Many podcasters use Trello for managing their podcast workflow. Because Trello is a general productivity tool, like so many others — Asana, Wrike, Evernote, Basecamp, and others — it’s often a go-to for podcasters because they use it for other things as well. So how does the HelloCast vs Trello comparison look for managing your podcast?
HelloCast is Dedicated to Podcasters
First of all, there’s no getting around this one. HelloCast has one target audience in mind: podcasters. From the Phil Gerbyshaks of the world, to the Eric Hunleys, to the Eric Cacciatores, to the Carrie Caulfield Aricks, and so many others, this is the audience we most want to serve.
Having said that, here’s what both HelloCast and Trello allow you to do.
Both HelloCast and Trello
Track your episode status from one stage to another.
You can customize a series of statuses for your podcast and move episodes along the path, looking at individual episodes and your overall list of episodes in-progress. Statuses may include Idea, Recorded, Produced, Released, Promoted, for instance. If you’ve got guests involved you may have more.
In Trello you’ll have to start from scratch to do this, though — or find someone’s free template online, though you can’t clone it with one click. You’ll have to go back and forth between the one you find and your own Trello account, duplicating what you see. In Trello, episodes would take the form of their ‘cards,’ and you slide them from one status to the next after setting it all up. Inside of a card, you could add freeform notes and checklists to stay on-track.
In HelloCast, right out of the gates there’s a system you can follow from the moment you create your account. Or you can take 60 seconds to tweak it with custom statuses. The point is that episode statuses are built-in right from the start. You can easily change a single episode’s status with one click from the list view or while viewing that one episode.
If you google the phrases Trello podcast template (here, I’ll do it for you) or podcast workflow Trello (I did it again) you’ll find some templates that show you how other podcasters are using Trello to do this.
What do you see? Statuses with a lot of notes, color coding, etc., which Jay had to setup. Moving podcast episodes from one status to the next is the crux of your use of Trello for your podcast workflow. You can also add links and todos/checklists within each episode/card. That’s what Jay does.
With both HelloCast and Trello, you can upload attachments as part of your workflow.
In Trello, you would upload an attachment to an individual card, which is most likely to represent an episode. At present, there is a 10MB limit for each upload.
In HelloCast, episodes can have attachments easily added as well. At present, we have a 100MB limit for each upload.
What’s Unique to Trello that HelloCast Doesn’t Have?
Maybe you’re already managing other projects in Trello. Or you have a free account. Or you have collaborators who require you to use Trello.
Maybe you have an elaborate setup where Trello is connected to other apps through APIs or through Zapier and I’ll bet 70% of you just fell asleep while I typed that sentence. Or you’re determined to only go through life using free generalist apps that require you to build your productivity workflow from scratch.
If this is the case, maybe Trello’s the right choice for you. But there are no truly unique features to Trello for podcasters that HelloCast can’t make up for, as I’m about to explain.
You'll never want to manage your podcast any other way
What’s Unique to HelloCast that Trello Doesn’t Have?
HelloCast has preset fields for all the things you’d expect from a dedicated podcast solution:
- An episode title field
- An episode number field
- An episode status field
- A season number status field
- Recording date
- Release date
- A place to store your show research before recording
- A place to type your formatted show notes while recording
But then there are bonus features related to episodes, specifically:
- A section to add as many guests as you need to an episode
- Tags for your episodes to filter when viewing a long list of past episodes and guests
HelloCast has a built-in contact manager. You can add guests with numerous contact details, add notes to their records, attachments, and even assign them to episodes (or not!).
As you can see from that gif, you can also tag guests, making them easy to find as your database of guests grows and you need to filter or search.
Before I even get to the next few items, let me restate: with HelloCast you can add unlimited episodes and guests (with all their contact details) and connect them to one another. You can view them in list or singular mode.
Yes, Trello has a Power-Up available that allows you to view cards in this visual manner based on their ‘due date,’ whatever that means in podcasting.
But in HelloCast, you can view your upcoming events — recordings and releases specifically — in a clean and straightforward Calendar view that comes at no extra cost. To wit:
As with guests, you can add sponsors, with their contact details at the company and human level, and add entries for separate sponsorships of your podcast as well. Fields are pre-built and allow you to add your sponsorship details, upload your contract documents, and even drop your ad script in.
Managing Additional Podcasts and/or Collaborators
We also allow you to add a second podcast (or more) as well as additional collaborators to your account. One app, numerous podcasts and/or collaborators.
All of This in One Productivity App
Adding Value In Other Ways
We could go on and on about the additional features exclusive to HelloCast. Like our Help Documentation, our Learning Resources in-app, this blog dedicated to podcasters, and our contributions in numerous Facebook groups and sub-Reddits.
The last thing I’d note is how you get started with HelloCast. You create your account and then immediately import your podcast after finding it in Apple Podcasts. This allows you to immediately view episodes and visually see exactly how to use HelloCast.
We’re proud of what we’ve built, and there are several additional, ground-breaking features right around the corner. We’d love to have you give us a try.