Planning and tracking your projects has never been easier. Check out our list of the top 5 project scheduling software and find the perfect option for your team.
Learn the basics of project management with this comprehensive guide. We'll cover everything from the planning process to daily project management tasks.
Start your project management career journey by knowing what the CAPM certification is and how it can help you in your career. Read our guide for details.
How to Create a Project Management Plan in 5 Steps
We've made an easy-to-follow guide to help you create a project management plan in X steps. Gain key insights & practical tips to ensure project success.
How AI Is Changing Project Management: Uses, Impacts, & Trends
learn how AI is transforming project management with planning, risk management, decision-making, & team collaboration tools Explore trends & case studies.
Planning and tracking your projects has never been easier. Check out our list of the top 5 project scheduling software and find the perfect option for your team.
Learn the basics of project management with this comprehensive guide. We'll cover everything from the planning process to daily project management tasks.
Start your project management career journey by knowing what the CAPM certification is and how it can help you in your career. Read our guide for details.
How to Create a Project Management Plan in 5 Steps
We've made an easy-to-follow guide to help you create a project management plan in X steps. Gain key insights & practical tips to ensure project success.
How AI Is Changing Project Management: Uses, Impacts, & Trends
learn how AI is transforming project management with planning, risk management, decision-making, & team collaboration tools Explore trends & case studies.
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Project management solutions offer extensive features that help teams and professional users stay on track. With the right platform, you can manage tasks, collaborate in real time, and streamline workflows without adding to your expenses. This guide showcases the best free project management tools, outlining their costs, key features, and use cases to help you find the right fit for your individual goals or growing team.
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Our picks: Best free project management software compared
Project management software is vital for teams of all sizes, but choosing the wrong tool can lead to overspending. Luckily, several free project management tools offer great value. Our quick comparison lists our top recommendations to help you decide.
The monday.com free plan supports up to two users and offers three project boards with up to 1,000 task items. Users can access over 200 customizable templates, multiple view formats, and basic integrations with popular apps. However, advanced features like automations, time tracking, and detailed reporting require upgrading to paid tiers.
Screenshots
Standout features
Monday AI: Utilizes artificial intelligence to automate routine tasks and provide data-driven insights
Embedded documents: Allows integration and editing of documents directly within your monday boards
Custom notifications: Enables personalized alerts to keep team members informed about relevant updates and priority tasks
Pros
Highly customizable project boards
Intuitive automation tool
Over 200 project templates
Cons
Time tracking is available only in higher tiers
Per group seat pricing model can be confusing
Slight learning curve
Why I picked monday.com
monday.com is one of the best free project management software for individuals or solopreneurs managing their own projects and tasks. Its simple and visually appealing interface lets you quickly create projects and track tasks without the complexity found in multi-user platforms. It enables you to organize personal work tasks, deadlines, and priorities within its intuitive boards and views while giving you the right amount of functionality and customizability.
Like Trello, monday.com prioritizes simplicity. With its drag-and-drop interface and customizable templates, individuals can build workflows that match their priorities and planning style.
monday.com’s key differences
monday.com sets itself apart with its visual and easy-to-use project boards, making navigation effortless for users of all skill levels. Its extensive template library helps you launch new projects without spending extra time on setup. Plus, monday.com’s robust integration with popular apps like Slack, Google Drive, and Zoom enhances productivity without additional cost.
Pricing
Free Forever
$0/user/month
Up to two seats
Free plan includes
Up to 1,000 items
500 MB file storage
One week of activity log
Over 20 column types
200+ templates
Unlimited messages
Embedded documents
Updates section
Shareable forms
Custom notifications
Kanban view
Unlimited dashboards (one board)
Basic
$12/user/month
Includes all in the Free plan, plus:
Unlimited items
5 GB file storage Unlimited boards, docs, and free viewers
ClickUp’s free plan offers unlimited users, native time tracking, and multiple project views such as lists, boards, and calendars. However, it only provides 100 MB of storage, which limits file-sharing capabilities for smaller teams on a budget. Advanced features like extensive automation and resource management require upgrading to paid tiers.
