Make.com Webinar Automation ClickMeeting Trello Project Management

Create Trello Cards for New ClickMeeting Conferences

Automatically turn every new webinar or meeting into an actionable Trello card. Eliminate manual entry and keep your entire team in sync.

Get This Workflow → Make.com · Free Template
Diagram showing automation flow from ClickMeeting to Trello creating a task card

What This Workflow Does

Planning a webinar or online conference involves numerous moving parts: scheduling, promotion, content preparation, and follow-up. Without automation, details from your webinar platform (ClickMeeting) must be manually copied into your project management tool (Trello), leading to delays, missed tasks, and communication gaps.

This workflow solves that by creating a seamless, automatic bridge between ClickMeeting and Trello. Every time you or a team member schedules a new conference in ClickMeeting, this automation instantly creates a corresponding card in your designated Trello board. The card is populated with key details like the conference title, description, start time, and link, turning a calendar event into an actionable project task for your marketing, sales, or operations teams.

The result is a unified system where event planning and task execution are intrinsically linked. Your team gains immediate visibility into new webinars, can start preparing right away, and ensures nothing falls through the cracks, all without a single manual copy-paste action.

How It Works

The automation is built on Make.com and operates on a simple trigger-action principle, ensuring reliability and speed.

Step 1: Monitoring ClickMeeting for New Conferences

The workflow starts by watching your ClickMeeting account for the creation of new conferences. Using Make.com's ClickMeeting module, it acts as a real-time listener. The moment a conference is scheduled—whether it's a one-time webinar, a recurring series, or a team meeting—the automation captures the event and all its associated data.

Pro tip: You can filter this trigger to only watch for specific types of conferences (e.g., only "webinars" and not "meetings") to keep your Trello board clean and focused.

Step 2: Structuring the Data for Trello

Once the new conference data is captured, the workflow maps the relevant information into a format Trello understands. This typically includes pulling the conference name for the card title, the description for the card body, the start date and time, duration, and the unique joining URL. This step ensures the Trello card is informative and actionable from the moment it's created.

Step 3: Creating the Card in Your Trello Board

Finally, the workflow connects to your Trello account via Make.com and creates a new card in your specified board and list (e.g., a board named "Webinar Planning" and a list called "Upcoming"). You can configure it to add labels, assign the card to specific team members, set a due date based on the conference time, and even attach the ClickMeeting link. The card is now live, serving as the central hub for all pre- and post-event tasks.

Who This Is For

This automation is a game-changer for any business or team that relies on webinars and online meetings for marketing, sales, training, or client communication.

Marketing Teams: Streamline the launch of lead-generation webinars by instantly creating task cards for content creation, promo scheduling, and tech checks.

Sales Teams: Automatically turn scheduled product demos or client meetings into tracked tasks in a sales pipeline board, ensuring timely preparation and follow-up.

Education & Coaching Businesses: Manage class and workshop schedules by having each new session automatically appear as a card for material preparation and student communication.

Remote Teams: Keep all-hands meetings, training sessions, and planning workshops organized by having them instantly logged in the team's project management tool.

What You'll Need

  1. A Make.com account (free tier available). This is the automation platform that will run the workflow.
  2. A ClickMeeting account with existing conferences or plans to create new ones. You'll need API access, typically available in paid plans.
  3. A Trello account and a dedicated board where you want the conference cards to be created. You should know which specific list (e.g., "To Do," "Upcoming") to use.
  4. The API keys or OAuth connections for both ClickMeeting and Trello, which you will securely provide to Make.com during setup to establish the connection.

Quick Setup Guide

Follow these steps to get your automation live in under 15 minutes.

  1. Clone the Template: Click the "Get This Workflow" button above. This will copy the pre-built scenario into your Make.com account.
  2. Connect Your Apps: In the Make.com scenario editor, click on the ClickMeeting module and authorize it with your ClickMeeting account. Repeat the process for the Trello module, connecting it to your Trello workspace.
  3. Configure the Trigger: Select the specific ClickMeeting account you want to monitor. The trigger is usually set to "Watch Conferences" and will start polling for new events.
  4. Map the Data: In the Trello "Create a Card" module, choose your target Board and List. Then, map the data from ClickMeeting: insert the conference name into the card title, the description into the card body, and set the due date if desired.
  5. Test and Activate: Run a test by creating a dummy conference in ClickMeeting. Check if a card appears in your Trello board with the correct details. Once confirmed, turn on the scenario's schedule to let it run automatically.

