Track Prospects with TRELLO (Network Marketing & DMO)

If you are a Network Marketer, one of the tasks you need to master is prospecting for team members and customers.     There are a number of people who teach how to do this.  What they often gloss over is how to organize and track the people you are prospecting. Here I am going to show you how to Track Prospects with TRELLO.

Before I get into showing you TRELLO, I should note that here we are tracking people and where they are in your prospecting process. You should also be tracking your daily activity and sharing this with your upline (or who ever is your accountability partner. You can read a post about a Google Sheet that I share with you that lets you track how many people you worked with on a given day. You should be tracking thing like “How many new friends you added”, “How many people you started through the prospecting process”, “How many people you exposed to the program:, and more” Here is the link to that post:

Now we can look at tracking your individual prospects.
Let’s start with your question about why we are suggesting you use TRELLO.


I’m going to cover some details here and perhaps the system will look complex. The reality is that in day to day operation the system is made up of two simple steps.

  1. You click on a template link and a screen pops up that helps you add a new prospect. You might add a few details about the new prospects. When you create the new prospect, they will appear as a rectangle with the person’s name in it. The recatange is called a card and it will be located in a column that represents a step in your prospecting process. Everyone in that column is at the same step in the process. This column is called a LIST. You will have a List for each sep in your prospecting process,
  2. As you move the prospect through the prospecting process, you use your mouse to drag the person’s card from one column to the next. You can always tell where the person is in the process by looking at the name of the column they are in. Alternatively, you can use the paid version of Trello and create links in each card. Clicking on one of these links lets you set a Due Date AND move the card to the next step in their process (not all prospects move through exactly the same steps.)

BTW: Trello works almost the same way on Smartphones.


Trello is available online in your brower or as an App on your Smartphone.  One of the powerful features is that these systems are synced together so that information you enter on you phone is available on your desktop and vice versa.

BOARDS  – The main level of Trello are called Boards.  Boards are shown as a set of columns that are called LISTS

LISTS – Each list has a title and an optional Cover Image.  Each list is made up of a set of CARDS.

CARDS – Cards are the base unit of TRELLO.  For our purposes, each card is a Prospect.   Inside cards you have many options like notes, checklists, attachments,etc.   TRELLO automatically logs a comment when you make a change to a Card.

Here is a sample.

#1 – This is the Name for this BOARD.   The Boards has a number of  LISTS.  The arrows describe different parts of the first LIST
#2 – The name for the LIST
#3 – The optional cover Image for the LIST
#4 – A Card – in this case the card is simply used to hold the Cover Image
#5 – A couple of the Cards.  There are more as you scroll down.
#6 – At the bottom there is always a card named “Add another card."  That is one way you add another CARD to the list.  (We won't use this option.)

Trello Works the Same on Smartphones

One of the few differences shows up when you click on a card marked as a TEMPLATE to create a new card for a new prospect. Instead of the big green button at the top of the screen, we use a small icon beside the — at the top of the screen.


You might notice that the cards in this list are marked with the word “Template”  Templates have a Button when you open them that says CREATE A CARD FROM THIS TEMPLATE.   We will use a template a lot in this system.  The scripts are marked as Templates for another reason.  When you make a copy of a BOARD, you can have it copy the Cards that are TEMPLATES and not copy the rest of the cards. 

SHARED BOARD TO Track Prospects with TRELLO

I have made a cooy of the Board I use and marked it as PUBLIC so that you can make your own copy into your own TRELLO Account.   I wanted the scripts to be copied and I did not want the people I am prospecting to be copied.  I marked all of the script Cards as Templates so that they would copy.    Here is the link to that board

How To Copy This Board To Track Prospects in TRELLO

Track Prospects with TRELLO

#1 – When you click on this link you will either see this screen, or a screen with just cards and “… Show Menu”  where The #1 arrow is pointing. Click that link to see this page.
#2 – Click on the  “… More” option

Track Prospects with TRELLO

CLICK on the “Copy Board” option and a copy of this board will be moved to your account.

How to Track Prospects with TRELLO

STEP 1 – CREAE A NEW CARD (Add a Prospect)

The first step is to create a new CARD with information about a new prospect.   While we could click on the “Add another card” link, there is a better way.   I have created a template that contains a couple of checklists.  Click on that Template Card. When you use this template to add a new Prospect, the checklists (and anything you add later) are automatically included in the new prospect’s card.