Screenshots
Standout features
Column calculations: Performs automatic calculations like sum, average, or range within list and table views
Everything view: Provides a comprehensive overview of all tasks across your workspace, regardless of their location within the platform
In-app video recording: Allows you to record and share screen recordings directly within tasks or comments
Pros
Up to 16 project views
Free plan boasts a rich feature set
Supports sprint management
Cons
Can be overwhelming for beginners due to the number of features
Desktop version may offer features not available on mobile
Lacks time tracking on the free plan
Why I picked ClickUp
ClickUp’s free plan stands out if you need powerful tools for complex workflow management without plan upgrades. Unlike competitors that reserve advanced views and task dependencies for higher tiers, ClickUp makes these available on its free version. This allows you to manage intricate projects effectively, including layered or dependent tasks.
Tech-savvy teams handling multifaceted projects with numerous tasks, subtasks, and dependencies will find ClickUp’s structure quite useful. You can set task dependencies, create checklists, and enable sprint planning without needing to upgrade. If your projects require detailed planning, ClickUp provides great value at no initial cost.
ClickUp’s key differences
ClickUp distinguishes itself from other free project management tools with its high level of customization, allowing users to tailor views, statuses, and workflows extensively. It also uniquely integrates native features like task dependencies and time tracking across plans. Additionally, ClickUp maintains a robust integration library to seamlessly connect with existing productivity tools.
Pricing
Free Forever
$0/user/month
Unlimited members
100 MB storage
Unlimited tasks
Two-factor authentication
Collaborative Docs
Kanban and calendar views
Gantt chart, timeline, and mind map (60 uses each)
Smartsheet’s spreadsheet-style interface makes it easy for teams who are accustomed to working with spreadsheets to transition to the platform. It offers a 30-day free trial, giving users full temporary access to its project management and spreadsheet capabilities. After the trial, however, users can only view documents but lose editing privileges. Continuous editing, advanced collaboration, and reporting features require ongoing paid subscriptions.
Screenshots
Standout features
Rich formulas: Offers advanced formula capabilities for complex calculations and data analysis Team workload tracking: Visualizes team members’ workloads to optimize resource allocation
Conditional formatting: Applies formatting rules to cells based on specific criteria to highlight key information
Pros
Dynamic spreadsheet-like format
Offers a custom email domain
Flexible reports and dashboards
Cons
No longer offers a free version
Steep price jump between plans
Requires a paid subscription to access template sets
Why I picked Smartsheet
Smartsheet’s grid-based format closely resembles Excel and Google Sheets, making it ideal for users familiar with traditional spreadsheet tools. Unlike more visually driven platforms, Smartsheet provides robust formulas, cell linking, and data analysis capabilities with an easy-to-navigate interface.
Smartsheet is a natural fit for data-driven work, catering to professionals who prefer a spreadsheet-style approach to managing tasks and budgets. Teams can connect cells across multiple sheets, apply conditional logic, and build logical workflows using functions like IF, VLOOKUP, and COUNTIF. This level of flexibility makes it easier to manage budgets and track project health.
Smartsheet’s key differences
Beyond complex calculations, Smartsheet also offers built-in governance and compliance features like permission controls and enterprise-grade security. It also includes WorkApps, a no-code platform that lets you build custom interfaces for different stakeholders. These capabilities make Smartsheet ideal for cross-functional teams with strict IT requirements.
Pricing
Pro
$9.00/user/month
Up to 10 users
500 MB file storage
Pro plan includes:
Unlimited viewers
Gantt, grid, card, calendar views
Dashboards & reports (view only)
Cell and column formulas
20 GB attachment storage (30 MB file limit)
250 automations per month
Google Workspace, Microsoft 365, and over 100 app integrations
Jira’s free plan supports up to 10 users and offers agile-specific tools like Scrum and Kanban boards, backlog management, and agile reporting. It includes 2 GB of storage, enough for small-team usage. However, it restricts advanced user permissions and administration settings on higher-tier subscriptions.
