Switching from Trello to ClickUp: How to Import Checklists Without Losing Data

Trello is a fantastic starting point for many teams but they may struggle when they try to force a simple task manager to do the job of a full project management suite.

Not sure of the difference? Read our guide on Project Management Software vs. Task Management Tools.

Moving to ClickUp is often the logical next step. It offers significantly more power while retaining the ability to use Kanban views.

However, migration anxiety is real. The biggest fear? Data loss. Specifically, Trello users live and die by their card checklists. If those 20-step processes inside your cards disappear during the import, your operations grind to a halt.

This guide focuses specifically on the trickiest part of the migration: Moving your Trello Checklists to ClickUp without losing a single item.

The Core Challenge: Trello "Checklists" vs. ClickUp Structure

Before you hit "Import," you need to understand a fundamental difference in how these two tools think.

• In Trello: A card is a card. A checklist is just a list of text items inside that card. They are simple and flat.

• In ClickUp: You have more options. A Trello checklist item can become a ClickUp Checklist or it can be converted into a Subtask.

If your Trello checklists are just simple reminders (e.g., "send follow-up email"), keep them as checklists. If your Trello checklists require assignees, due dates, or descriptions (e.g., "Draft Q3 Report"), you must map them as subtasks in ClickUp.

Step-by-Step: The Safe Migration Workflow

Follow these steps to ensure your data transfers cleanly.

1. Preparation

Clean up your Trello board first. Archive old lists and cards you don't need. The cleaner the source data, the faster the import.

Tip: If you have multiple Trello Boards, we recommend importing them one by one into separate ClickUp Spaces to keep things organized.

2. Initiate the Import in ClickUp

1. Click your Avatar in the lower-left corner of ClickUp.

2. Select Settings.

3. Click Import/Export in the sidebar.

4. Select Trello.

5. Authorize ClickUp to access your Trello account.

3. Mapping Your Data

This is where most users make mistakes. ClickUp will ask you to map Trello fields to ClickUp fields.

Trello Field	ClickUp Destination	Why?
Board	Space or Folder	Keeps high-level organization intact.
List	Status (Recommended)	Trello lists usually represent workflow stages (To Do, Doing, Done).
Card	Task	The standard unit of work in both systems.
Description	Task Description	Direct text mapping; no formatting loss.
Checklist Item	Subtask or Checklist	Subtasks allow for assignees/due dates; Checklists are flat text.
Attachments	Attachments	Files and images transfer over automatically.

4. The Checklist Pivot: "Nested Subtasks" vs. "Checklists"

When you reach the Checklist mapping section, ClickUp will ask how you want to handle them.

Option A: Import as Checklists

• Best for: Simple to-do lists.

• Result: They will appear inside the ClickUp task exactly as they looked in Trello.

• Pros: Familiar look and feel.

• Cons: You cannot assign a specific person or due date to a single checklist item easily.

Option B: Import as Subtasks (Recommended for Scale)

• Best for: Complex workflows where different people handle different steps.

• Result: Every item in your Trello checklist becomes a standalone "Subtask" nested under the parent task.

• Pros: You can now track time, add assignees, and set dependencies for every single line item.

• Cons: It can make your view look busier initially.

Tip: If you are moving to ClickUp to scale, choose Option B (Subtasks). It unlocks the power that made you leave Trello in the first place.

Troubleshooting: "Where did my data go?"

If you finish the import and things look wrong, check these common issues:

"My Lists became Statuses, but I wanted them as separate Lists!"

If your Trello board wasn't a workflow (To Do -> Done) but rather categories (Marketing Ideas, Sales Ideas, Dev Ideas), ClickUp might have forced them into statuses like "Open" or "Closed."

• Fix: In the import mapping, choose to map Trello Lists to ClickUp Lists instead of Statuses.

"My Checklists are messy text blocks."

This happens if the import fails to parse the formatting.

• Fix: Unfortunately, you may need to re-import. Ensure your Trello cards don't use non-standard markdown in the checklist fields before trying again.

"I can't find my Archived cards."

By default, ClickUp might not import archived Trello cards to keep your workspace clean.

• Fix: There is a checkbox during the import setup: "Import archived cards." Ensure this is ticked if you need historical data.

Post-Migration Checklist

Once the progress bar hits 100%, do not invite your team yet. Do this first:

1. Spot Check: Open 5 random tasks that had heavy checklists in Trello. Verify they are readable.

2. Check Assignees: Ensure Trello users were mapped to the correct ClickUp email addresses. If not, tasks may be unassigned.

3. Set ClickApps: Go to your new Space settings and turn on "Multiple Assignees" if your Trello cards often had multiple people on them.

4. Create a View: Trello users miss the Board view. Create a Board View in ClickUp immediately so the environment feels familiar to them.

Still not sure if ClickUp is the right landing spot? Compare it against other top tools in our rounded-up guide to the Best Project Management Software for Small Businesses.

ScaleUp Tip

Moving from Trello to ClickUp doesn't have to be a headache. The secret lies in the Mapping Phase. If you treat your Trello Checklists as Subtasks during the import, you are upgrading your data and instantly transforming static lists into actionable, trackable workflows.