Using Trello for Onboarding

Overview

During your FitnessForce onboarding journey, you’ll use Trello as your central project management tool. This board helps track all setup activities from start to finish, ensuring nothing falls through the cracks. Understanding how to navigate Trello’s 5-stage workflow is essential for a smooth onboarding experience. You’ll use it to communicate with your FitnessForce team, upload required documents, and monitor progress across all setup tasks.

Prerequisites

Before you start using Trello for your onboarding:

  • Email address for receiving Trello invitations

  • Basic understanding of your gym’s business structure (company name, location details)

  • Access to required documents (logos, agreements, tax information)

  • Smartphone or computer with internet access

  • Designated point of contact from your team

Key Concepts

Trello Board: A visual project management tool that organizes tasks in columns representing different stages

Cards: Individual tasks or activities that move through different stages as they progress

5-Stage Workflow:

  1. To-Do: Tasks not yet started

  2. Waiting on [Client]: Tasks requiring information from you

  3. In Progress: Tasks being worked on by FitnessForce team

  4. Review: Completed tasks awaiting your review

  5. Done: Fully completed and approved tasks

Comments Section: Where you communicate and provide information on specific tasks

Attachments: Documents, images, or files you upload to complete tasks

Step-by-Step Instructions

Step 1: Access Your Trello Board

  • You’ll receive an email invitation to join your Trello board

  • Click the invitation link to create your account or sign in

  • Download the Trello mobile app for on-the-go access

  • Your board will show 8-10 activity cards needed for setup

Step 2: Understanding Task Cards

  • Click on any card to view its details

  • Read the description section for what’s needed

  • Check for any template attachments provided

  • Note which team member is assigned to help

Step 3: Provide Required Information

When a card moves to “Waiting on [Client]”:

  • Click on the card to open it

  • Navigate to the comments section

  • Copy any requirements listed and paste them into a comment

  • Fill in the requested information (example: company name, admin email, contact number)

  • Attach any required files using the attachment button

  • Save your comment

Step 4: Track Progress

  • Check cards in “In Progress” to see what FitnessForce is working on

  • Review cards in the “Review” column for accuracy

  • Confirm configurations are correct before approving

  • Cards only move to “Done” after your approval

Step 5: Stay Updated

  • Enable notifications to know when cards move stages

  • Use the Trello mobile app to update information anywhere

  • Check daily for cards in “Waiting on [Client]” status

  • Respond promptly to keep the 2-4 week timeline on track

Common Questions

Q: What if I don’t have all the information requested on a card?
A: Add a comment explaining what you have and what’s missing. The FitnessForce team will work with you to find solutions or alternatives.

Q: Can I assign tasks to my team members?
A: Yes, you can add team members to the board and assign them to specific cards. This is helpful when different people handle different aspects of setup.

Q: How quickly should I respond to tasks in “Waiting on [Client]”?
A: Aim to respond within 24-48 hours to maintain the 2-4 week setup timeline. External dependencies like payment processing may add time regardless.

Q: What happens after all cards are completed?
A: Once all cards reach “Done” status, your system is ready for training. The board remains accessible for reference during your initial launch period.

Q: Can I upload documents directly from my phone?
A: Yes, the Trello mobile app allows you to take photos or upload files directly from your device, making document submission very convenient.

Best Practices

Based on FitnessForce team recommendations:

  • Designate one primary contact person to manage the Trello board

  • Review all cards at the beginning to understand the full scope

  • Gather required documents early to avoid delays

  • Use the comments section for questions instead of email

  • Upload high-resolution images for logos (they’ll be used across the platform)

  • Keep your Trello notifications on for real-time updates

  • Complete simple tasks immediately when cards enter “Waiting on [Client]”

Related Resources

  • Setting Up Your Company Structure

  • Understanding User Roles and Permissions

  • Configuring Payment Processing

  • WhatsApp Business Integration Guide

Next Steps

After familiarizing yourself with Trello:

  1. Complete all cards in “Waiting on [Client]” status

  2. Schedule your initial training session

  3. Prepare your team for system training

  4. Begin planning your pre-sale launch strategy

Need Additional Help?

If you need assistance with Trello or have questions about specific cards:

  • Comment directly on the relevant card for fastest response

  • Contact your assigned FitnessForce account manager

  • Schedule a review call to go through pending items

  • Email support@fitnessforce.com for technical issues