Key Benefits

Eliminate 100% of manual data entry between your webinar and project tools. This saves each team member 15-30 minutes per event, time that can be reinvested in higher-value work like crafting engaging content or nurturing attendees.

Ensure zero communication delays about new events. The instant a conference is booked, a task is created. Your entire team sees it simultaneously, removing the lag and risk of someone being left off an email thread or missing a calendar invite.

Create a single source of truth for webinar execution. All tasks, discussions, and files related to a specific conference are centralized on its Trello card, eliminating scattered notes across emails, chats, and documents.

Scale your webinar program without adding administrative overhead. Whether you run 2 webinars a month or 20, the automation handles the logistical overhead consistently, allowing you to grow your event volume without proportionally increasing your planning time.

Improve preparation quality and attendee experience. With tasks clearly defined and assigned well in advance, your team is better prepared, leading to smoother, more professional events and higher satisfaction for your hosts and attendees.

Frequently Asked Questions

Common questions about webinar and meeting automation

Connecting ClickMeeting to Trello automates the handoff from webinar planning to task execution. Every new conference becomes a Trello card with all its details, eliminating manual copying, reducing errors, and ensuring your team instantly knows about new events to prepare for them.

This integration turns your webinar platform from a simple scheduling tool into the trigger for your entire project workflow. It's especially valuable for teams that run multiple events, as it creates a standardized, reliable process for getting from "scheduled" to "ready to go."

You can send the conference title, description, start time, duration, host details, and registration URL. This creates a comprehensive task card in Trello, giving your marketing, sales, or support teams all the context they need to prepare for and follow up on the webinar.

For example, the card title can be the webinar name, the description can hold the agenda, and the due date can be set to the day before the event for final prep. You can even attach the public link so team members can easily access the registration page.

Automating webinar planning saves 15-30 minutes per event by removing manual steps like creating cards, copying details, and assigning tasks. For teams running multiple webinars a month, this can recover dozens of hours, allowing staff to focus on content creation and promotion instead of admin.

The savings compound by preventing context-switching. Instead of interrupting deep work to log a new event, the process happens silently in the background, maintaining team focus and momentum on high-impact activities that directly drive registrations and revenue.

The core concept works for any meeting or webinar platform that integrates with Make.com, like Zoom, Google Meet, or Microsoft Teams. You would replace the ClickMeeting trigger with another app's 'new meeting' trigger, then map the relevant data to Trello cards in a similar way.

This flexibility means you can build a unified event management system regardless of the tools your company uses. The workflow template serves as a perfect blueprint that can be adapted to connect virtually any scheduling tool to any project management app.

Create a dedicated Trello board for webinars with lists like 'Upcoming', 'In Prep', 'Live Soon', and 'Post-Event'. Use labels for different webinar types or teams. Automatically assign cards to relevant team members and set due dates based on the conference start time to keep everyone on track.

Establish a clear checklist on each card template for recurring tasks (e.g., "Create slides," "Send reminder email," "Upload recording"). This ensures consistency and completeness for every event, making the automation even more powerful.

Yes, Make.com automations are highly reliable and trigger instantly when a new conference is created. This ensures your Trello card is created immediately, giving your team the maximum lead time to prepare. You can also add error-handling modules to notify you if the card creation fails.

For mission-critical webinars, you can set up a secondary notification (like a Slack message) to alert the team lead when a new card is created. This adds a layer of human oversight while still benefiting from the speed and accuracy of the automated core process.

Absolutely. GrowwStacks specializes in building custom automation systems that connect your webinar platform, project management tools, CRM, and marketing software. We can design a complete workflow that handles registrant syncing, team notifications, content preparation, and post-event follow-up, tailored to your specific processes.

Our consultants work with you to map out your entire event lifecycle and identify every manual step that can be automated. The result is a seamless, integrated system that not only creates Trello cards but also automates attendee communication, feedback collection, and sales handoffs, turning your webinars into a fully automated growth engine.

  • End-to-event workflow design
  • Integration with your CRM and email tools
  • Ongoing support and optimization

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