#1 – C.ick on this card

#1– All you do here (unless you are modifying the template itself) is click on the green button.
#2 – You will replace this in the NEXT STEP
#3 – I usually mark this one (in the Next STEP). It contains a list of how I connected with the prospect.  Options like “They asked to friend me”, “Happy Birthday Message”, “They commented on my story” and more.
#4 – There are more options that you can add to your template.

This little screen pops up in the upper right corner of the screen.
#1 – You clicked here. Ignore it now.
#2 – Replace this with the prospect’s name, exactly as it is in Facebook. That way you can copy and paste it into the search bar in Facebook and go to the correct person’s profile page. Some people put the URL in the Description Field so they can get to the person’s profile quickly.  I also put some short notes about what message I sent to the person here.
#3 – Click the CREATE CARD button

#1 – This is the person’s name and in this case a note about the message I used.
#2 – Here you can add more notes about the person. NOTE: It is worth taking the time to copy paste the prospect’s Facebook URL here. When you revisit this person you can just click on the link and their Facebook page will open.
#3 – You need to add a Due Date. This is one [lace you can add it.   One trick is to make the date a day before you really want the due date to be.  The card will move to the top of the List and show up with a red tag showing that it is OVER DUE.  It is easy to go through your board and handle the red tagged cards.
#4 – You can click the checklist option if you want to
#5 – Sometimes you don’t start a new person at the beginning of the process.  For example, someone may ask you about your business and you answered.  That person would be moved to the “Asked he Question” Card.  You can put them in that card directly by clicking here or scrolling down and finding the MOVE option and choosing the List you want the card moved to.
#6 – This is an example from the paid version. You can use the BUTLER option to create a link that will do several things at one time. I use these to set a due date (like one week from today) and move the card to another list (like my FOLLOWUP list).
#7 – You close the card with the X at the top.  Changes are saved as soon as you make them  There is no SAVE button. (except when you edit the description field).

STEP 2 – Moving a Prospect through the process to Track Prospects with TRELLO

Heere is where the TRELLO shires.   You simply click on a CARD and drag it to a new LIST or Click on of the Butler links you create..

There are times when you will find that the card goes to the bottom of a long list and it takes some scrolling to find the card. There are two other ways to move a card to another list.

  1. While the card is open click on the name of the current list that is right under the person’s name. A screen will pop up with an option to choose the list where you would like the card to go.

Click here to open the pop up screen

#1 – These are lists you have chosen recently. You can click on one of them
#2 – Click here to open a menu with all of your Lists in it.
#3 – Click here to move the card

2. If you pay for the Business version, you can create Butler options to set the due date and/or move the card with one click.

The LISTS in the Board to Track Prospects in Trello

Here are the LISTS I have included in this Board

  • DMO – Optional
  • SCRIPTS – This is the odd list.  You never put prospects in this list.  It is just a place to hold scripts that you often use.  You can drag the cards up and down in the List to change the order and add or delete scripts, but that is all.
  • PROSPECTS – This is where you add NEW LEADS using the template shown in STEP 1.
  • DAY 1  – Once you have complemented three of a Prospect’s posts and/or stores, you drag their card to here.
  • DAY 2 – Once you have done this a second time, you drag the card to this list
  • DAY 3 – One more time, drag the card.
  • EXPOSED – After you have exposed the person to the business or to your products (Also called “Asked the Question – “Are you open to…+), you drag the person’s card to here, I set a due date for about a week after I asked the question
    Note: There is a note in the top card in this List. It tells you it helps to add a due date here. If the person hasn’t responded by that date. There is a script called “Day 4 After Expose If they don’t respond…” When the date arrives you can send them this script, change the due date a week or so later. It they haven’t responded by then move them to the long term follow up list and set the due date several months in the future, You can start the process again when that date come. If you don’t clear this list, it will get huge.
  • Third Party Tool Sent – If the person indicated that they were interested and you sent them to a video, an ATM group or your company’s website, you drag the person’s card to here.
  • 3 Way Chat – If the person continues to indicate an interest it is often suggested that you set up ma 3 way chat with your upline and answer questions.
  • FOLLOWUP – This might be when you will hold a ZOOM call or when a new customer should have received their product.  When you drag a card here, I suggest you open the card and enter a DUE DATE. It is also where you put people you have sent the “Day 4 After Expose If they don’t respond…” script. Prospects will get flagged with a red box if they are overdue. Then you change the date and move them to the long term Follow Up List
  • NEW CUSTOMER – If they become a customer pu them here.  Again you might want to set a due date
  • NEW TEAM MEMBER – just like the Customer, except these people joined your team
  • FOLLOW UP LATER – These people said NO or never responded.  Set a due date and ask them again.  Some people use 30 days and does the Process with them again.  They do ask a different question of day 4. I set mine for 5 months.
  • NEVER FOLLOW UP – put people here that you want to have in the system, but don’t want to follow up with  (For example, they may be hostile or they may be crossline). You will find lots of other reasons to put people here. Potential spammers, people, who haven’t posted on Facebook for months, etc.

