking "Members" and selecting who will write, edit, or review the piece.

Cards become self-contained briefs where writers find everything they need without hunting through emails or shared drives.

Use the checklist feature to break down tasks like "Research competitors," "Write first draft," "Add images," and "Optimize meta description." Your team checks off items as they complete them, giving you instant progress visibility.

Step 4. Add labels templates and automation

Labels and automation transform your trello editorial calendar from a static board into a smart system that updates itself. You assign color-coded labels to categorize content types and use Butler automation to trigger actions automatically when cards move between lists. This setup takes 10 minutes and saves hours of manual updates.

Set up color-coded labels

Click any card and select "Labels" to create your first label. Name it based on your content categories like "Blog Post," "Social Media," "Newsletter," or "Video Script." Choose a distinct color for each label so you identify content types instantly when scanning your board.

Create labels for your workflow status as well. Add "Needs Review," "Approved," "Urgent," or "Waiting on Assets" to communicate exactly what action each piece requires. Your team filters the board by label to see only blog posts or only urgent pieces.

Create automation rules

Click "Automation" in the board menu and select "Create Rule" to build your first automation. Set a rule that automatically adds a checklist when you move a card to "In Progress." This checklist includes steps like "Research keywords," "Write outline," and "Draft conclusion."

Add another rule that sets a due date reminder three days before publication. Butler sends notifications to assigned team members so deadlines never slip through. Your trello editorial calendar runs itself while you focus on creating content.

Wrap up and next steps

Your trello editorial calendar now handles everything from brainstorming to publication. You built workflow stages that match your team's process, configured content cards with due dates and assignments, and added automation that updates itself. This free template eliminates the chaos of scattered notes and missed deadlines.

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