When you set up the Email for Trello Power-Up, you may have noticed that a SendBoard bot was automatically added to your board. This is because Trello requires a user to perform certain actions on the board. We created the SendBoard bot in order to send and receive emails on your board.

The Sendboard bot is a "Single-board guest" and is not charged an extra Trello subscription. Note that "Multi-board guests" are members of more than one workspace board and are charged the same price as a workspace member. If you go to view your workspace members, you should see the SendBoard bot listed under "Single-board guests". There is a bot for each board. So if SendBoard is used on multiple boards, you will have multiple bots, but each bot will only be linked to one single board.

Here are some typical errors encountered with the SendBoard bot and the steps to resolve them.

If the bot is removed from your board either deliberately or by accident, we no longer have a Trello user that can create cards or comments on your board. We can pick this up whenever a new email arrives and we attempt one of these actions.

To fix this, simply click on the SendBoard button to go to settings and navigate to the Board tab and we will automatically add the bot back for you.

Do not worry about losing any emails. We will email the account owner if this ever happens and we will be able to reprocess any emails that have arrived since the bot was removed.

Sometimes when we attempt to add the bot to the board we run into some problems. The most likely reason you would have this issue is a setting relating to "Sharing boards with guests". If this is set to 'Only Team Members', we will be unable to add the bot as a guest user.

You might see the this error:

SendBoard adds a comment on the card when an email gets sent or received. When you open the View Email & Reply window, emails are linked from the comments. If no comments have been created on the card it is not possible to link them to the emails which could lead to an error and a blank window when trying to view email threads. 

The issue is most likely that our SendBoard bot is not able to add comments to your Trello cards. If the SendBoard bot does not have permission to add comments to the card, then the emails cannot be linked successfully.

Luckily there is a quick fix. You can update the commenting permissions in Trello by opening the board settings menu on the right. Click 'Commenting Permissions' and ensure that commenting permissions are not disabled.

In order to add an email to your board, the Power-Up requires that your board does not exceed the Trello maximum card limit of 5,000 open cards and 2,000,000 open or archived cards. If your board is over one of these limits, emails will not be added to your board.

To fix this, you will need to free up some space on your board by archiving/deleting cards.

Tip: Create a Trello Automation rule to archive a card after a certain amount of time passes.