Answer Job Status Questions on WhatsApp from Trello

This recipe answers “how is my job going?” in chat by reading the card in Trello, and records the question on the card so your team can see it. Part of connecting Trello to WhatsApp and AI chat.

What happens today

A customer messages to ask when their job will be done. The person who sees it has to open Trello, find the card, check which list it is in and work out what to tell the customer. When that person is on site or in a meeting, the customer waits, and often messages again or calls.

The flow that works

AeroChat finds the customer’s open card in Trello by the phone number they are messaging from.
It reads which list the card is in and its due date.
It replies with the message you wrote for that list.
It adds a comment to the card that the customer asked, and what they were told.
If something needs a person, it hands the conversation over with a link to the card.

The recipe

Copy this into AeroChat

When a customer asks about the status of their job, follow these steps.

Find the open card on the Jobs board (example) with a description that contains the customer’s phone number. If there is no match, ask for the name the job was booked under and look again.

If there is more than one open card, ask which job they mean, using the card names.

Read which list the card is in and reply with the matching message: New means “we have your request and will confirm the date soon”, Scheduled means “your job is booked”, In progress means “our team is working on it now”, Done means “your job is complete, reply here if anything is not right” (examples). If the card has a due date, include it.

Add a comment to the card: “Customer asked for status on chat, told: ” followed by your reply.

If the customer is unhappy with the answer or the job is overdue, hand the conversation to our team.

Never share internal comments or other customers’ details. Only use the messages above. Reply in the customer’s language.

Replace the list names and messages with your own before you paste it.

What to connect

Trello. Generate an API key and token with an account that can see the board and comment on its cards. Paste them in when AeroChat asks.
Your status messages. Write one customer-facing line for each list your team uses. They go into the recipe.

After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect Trello, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from Trello’s public documentation, the checklist asks you to check it once against the current docs.

Using a different system? If it has a public API, it connects to AeroChat the same way: describe what you want, paste in its key, and it runs.

Can’t find your tool? Message us in the chat on this page and we’ll tell you how it connects.

What you still decide

What the customer is told for each list.
How the customer is identified: phone number only, or phone and name.
When AeroChat hands over to your team.

The result to expect

Customers get an answer about their job straight away, on the channel they used. Your team stops answering the same question by hand, and every status question is recorded on the card in Trello.

Measure it with your own numbers: status questions answered without a handover, and calls about job status, for a month before and after.

Next: turn chat requests into Trello cards.

Works on every chat channel

This workflow runs the same way on WhatsApp, Instagram, Facebook Messenger, TikTok, Telegram, the chat on your website and email, with the same Trello connection behind it. See what each channel does on the Trello integration page.

Answer your first status question from Trello

Paste the recipe, add your Trello API key and token, and ask about a test job yourself in the chat.

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