Screenshots
Standout features
Summary views: Provides high-level overviews of project statuses, facilitating quick assessments of progress Release tracks: Manages and monitors different versions of your product, ensuring organized deployment cycles Custom approval: Enables the creation of tailored approval workflows to match your team’s specific processes
Pros
Robust issue tracking tools
Over 3,000 app integrations
Offers a variety of chart types
Cons
No budgeting features
Can be complex to set up for non-dev teams
Real-time collaboration tools could be better
Why I picked Jira
Primarily a software development tool, Jira comes with features that support agile project management methodologies, like scrum boards and sprint planning. Compared to general-purpose tools, Jira provides specialized resources to help you manage product backlogs, sprint cycles, and issue tracking. You can also create user stories, track bugs, and follow project progress through dedicated agile reports.
The Jira platform is designed to simulate the development life cycle, from planning and coding to testing and release. This allows QA teams and product managers to break down complex projects into manageable tasks, complete with story points, sprints, backlogs, and version control.
Jira’s key differences
Jira uniquely focuses on agile-specific workflows, making it a strong contender for teams working on agile projects. Its powerful issue-tracking capabilities stand apart from competitors that offer more general task management. Plus, it offers extensive agile reporting, enhancing project oversight.
Pricing
Free Forever
$0/user/month
Up to 10 users
Free plan includes
Unlimited tasks, goals, projects, forms
Backlog, list, board, timeline, calendar, and summary views
Custom workflows
Project templates
Dashboards
Reports, dashboards, and team insights
One site
2 GB storage
100 emails/day
100 automation runs/month
SSO, password policies, and encryption
Single project dependency
Standard
$8.60/user/month
Includes all in the Free plan, plus:
250 GB storage
User roles and permissions
External collaboration
Multi-region data residency
1,700 automations per site per month
Cloud support team
Unlimited email notifications
Anonymous access
Audit logs
Premium
$17/user/month
Includes all in the Standard plan, plus:
Unlimited storage
AI-powered summaries, generative AI editing, natural language
Cross-team planning and dependency management
Customizable approval process
1,000 automations per user per month
24/7 support
Enterprise
Custom pricing, billed annually
Includes all in the Premium plan, plus:
Unlimited storage
Cross-product insights with Atlassian Analytics and Data Lake
Wrike’s free plan provides unlimited user access, basic task management features, and essential project views like boards and lists. It includes 2 GB of storage for basic document sharing and collaboration. However, detailed Gantt charts, resource management tools, and advanced reporting require upgrading to paid plans.
Screenshots
Standout features
Folder hierarchy: Organizes projects and tasks within a structured folder system for clarity and accessibility
Dynamic Gantt chart: Provides interactive timelines that adjust automatically as project details change
AI recommended tasks: Utilizes AI to suggest tasks based on your work patterns and priorities
Pros
Multilingual support across plans
Unlimited users in the free version
Delegate actions via voice commands
Cons
Limits the user count per plan
Offers very limited storage space
Resource management is only available on the fifth-level tier
Why I picked Wrike
Wrike works for teams managing complex project timelines, thanks to its structured project views. Even on the free plan, Wrike helps you map out detailed projects clearly, making it easier to track multiple timelines and deadlines simultaneously.
The Wrike platform offers a suite of timeline-centric features, including the dynamic Gantt chart. It automatically adjusts all the dates when you move a task, and a simple switch highlights “must-finish” tasks in red so you know which ones to prioritize. You can stack several projects on one timeline and take a quick “snapshot” to see how your schedule changes over time, giving you a clear overview of your projects in one place.
