The Scenario
A contractor wraps up their last day on Friday. By Monday morning, their manager needs a full picture of every open Trello card still assigned to that person — across six different boards — to hand off work to the right people. The contractor is already gone. Nobody knows which boards they were on. The Trello UI shows you one board at a time.
The bad version:
- Open each of the six boards one by one, click the member filter, scroll through every list, and manually copy card names, lists, and due dates into a spreadsheet
- Discover partway through that the contractor was also on two boards you didn't know about
- Miss two cards on boards you forgot to check, surface the gap in a handoff meeting
This isn't a one-board problem and the org's paying for that contractor's time until everything is reassigned. The longer the spreadsheet stays incomplete, the longer those tasks sit without an owner.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It connects to your Trello workspace and can search across all boards in the organization — not just the one you're looking at. You give it a username and it does the sweep.
The prompt to run:
Get all cards assigned to the Trello member username in cell A1 across all boards in our organization. Write the card name, board name, list name, due date, and card URL into columns A through E of this sheet, sorted by due date ascending.
What You Get
- One row per card, across every board the member is assigned to
- Columns: card name, board name, list name, due date, card URL
- Sorted by due date so the most urgent handoffs surface at the top
- Cards with no due date listed last
What If the Data Is Not Quite Ready
You want to filter to specific boards only
Get all cards assigned to the member username in cell A1 on these Trello boards: 'Product Roadmap', 'Engineering Sprint', 'Customer Success'. Write card name, board, list, and due date into this sheet.
You need to see unassigned cards on the same boards (for a full handoff picture)
Fetch all cards from the Trello boards 'Engineering Sprint' and 'Product Roadmap' that have no members assigned. Write card name, board, list, and due date into column F through I of this sheet so we can compare against the assigned cards above.
You want to group by board for easier assignment conversations
Get all cards assigned to the Trello username in cell A1 across all org boards. Write the results grouped by board — one section per board with the board name as a header row — into this sheet, with card name, list, and due date under each section.
Full handoff packet: assigned cards + reassignment suggestions
Fetch all open Trello cards assigned to the username in cell A1 across all boards. Write card name, board, list, due date, and current member into columns A through E. Then in column F, write the names of other members who have cards in the same list, so the manager can see who might naturally inherit each task.
One prompt, one run — and the handoff meeting has a document with options already mapped.
Try It
Get the 7-day free trial of SheetXAI and open a blank Google Sheet with the contractor's Trello username in cell A1. The cross-board sweep runs in one prompt. Also see how to export overdue cards for escalation and the Trello hub.