Trello client portal: should you share your Trello board with a client?

How sharing a Trello board with a client works

These rules come from Trello’s own pricing page and help center, checked on 10 October 2026. Trello changes plans from time to time, so confirm them before you rely on a detail.

• A client joins as a Workspace guest: a member of a board who is not a member of the board’s Workspace. Guests can only see the boards they are invited to, and they can see all cards on those boards.
• A guest is a normal board member by default and can change the board like any other member. Observers, a role that limits what someone can do on a board, are a Premium setting.
• Free Workspaces are capped at 10 collaborators. Workspace members, guests and pending invitations all count. Over the limit, the Workspace’s boards become view-only. Free also allows up to 10 boards per Workspace.
• On Standard and Premium, single-board guests are free. A guest on two or more boards becomes a multi-board guest, billed at the same rate as a Workspace member. On Enterprise, multi-board guests are not billed.

Sources: Trello pricing, What is a Workspace guest?, Multi-board guests, Collaborator limit for free Workspaces.

Where a shared Trello board falls short for client work

Everything on the board is visible

Trello controls access per board, not per card. If your team keeps “refactor auth”, “client is slow to reply” or a rough price on the same board, the client can read it. The workaround is a second, client-only board, which means copying or mirroring cards and keeping two boards in sync.

No estimate or sign-off step

Trello’s pricing page lists no approvals, estimates or sign-off feature. Teams improvise with labels, Custom Fields (Standard and up), checklists, Power-Ups or a comment that says “approved”. That works until someone asks which version the client agreed to, or whether “looks good” referred to the price or the result.

The client can move your cards

A guest edits like a member unless you restrict them, and the Observer role needs Premium. A client dragging a card to Done is a status update you did not make.

Guests count, one way or another

On Free, clients use up the 10-collaborator limit. On Standard and Premium, a client on two boards, for example a website board and a support board, is billed like a team member.

When Trello is still the right call

Keep sharing the Trello board when:

• the board holds only work the client is meant to see;
• the client is a real collaborator, such as an in-house product owner who should create and move cards;
• each client needs one board, so on a paid plan they stay single-board guests;
• prices are fixed in a contract and nobody needs a recorded estimate or sign-off;
• your workflow depends on Power-Ups, automation or views that TaskOH does not have.

You can also keep Trello for internal planning and use TaskOH only as the client-facing layer for requests and approvals.

How TaskOH separates internal and client work

In TaskOH, the client works in the same project as you, filtered to what you share. Tasks your team creates start internal. You mark a task visible to clients when it is ready, and sending an estimate or a delivery approval request shares it automatically. Each comment is either shared or an internal note, and you can hide planned hours and fees per task.

Clients submit requests through a form that files them in your Inbox. Extra work gets an estimate the client approves or rejects, and finished work gets a separate delivery approval: approve, or request changes with a comment. Both decisions stay on the task. Clients sign in with an emailed link, so there is no new password to manage. The TaskOH client portal page shows exactly what clients see.

Trello vs TaskOH for client work

Trello facts are from Trello’s pricing page and help center on 10 October 2026. TaskOH prices are per workspace per month in USD.

Trello is the more flexible board. TaskOH is narrower on purpose: it has no Power-Ups, custom columns, time tracking or invoicing, and in return the client side of the work is separated and recorded.

Move client work from Trello to TaskOH

TaskOH has no Trello importer. For client work that is rarely a problem, because only the open, client-facing cards need to move.

1. Pick the cards that matter

   Open cards the client asked for or needs to decide on. Leave finished history and internal chores in Trello.

2. Create one project per client

   Free covers two projects; Pro has ten, and Business is unlimited.

3. Bring the cards over

   Type them in, paste the list as notes on Pro or Business to create tasks in Inbox (this uses AI credits), or let an assistant connected through the TaskOH MCP server create them for you. If the scope lives in a Word brief, convert the .docx to draft tasks instead.

4. Classify and share

   Mark each task in scope or out of scope, add hours and fees to extra work, and mark the tasks the client should follow as visible.

5. Invite the client and close the old board

   Invite them on Solo or higher, remove them from the Trello board, and tell them that new requests go through the request form.