Here is what the LISTS Look Like

Track Prospects with TRELLO

Step 2A – Paid Version Enhancement

These actions are shortcuts for some steps that were just described

I fyou pay for the Business Version you can create some Automation features thatnspeeds up the process.
#1 – This just sets the Due Date to 1 week from now. After that the card will show up as overdue and you will need to check out the prospect and take some type of action.

#2 = This option does 3 things 1) Sets the Due Date to one week from now, 2) moves the card the the DAY 1 List and 3) closes the card. You are done processing this prospect

#3 – This like #2 above, excpt it moves the Prospect to the “TOOL List (sent to ATM group or Pre-enroll site, or shown a short overview video, etc.

#4 – This is the same, except it moves the card to the “Follow up Soon” List

#5 – This action sets the date to 150 days from now and moves the card to the Follow Up Later List

You can add any actions that help you process the products using the system you are comfortable with

Using the Labels Feature in TRELLO

When you re editing cards in Trello, one option on the right is “LABELS.” Here is how I use the labels. When you edit a card and click on the LABELS option, you will see this screen:

There is a pencil beside each one. Click on the pencil and you can edit the names on the labels. On this card I have clicked the YELLOW Label and you can see that it is in the area that describes the card. Several of the labels here are unique to my business. You can set up the ones you want. Here are the labels I am currently using:

  • YELLOW – The person has been invited into our ATM group
  • ORANGE -Part of a project with a program called Love, Serve, Grow
  • RED – Prospects in Canada and Australia where we currently cannot ship CBD products
  • PURPLE – The went through our pre-enroll process.
  • Dark blue – Team Member
  • Light Blue – see First List
  • Gree – Customer
  • Light purple – in our ATM group
  • Black – URGENT. Check on these people soon – do not lose track of these!
  • Grey – Interested in Dogs

When you use the SEARCH that is under SHOW MENU, you can search for everyone with one of the labels.

GREAT Feature!

Using the FIND A PERSON Search

I use this one a lot!!

There are two search functions in TRELLO. One is a quick search for cards with certain words in them. We use this search to find individual cards. The other search (covered next) filters the cards and show just those that have a specific label or are over due or any one of several other options.

This option will say JUMP TO… before you fill in some information

#1 – I often paste a person’s name here
#2 – If the person is found, their name will appear here.You can click on this to open the person’s card and update it.

Here is how I use this.

  1. If I find a new person to prospect ( or decide to message an old Facebook Friend) I will copy their name from Facebook and paste it here to make sure I haven’t put this person in the system already. If their name appears, I will edit the existing card. If it doesn’t, I will use the Template described above to add the person to Trello.
  2. When an existing prospect (or customer or team member) responds to one of my Facebook messages (or messages me), I will copy their name from Facebook and Paste it here. Note that this search goes across all your Boards. If you have a board just for customers (with its own steps) or team members (with another set of steps), this search will find them.

Using the FILTER Search to check for OVERDUE Dates or URGENT Labels

One step you will need to take is to follow up with your prospects. We use the DUE DATE field to tell us when to follow up with a prospect. One of the main tasks to to check on prospects who are past their DUE DATE, One option in the search (the one under the SHOW MENU option at the top right of the screen) is to just show cards that are over due. Then you can check each one out and take appropriate action.

We need to open the menu to see the SEARCH function

Then we click on the SEARCH CARDS option

#1 – This shows that I have applied the filter and only the 10 overdue prospects will be visible. Note the X in the green field, Clicking that X turn off the filter.
#2 – shows the OVERDUE filter inside the search.
#3 – This gives a count of how many cards in this List are overdue.

Note that right under the OVERDUE option there is a a HAS NO DUE DATE option. Use this to make sure everyone (except those in the NEVER FOLLOW UP List) has a Due Date.

You can also search using the labels.

ONE MAJOR NOTE as you Track Prospects with TRELLO

When you are doing the process you need to do one thing in a specific order. You can Add Prospects to any of the boards at any time, EXCEPT the Day
1, Day 2 and Day 3 boards. It you add new prospects to one of these Lists before you have moved the existing prospects on to the next step, you will easily get confused about which prospects where just placed in the List and which were placed in the list yesterday. Here is how you avoid this issue.