Wrike’s key differences
Wrike uses a structured folder hierarchy, offering clear and organized access to tasks across multiple projects. It uniquely combines spreadsheet-style task views with boards, catering to users who prefer clarity in organizing complex project data. Additionally, Wrike offers robust security and collaboration tools even on its free plan, enhancing its value significantly compared to its competitors.
Pricing
Free Plan
$0/user/month
Includes all in the Pro plan, plus:
Task and subtask management
Table and Kanban view
Active task statuses
Internal and external collaborators
AI-recommended tasks
Basic integrations (Google Drive, Microsoft 365, Slack, Dropbox, etc.)
Real-time activity stream
2 GB storage space
TeamPlan
$10/user/month (billed annually)
For two to 15 users
Unlimited tasks, subtasks, projects
Includes all in the Free plan, plus:
50 GB storage space
Project and task templates
Gantt charts
Dashboards
Calendar view
Personal work schedules
Request forms (limited)
Collaborator role
Integrations with Zoom, MS Project Viewer
Custom fields
Business
$25/user/month (billed annually)
For five to 200 users
Includes all in the Pro plan, plus:
100 GB storage
Time tracking
Approvals & proofing
Automation (200 actions/user/month)
Resource management
Workload charts
Reports & analytics
Project blueprints
Request forms (advanced)
Job roles
Shareable dashboards
File and video proofing
Custom workflows
User groups & permissions
Enterprise
$0/user/month
Unlimited users
Includes all in the Business plan, plus:
1 TB storage space
Two-factor authentication
Password policies
Admin permissions
Custom access roles
Audit reports
User provisioning
Pinnacle
$0/user/month
Unlimited users
Includes all in the Enterprise plan, plus:
10 TB storage space
Advanced analytics with BI tools
Locked spaces
Job role-based budgeting
Bookings (advanced resource planning)
Performance management
Looking for free open-source project management tools? Check out our in-depth guide on thebest open-source project management software to explore top platforms, compare features, and find the right solution for your team.
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6. Notion – Best combined notetaking and task tracking
Notion’s free plan provides unlimited pages and blocks for notes, databases, and tasks, with collaboration for up to 10 guests. It syncs across all devices and integrates various apps by embedding links. Premium permissions, larger team collaboration features, and advanced analytics are only accessible on paid plans.
Screenshots
Standout features
Dynamic link previews: Displays live previews of content from external tools like Jira or GitHub directly within Notion pages
Collaborative workspace: Facilitates real-time collaboration with team members on shared documents and databases
Site customizations: Allows customization of your Notion sites with branded domains, favicons, and navigation bars
Pros
Rich customization options for pages
Provides templates for various use cases
Extensive self-help resources
Cons
Inability to create new pages in offline mode
Complex to use when dealing with large data sets
Lacks native time tracking features
Why I picked Notion
Notion uniquely combines note-taking and task tracking in one platform, making it the ideal software solution if you frequently switch between documentation and task management. Instead of juggling multiple apps, you can seamlessly integrate task lists with meeting notes, research, and personal knowledge bases. This unified approach significantly reduces friction while enhancing productivity.
Its built-in wiki functionality lets you create a knowledge base for your team, combining pages, subpages, and databases in the same organized workspace. This makes it easy to document processes, store onboarding resources, and maintain reference materials in a way that’s easy to navigate.
Notion’s key differences
Notion shines by offering a highly customizable interface that lets you structure notes, tasks, and databases precisely to your workflow. Its ability to embed external content directly differentiates it significantly from other project tools. Additionally, Notion’s flexibility appeals to creative professionals looking for a fully personalized notetaking platform.
Teamwork.com’s free plan supports up to five users and allows you to manage five projects while accessing essential project management tools within a limited credit allowance. It unlocks all project views, including list, table, board, and Gantt charts, along with core task management features like subtasks, tags, and dependencies. Teamwork.com also gives you instant access to AI-powered features, such as content generation, without requiring a paid upgrade.
