The Trello Alternative

May 21, 2025

Key Takeaways

That’s The One is the modern alternative to Trello, built specifically for wedding and event planners. It brings all planning tools into one intuitive platform, helping you save time, cut admin, and deliver a seamless, high-end experience for your clients.
Trello is a general-purpose task board with basic templates and lacks essentials such as, guest lists, RSVPs, budget tracking, and timelines. As a result, forcing planners to patch together 5–7 extra tools.
That’s The One includes all features with unlimited events for just $55/month—a fraction of the $330/month it typically costs to use multiple disconnected tools.
The platform is also ideal for destination events, available in 7 languages (English, Spanish, German, French, Italian, Polish, Portuguese) and supporting over 20 currencies.

Wedding Planning App: The Trello Alternative for Wedding Planners

[[toc-anchor:Introduction to Wedding Planning Templates]]

Wedding planning is a complex and time-consuming process that requires careful attention to detail. From floral arrangements to vendor contracts, the myriad of tasks can easily become overwhelming. However, with the right tools and resources, couples can transform this daunting process into a stress-free and enjoyable experience.

One essential tool for wedding planning is a wedding planning spreadsheet. These spreadsheets help planners and couples stay organized and on track, ensuring that no detail is overlooked. There are tons of free wedding planning spreadsheets online - but which one is the right one to use?!

[[toc-anchor:Trello’s Popularity – But Is It Built for Weddings?]]

Trello is a popular project management tool which helps users visually organise tasks. It’s no surprise that some planners and couples have tried to adapt it for event planning. Trello wedding planning even offers some basic wedding day planning templates, but at the end of the day, it’s just a digital checklist. It is not designed to handle the complexities of a real wedding.

From wedding planning spreadsheets, timelines and budgets to guest tracking and supplier coordination, planning requires more than just task lists. Trello free wedding planning spreadsheets may be flexible, but it wasn’t built to support a full planning process.

Unfortunately, that’s why most couples and planners end up juggling 7 different tools (spreadsheets, task apps, guest trackers, and more). They are spending time manually syncing information across platforms which is time-consuming, frustrating, and prone to mistakes.

That’s where That’s The One, wedding planning software, comes in. It is a platform created specifically for weddings and is full of smart templates, automations, and collaboration features that make it easy for you to do ALL aspects of wedding planning in one place.

[[toc-anchor:What Trello Offers: Visual Task Boards, Not Wedding Planning Tools]]

Trello offers a handful of free wedding planning templates, including a basic 12 month timeline and wedding checklist with task cards like “book venue” or “choose dress.” These boards might appeal to users unfamiliar with wedding planning, but they’re generic, static, and not designed to handle the real complexity of wedding production.

What if your wedding isn’t in 12 months? What if you have cultural or religious requirements, need reminders for overdue tasks, or want to track payments in real time? Trello’s boards don’t adapt to these nuances. And without budgeting, guest list, or supplier management tools, couples are left stitching together spreadsheets and checklists to fill the gaps.

That’s why many free wedding planning templates seem helpful at first, but end up causing more work, confusion, and manual fixes later on. This is likely one of the reasons that 56% of couples go over budget and spent 528 hours navigating the planning process.

Trello Best Features:

Visual task tracking with templates for wedding organisation
Collaboration for team projects
Integration with various apps and tools

Trello Wedding Planning Limitations:

Not wedding-specific; lacks specialized features for tying the knot
Will require additional integrations/additional software subscriptions for complete planning functionality (like budget tracking, guest list, RSVP, seating charts, timeline etc.)

Introduction to TTO

That's The One, known as TTO, is a online platform designed to simplify the wedding planning process for modern event professionals and their clients. This all-in-one platform offers a range of tools and features to help wedding production businesses streamline their workflow and enhance client satisfaction. With its easy-to-use interface and customizable templates, TTO is the perfect solution for the wedding industry.

Planner Tip: TTO has a similar visual kanban board, where you can allocate tasks to collaborators with deadlines. You can also collaborate on individual tasks with text, voice and video comments.