  1. You should start with the DAY 3 people and Expose all of them to the business.  Once that list is empty, work on the Day 2  people and comment on three posts and move them to the empty DAY 3 list.
  2. Then Do the Day 1 people and comment of three of their posts and move them to the empty Day 2 list.
  3. Finally you comment on new prospects posts and move them to the Empty Day 1 list.

    Remember, If you start by moving new prospects into the DAY 1 List you will end up with some people who need to be moved to DAY 2 and some people who are new to the Day 1 list and should not be moved until tomorrow.  In order to avoid this confusion, start with the DAY 3 prospects.

Following Up as You Track Prospects With TRELLO

After you have exposed a prospect to your opportunity or your product one of three things is going to happen, 1) They do not respond 2) They say they are not interested or 3) They indicate that they are interested. There are going to be lots of variations, but here are some general suggestions for each type of response. As you Track Prospects with TRELLO, this section is just as important as the original tracking. This is where you make sales and enroll new Team Members, Note: As mentioned above, when I move a prospect to the EXPOSED List, a set a Due Date about one week after I asked the question.

1. The Prospect Does Not Respond.

If you set a Due Date, you will see prospects in the EXPOSED list show up with a red tag indicating that they are OVERDUE I suggest that you open their profile in Facebook (copy their name and paste it into Facebook’s search bar). check their messages to make sure you didn’t miss a response and if there really is no response send them this message: “Hey (name), I sent you a message the other day. I’m not sure if you saw it but I’ve learned not to assume. If you are not interested, no problem.” Set the Due Date out for one more week. If they respond, handle them just as if they responded in the first place. If they don’t respond, drag their card to the Follow Up Later List and set the Due Date out a ways. Some say 30 days and then do the process again and other say give them six months of so for their situation to change.

2. The Prospect Says They Are NOT interested.

You are going to drag the prospect’s card to the Follow Up Later List and set a Due Date out a ways just as if they didn’t respond. There are a couple of things you can message them. At the very least you should thank them for telling you and wishing them s=well. For products, I will often add a sentence asking for a referral if they know someone who needs your product.

3. The Prospect Says They are Interested in Information.

For tracking, you will drag the card to the Follow Up List (Not the Follow Up Later List). Set the Due Date several days out.

When a prospect indicates they are interested you have a number of options. 1) you can send them to a Tool (like a video, an ATM group, a company website, 2) you can set up a live call (Zoom is best IMHO) or 3) you can engage them in a message conversation. There are a couple of mnemonics you can use to guide the conversation. The classic if FORM (Family, Occupation, Recreation and your Message). Frazer Brookes likes LORD (Location, Occupation, Recreation and their Dream). Your conversation is basically aimed at discovering where they have a pain and to determine if your opportunity or product can help them. (Note: Don’t forget to always end your messages with a question. It helps to keep the conversation going). Closing is a whole training. Since this post is focused on tracking, I’m going to stop here,

Track Prospects with TRELLO – New Customers

If they purchase a product, drag them to the New Customer List and set a Due Date to see if they got the product and answer any questions. We usually also set a Due Date for when they should run out of the product s we can send a message to remind them to order.

Track Prospects with TRELLO – New Team Members

If they joined your team, move their card to the New Team Member List. You may want to create a new Trello board with steps you want to walk through for new Team Members,

BONUS – Using a Card to Record Your Daily Method of Operation (DMO).

I have used (and written a blog post) about an app I used on my phone to show and check off my the Tasks in my DMO. The one issue I had was that I could not capture today’s data and share it with my accountability partner. Using a special LIST in a Trello Board solved that problem.

Here I have created a template, just like the one i use to create new Prospect Cards, (There is an option on the right further down the screen where you can toggle a card to be a Template or not be a Template.

The other items are tasks in my DMO. When you click on one, Trello draws a line through it to show that it is done. If you copy and paste the list, the strikey through line does not transfer. I added a green ceck mark at the beginning of each line. It is easy to erase that check mark before I copy and paste. So I erase the check mark on any items that were NOT completed and then copy/[aste the list into a Facebook Message or Email.

Note 1: It is easy to edit each task if you want to keep counts there o how many people you friended, or contacted or whatever you want to record counts. I have a spreadsheet that tracks these (click to see) and show weekly totals, but this can be a handy place to record the tallies during the day.

Note 2: I am working in a Mentorship program where the Mentor assigns special tasks every day. The DESCRIPTION field is a great place to store the special task for the day and any notes that you want to keep.

Until Next Time. Remember, You Are One Decision Away…! Oh Hale Yes
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