Every 10 minutes
Turn support emails into Trello cards
Every new support email becomes a Trello card in the right list, and the customer gets a reply saying you received it.
- Runs
- Every 10 minutes
- Apps
- Gmail, Trello
- AI
- Optional
- Access
- gmail.modify; Trello write
Send this to your assistant
Create a ClickRuntime automation: every 10 minutes, turn new emails to support@ into Trello cards, use AI to pick the list and priority, and reply to the customer that we got their message.
First time? Adding ClickRuntime to your assistant takes about two minutes.
Why use it
Why teams use this automation
A three-person studio handles customer questions from a shared support inbox and plans its work on a Trello board. Requests sit in Gmail until someone copies them over, and customers write again a day later asking whether anyone saw their message.
Turning each email into a card as it arrives puts support on the same board as everything else, and an immediate acknowledgement stops the follow-up emails before they start.
What you get out of it
Support work is visible next to other work
Requests show up on the board the team already plans from. Nobody needs to check a separate inbox to know what customers are waiting on.
Customers know they were heard
An acknowledgement goes out within minutes. That alone cuts down the number of second emails asking whether the first one arrived.
Cards land in the right list
Bugs, billing questions and other requests are sorted as they arrive. The person who handles billing does not have to dig through bug reports to find their work.
Each email is handled once
Processed emails are labelled in Gmail, so nothing is turned into two cards. The label also shows at a glance which emails are already on the board.
How it works
What happens, step by step
Every 10 minutes, ClickRuntime checks your Gmail for new emails sent to your support address.
Emails it has already handled carry a label and are skipped.
AI reads each new email and picks the right Trello list. If AI is not available, simple keyword rules decide.
A card is created on your board, the customer gets a short reply saying you received their message, and the email is labelled as done.
Before it runs live
- Connect Google through your own Google app (a one-time, 10-minute setup), so it works with your own Gmail
- Connect Trello
What you get
Build your own
Need it to work differently?
Your own rules
Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.
Any number of apps
One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.
AI where it helps
Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.
On a schedule or on each event
Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.
Changes you can ask for
- Act only on the items that match your own rules, and skip the rest
- Change what the AI looks for, or how it writes the result
- Add another app, for example also send it to Slack
- Combine it with other Gmail and Trello steps into one automation
Under the hood
The code that runs this automation
import base64
from email.mime.text import MIMEText
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from clickruntime import on_trigger, credentials, http, ai, report_fetched
LISTS = {"bug": "list-id-bugs", "billing": "list-id-billing", "other": "list-id-inbox"}
LABEL_ID = "your-gmail-label-id"
@on_trigger
def run(event):
gmail = build("gmail", "v1", credentials=Credentials(credentials.connection("google", "work")), cache_discovery=False)
msgs = gmail.users().messages().list(userId="me", q="to:support@ is:unread -label:on-trello").execute().get("messages", [])
report_fetched(len(msgs))
if not msgs:
return {"summary": "Nothing new"}
auth = {"key": credentials.secret("TRELLO_KEY"), "token": credentials.secret("TRELLO_TOKEN")}
for m in msgs:
msg = gmail.users().messages().get(userId="me", id=m["id"], format="metadata").execute()
h = {x["name"]: x["value"] for x in msg["payload"]["headers"]}
try:
kind = ai.generate(f"Label as bug, billing or other:\n{h.get('Subject')}\n{msg['snippet']}", max_output_tokens=10).text.strip().lower()
except ai.AIError:
kind = "billing" if "invoice" in msg["snippet"].lower() else "other"
http.post("https://api.trello.com/1/cards", params={**auth, "idList": LISTS.get(kind, LISTS["other"]),
"name": h.get("Subject", "(no subject)"), "desc": f"From {h.get('From')}\n\n{msg['snippet']}"})
reply = MIMEText("Thanks, we received your message and will get back to you soon.")
reply["To"], reply["Subject"] = h.get("From"), "Re: " + h.get("Subject", "")
raw = base64.urlsafe_b64encode(reply.as_bytes()).decode()
gmail.users().messages().send(userId="me", body={"raw": raw, "threadId": msg["threadId"]}).execute()
gmail.users().messages().modify(userId="me", id=m["id"], body={"addLabelIds": [LABEL_ID]}).execute()
return {"summary": f"{len(msgs)} cards created"}FAQ
Common questions
Which emails does it pick up?
What goes on the card?
Can I write my own acknowledgement text?
What permissions does it need?
Does it need AI?
How many runs does it use?
Can I change how it works?
Related
You might also like
Collect new articles from your feeds in Trello and email
Each morning, new articles from your feeds are added to your Trello News card and you get one email listing them.
See how it worksGet a weekly email of what moved on your Trello board
Every Friday you get an email summarising the cards that were added, moved and finished on your board that week.
See how it worksStart client onboarding with a Trello card and welcome email
The moment a client signs, they get a welcome email and your board gets a Trello card with the full onboarding checklist and due dates.
See how it worksKeep exploring
Set up “Turn support emails into Trello cards” from your assistant
Copy the prompt above, or connect your assistant first. Free plan, no credit card.