Screenshots
Track profitability, budgets, project health, and task progress in real time with Teamwork.com’s intuitive project dashboard.
Manage all your clients, projects, and communications in one organized view with Teamwork.com’s client management dashboard.
Stay on top of priorities and deadlines with Teamwork.com’s task management view, designed to simplify planning and collaboration.
Standout features
Workload management: Manage your team’s project capacity with real-time visibility into workloads, quickly spot resourcing issues, and reassign tasks to keep projects on track.
Budget creation: Set up custom project budgets, monitor hours and expenses in real time, and get notified when spending approaches your defined limits.
Native time tracking: Track and log time directly, create timesheets, set billable hours, and gain insights into where your team’s time is spent for better productivity.
Pros
Advanced tools for project budgeting
Extensive workload management tools
Access AI features on the free plan
Cons
Team chat has a separate app
Customization tools can be overwhelming to navigate
No templates and cloud storage on the free plan
Why I picked Teamwork.com
I picked Teamwork.com because it’s highly efficient for freelancers or companies managing multiple client projects, offering everything they need compared to project management platforms that mainly cater to large teams. Its free plan works well for budget-conscious users who need access to essential client-focused features like proofing, project budgets, and invoicing, capabilities that competitors often reserve for higher-tier plans.
Teamwork.com’s key differences
Teamwork.com doubles as a client management solution, giving you complete visibility into all client projects from a single centralized hub. You can empower clients to participate by allowing them to leave comments, create tasks, and log time, making them active contributors to your projects. Plus, its built-in proofing tools help streamline the feedback process, which makes client collaboration faster and more efficient.
Miro’s free plan allows unlimited users and provides access to three editable public boards. You can choose from over 5,000 community-created templates and connect workflows with more than 160 third-party apps. On shared boards, users can organize content using layers to show, hide, or group objects and record up to five video walkthroughs.
Screenshot
Visualize ideas, manage workflows, and organize project plans on a single Miro board.
Collaborate on app wireframes and user flows with Miro’s visual workspace.
Manage project briefs, action items, and timelines in one organized Miro workspace.
Standout features
Miro Assist: With this AI-powered tool, you can speed up the creation of diagrams, organize topics, and map out ideas visually.
Spaces: Spaces revamps the dashboard and sidebar to improve contextual and hierarchical content management, making it easier to organize and navigate through large amounts of information.
Slides: Create and present interactive, engaging decks directly in Miro, with real-time co-creation, annotation, and brainstorming.
Pros
Flexible project workspaces
Drag-and-drop tool makes it engaging to use
Rich template library
Cons
Lags when working on larger boards
Not ideal for record keeping
Can be difficult to use when working with numbers
Why I picked Miro
Miro is one of my top picks because it offers a unique experience compared to typical project management platforms. Its Create with AI feature lets you use your board content as prompts to generate structured outputs. You can import reference materials, sketch rough ideas, and leverage AI to turn those ideas into diagrams. This makes project management more accessible, enabling anyone to contribute to and understand system diagrams, database schemas, and process flows, ultimately fostering inclusive collaboration.
Miro’s key differences
What makes Miro stand out is its visual workspace, which allows teams to collaboratively brainstorm and plan projects on a drag-and-drop canvas. With thousands of pre-built templates, teams can jump right into generating ideas, and whether working in real time or asynchronously, everyone can easily collaborate using tools like shapes, sticky notes, and more.