🎥 2min video guide on how to set up task templates

[[toc-anchor:Planner Testimonials - Stories from the Switch]]

What ex-Trello Users Are Saying:

“I use trello today but have been looking for software that also connects into a floor/seating plan as I do that manually today.” Tamara from Gaea Design

“I started with trello, but as my business grew, I knew I need to move into something more sophisticated. This has made collaboration so much easier, helped me become more organised and led to happier clients.” Anna, Production Planning LLC

Read more testimonials

[[toc-anchor:Planning Software Shouldn't Be Expensive]]

Although Trello’s pricing plan starts at $0 for a wedding planning template, you are likely going to have to substitute 7 additional tools to complete your planning process.

TTO offers unlimited events and all-inclusive features for just $55/month for professional planners—compared to a minimum of $330/month when using multiple separate tools.

Try your 30 day free trial here or book a demo.

[[toc-anchor:That’s The One vs Trello: A side by side comparison of features]]

Features	Trello	That's The One
RSVP	Not available	Single RSVP link to share on any platform Custom RSVP Questions Multi-Event RSVPs Guests can RSVP on behalf of others Manage +1s Advanced settings for babies & children Matches guests using phone number and/or email
Guest List	Not available	Automatically import an existing guest list Add custom columns
Floor/seat plan	Not available	Upload blueprint & set to scale, so that furniture is in the correct measurements Easily drag & drop guests into seats Synced with catering/dietary requirements from RSVP Color-coded for ease Export into PDF
To-Do’s	Simple checklist without ability to filter/sort by date or priority	Set priority, owner, deadlines on tasks Set tasks to private Automated reminders Ability to see what each collaborator is working on
Timelines	Not available	Create individual wedding planning timelines for each vendor in 1 click Items automatically organised by time Vendor information displayed in wedding day schedule PDF
Ecards	Not available	Unlimited ecards with over 30 templates Option to upload your own design Send via email or URL Easily share to groups of guests based on tags (eg. guests travelling in)
Wedding Website	Not available	Free wedding website for your clients (included in subscription) Highly visual website with a modern look Connects RSVP & accommodation links Comprehensive wedding website sections: eg. itinerary, interactive getting here section Customise website URL
Vendor CRM	Not available	Visual vendor board Wedding Vendors can be suggested in a wedding, alongside important information from your Vendor CRM. Update status: confirmed, tentative, declined Share quotes and comments in the comments section Automatically connected to budget sheet
Payment Tracking	Not available	See upcoming and overdue payments at a glance Manage all vendor payments in one place in multiple currencies Automated reminders
Budget	Not available	Multi-currency (eg. track payments in EUR but translate budget into USD) Automatically connected to payment tracking
Comments	Not available	Add comments to to-do’s and vendor section Comments can be video, voice or text
Team collaboration	Ability to share comments and templates	Share templates, vendor contacts, tasks and comments Control which information is private to you vs shared with your team
Accommodation	Not available	Private booking page for guests with cheaper rates than sites like Booking.com Help couples collect payment for pre-booked rooms easily (eg. venue)

[[toc-anchor:Wedding Day Templates That Actually Work: Free Doesn’t Mean Functional]]

The difference between “free templates” and smart templates is simple: adaptability. With That’s The One, you get wedding planning templates that adjust based on your client’s guest count, wedding date, and location. You’re never stuck manually reworking timelines or checklists.

Our planner-first tools include:

✅ A dynamic wedding checklist that updates automatically and allows you to filter on owner, priority, deadline, month and category. It also sends automated email reminders for upcoming and overdue tasks.

✅ A professional multi-currency budget planner to track payments and deposits. This is also connected to automated email reminders for upcoming and overdue payments.

✅ A smart guest list with RSVP tracking.

✅ Free wedding website & unlimited digital wedding invitations.

✅ An intuitive seating chart tool with is automatically connected to guest meal choices and dietary preferences.

✅ A central supplier manager that keeps everything (docs, brochures, contact info, comments) in one place.

Try your 30 day free trial here or book a demo.

[[toc-anchor:Why Planners Are Switching to TTO]]

🚀 Built for Modern Planners - A sleek, user-friendly interface that eliminates clunky workflows, is structured with a client-facing polish.

🤝 Client collaboration - Give clients a premium, easy-to-use experience.

🌎 Internationally Accessible - A tool that works for planners and clients across different regions and price points. Available in 6 languages and 20 currencies!