Pricing
Free
$0/user/month
Unlimited team members
100+ core integrations
Included with this plan:
3 editable boards
5 Talktracks for interactive video board walkthroughs
3000+ Miro and community-made templates
10 Miro AI credits/month/team
Starter
$8 per member/month
100+ core integrations, plus Jira
Includes everything in Free, plus:
Single workspace with unlimited boards
Unlimited Talktracks for interactive video board walkthroughs
Dedicated Spaces for organizing boards
Board version history
25 Miro AI credits/month/member
Business
$16 per member/month
Core integrations, plus Jira
Includes everything in Enterprise, plus:
Unlimited private and secure workspaces with unlimited boards for every team and client
Unlimited guests on private and team boards
2500+ advanced diagramming shapes
Single sign-on (SSO)
50 Miro AI credits/month/member
Enterprise
Custom price (from 30 members)
Core integrations, plus Jira, Azure DevOps, and CA Rally
Includes everything in Business, plus:
SCIM, request management, admin role delegation, Billing groups, and more
Enterprise-grade security with SSO, domain control, data classification, 2FA, and more
Advanced user management and intergration/app management
Trello’s free tier offers intuitive Kanban boards with unlimited task cards, 10 boards per workspace, and unlimited integrations via Power-Ups. It features basic customization options such as backgrounds and card labels. Comprehensive reporting tools and timeline views are available only through paid upgrades.
Screenshots
Standout features
Card mirroring: Syncs Kanban cards across multiple boards while providing real-time updates
Advanced checklists: Assigns due dates and members to individual checklist items within a Kanban card
Quick capture: Enables the rapid addition of tasks or notes from various sources, such as emails or Slack, to your Trello inbox
Pros
Includes Power-Ups that expand platform functionality
Unlimited activity log on the free plan
Intuitive drag-and-drop Kanban interface
Cons
Lacks a native task dependency tool
Limited reporting capabilities
Not ideal for complex, large-scale projects
Trello’s key differences
What sets Trello apart from other free project management tools is its simplicity. It features a clean, uncluttered interface that makes task management feel more intuitive even for entry-level users. Unlike competitors that pack in layers of features and complex navigation, Trello focuses on accessibility through its drag-and-drop Kanban boards, customizable cards, and straightforward workflow setup.
Pricing
Free Forever
$0/user/month
Up to 10 collaborators
Unlimited tasks and projects
Included with this plan:
Unlimited storage (10 MB/file)
Unlimited cards, activity log, and Power-Ups per board
Up to 10 boards per workspace
250 workspace command runs per month
Custom backgrounds and stickers
Assignee and due dates
2-factor authentication
Standard
$6/user/month
Includes all in the Free Forever plan, plus
Unlimited storage (250 MB/file)
Unlimited boards
Advanced checklists
1,000 workspace command runs per month
Card mirroring
Single board guests
Custom fields
Premium
$12.50/user/month
Includes all in the Standard plan, plus
Views: calendar, timeline, table, dashboard, and map
Asana’s free plan supports teams of up to 10 members, providing unlimited tasks, projects, and activity logs. It includes basic project views such as list, board, and calendar. However, timeline views, workload balancing, and advanced reporting are reserved for paid plans.
Screenshots
Standout features
Advanced search: Allows you to include detailed criteria when searching for items to instantly find tasks, projects, or messages
Global custom fields: Facilitates consistent data tracking by applying the same custom fields across related projects
Private teams and projects: Restricts project access to specific teams, ensuring only invited members can view or edit them
Pros
Provides a generous free plan for small teams
Robust security and privacy measures
Unlimited file storage included in the free plan
Cons
Offline access is limited to its mobile app
Lacks automation credits on the free plan
Native time tracking is available only in high-tier plans
Why I picked Asana
Asana stands out as a project management software tool, as it excels in simplifying task management. The platform lets you create tasks easily, set due dates, and maintain transparent communication within each task. Compared to more feature-heavy options like Wrike and ClickUp, Asana provides a straightforward project management solution for beginners who prefer a more direct and intuitive approach.
The platform’s simple, intuitive layout is especially helpful if you’re new to digital project management. You can quickly start organizing tasks without significant training or onboarding. This makes Asana ideal for teams transitioning from spreadsheets or emails to a full-fledged project software.