💡 Designed with Your Feedback - Weekly feature updates based on real planner needs, not outdated industry assumptions.

🔗 All-in-One Platform - No need for multiple disconnected tools. TTO streamlines everything in one place, replacing Trello boards, spreadsheets and emails with a central planning hub. Cut hours of admin every week.

Join the growing number of planners who are making the switch and experience the future of wedding planning, with endless wedding ideas to inspire your clients. A wedding planner can utilize TTO's tools to ensure a seamless planning experience for everyone involved.

Try your 30 day free trial here or book a demo.

[[toc-anchor:Planning Your Wedding Day with a Wedding Checklist]

Free wedding planning templates can be invaluable in helping couples stay organized and on track. However, when planning the big day, couples need to consider their guest list, dietary requirements, and venue selection to create a personalized and memorable celebration.

Wedding planners and experts can provide valuable guidance and advice, helping couples navigate the often complex and overwhelming world of wedding planning. With the right tools and resources, couples can create a dream wedding that is both beautiful and stress-free.

By using a dedicated software, couples can enjoy a transparent planning process which includes a wedding planning spreadsheets, payments tracking, budget sheets, creating seating charts, and ensure that every detail is taken care of, from the ceremony to the reception. This level of organization allows couples to focus on enjoying their celebration, knowing that all the nitty-gritty details are well-managed. By leveraging these tools, couples can ensure their wedding day is a seamless and joyous occasion.

[[toc-anchor:Ready to Upgrade from Trello?]]

Trello might work for basic task management but weddings aren’t basic. From managing budgets and RSVPs to automating timelines and collaborating with clients, you need more than just boards and checklists.

That’s The One is wedding planning software built specifically for professionals and their clients. With smart templates, real-time collaboration, and all your planning tools in one place, it’s the easiest way to save time, streamline your workflow, and deliver a premium experience to every client.

👉 Try That’s The One for free or book a live demo to see how it compares.

[[toc-anchor:Frequently Asked Questions (FAQs)]]

1. Does Trello have a wedding planning template?

Yes, Trello offers a basic wedding planning board, but it lacks the structure and features needed for real wedding planning.

2. What’s better than Trello for planning weddings?

That’s The One is a wedding-specific tool built for planners, with smart templates, automation, and collaboration tools.

3. How does the pricing differ between the two platforms?

Trello's pricing starts free, however you are likely going to have to substitute 7 additional tools to complete the planning process. TTO offers unlimited events and all-inclusive features for just $55/month for professional planners—compared to a minimum of $330/month when using multiple separate tools.

3. Does That’s The One support multiple languages and currencies?

Yes, That’s The One supports 7 languages and over 20 currencies, making it ideal for destination weddings and multicultural events. Planning Pod primarily operates in American English and does not offer multi-language support.

4. What’s the best wedding planning spreadsheet alternative?

Instead of juggling spreadsheets, use That’s The One’s built-in budgeting, guest list, and task tracking tools.

5. Can I manage guest accommodations with That’s The One?

Absolutely. That’s The One includes tools for managing guest accommodations. Examples include, created a dedicated booking page with discounted rates, or helping your client collect funds from guests for rooms they have already secured. Planning Pod does not offer dedicated accommodation management features.

6. How does task tracking differ between the two platforms?

That’s The One offers customizable to-do lists with priorities, deadlines, and automated reminders, along with the ability to create individual timelines for each vendor. Trello provides task lists and a single timeline template, which may require more manual customization.

7. Does That’s The One offer better vendor management?

Yes, That’s The One includes a centralized vendor CRM, enabling planners to store contracts, assign tasks, and manage vendor relationships across all events. Trello does not offer these features.

8. Are custom wedding websites and digital invitations available?

That’s The One includes modern, mobile-friendly wedding websites and unlimited digital e-cards with custom designs. Trello does not offer these features.

9. How is onboarding and customer support with That’s The One?

That’s The One offers a 1:1 onboarding session and dedicated chat support from 9am–6pm GMT, with email assistance after hours. Trello primarily provides support via email and online help documentation, with no live chat for instant assistance.

10. How frequently are new features released?

That’s The One is in active development, with weekly product updates based on planner feedback. Trello’s updates are less frequent and not as transparent.

Try your 30 day free trial here or book a demo.