Asana’s key differences
Asana offers more extensive integration options, allowing smooth connections with popular productivity tools like Google Workspace, Slack, and Microsoft Teams. Its free plan includes unlimited projects, which is not commonly offered among competitors. Additionally, its intuitive interface significantly reduces the learning curve for new users.
Pricing
Free Forever
$0/user/month
Up to 10 teammates
Free plan includes:
Unlimited tasks and projects
Calendar, list, and board view
Unlimited storage (100 MB per file)
Unlimited messages
Unlimited activity log
Status updates
Starter
$13.99
Up to 500 teammates
Includes all in the free plan, plus:
Timeline and Gantt view
Workflow builder
Custom fields and forms
Custom project templates
Unlimited guests
250 automation actions/month
Project dashboards
Advanced
$30.49
Up to 500 teammates
Includes all in the Starter plan, plus:
100 portfolios
25,000 automation actions/month
Forms branching
Approval and proofing
Advanced reporting
Time tracking
Workload
Enterprise
Custom pricing
Unlimited seats
Includes all in the Advanced plan, plus:
Workflow bundles
Custom branding
Resource management
Advanced integrations with Salesforce and Tableau
Project admin controls
Enterprise+
Custom pricing
Unlimited seats
Includes all in the Enterprise plan, plus:
Audit log
Data loss prevention integration
Security information and event management integration
Archiving integration
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How I chose the top free project management software
This guide highlights the leading project management tools that provide a free plan, designed specifically to help small to midsize business teams manage projects efficiently without needing a developer or additional budget. We selected these tools based on a careful assessment, using five weighted criteria to reflect the features most valuable to typical business users.
Feature availability in free plan (30%): My top priority in selecting the free tools for project management was ensuring you receive robust functionality at no cost, including essentials like unlimited task creation, sufficient storage, collaboration tools, and custom fields.
Ease of use (25%): Since smaller teams rarely have dedicated tech support, I favored tools that are intuitive, accessible via mobile devices, and equipped with ready-to-use templates or built-in automations.
Scalability (20%): Tools received higher marks if they provided clear upgrade paths, allowing you to scale as your business grows, with flexible user limits, guest access, and additional features available as you expand.
Integration capabilities (15%): Since most teams rely on multiple software platforms, I prioritized tools offering extensive integrations with popular apps and compatibility with automation services like Zapier and Make.
Support and resources (10%): I considered the availability of onboarding support, knowledge bases, and responsive customer service, which are essential for helping non-technical teams achieve productivity quickly.
Each software option underwent rigorous evaluation against these criteria, supported by factors such as user limits, project capacity, and integration counts. Platforms requiring upgrades for essential functionality or restricting usage to only a single user were ranked lower to prioritize genuinely accessible, forever-free options.
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Free vs paid project management apps: What you need to know
Choosing between free and paid project management apps comes down to your team’s size, goals, and the complexity of your workflows. While free tools are great for getting started, paid plans often unlock the power and flexibility that growing teams need.
Feature
Free plans
Paid plans
User limits
Often capped for 5 to 15 users
Typically unlimited or much higher limits
Projects and storage
Limited number of projects and storage
Unlimited or generous storage and project caps
Task management
Basic boards and lists
Advanced views like Gantt, timelines, dependencies
Collaboration features
Core features like comments and mentions
Enhanced tools like proofing, guest access, roles, and chat
Automations and integrations
Not available or limited
Full automation access and third-party integrations
Reporting and dashboards
View-only or basic reports
Custom reports, dashboards, and analytics
Support and security
Self-serve support via help center
Priority support, SSO, and admin controls
While free online project management tools offer a budget-friendly starting point for individuals and small teams, they can quickly fall short as your size and workload grow. Paid tools provide the advanced features, customization, and scalability to manage projects efficiently, making them a cost-effective investment for most businesses.
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FAQs
Trello, ClickUp, and Asana are among the top software for project management due to their user-friendly interfaces and comprehensive feature sets, fit for any team size and project needs. However, note that your ideal pick depends on whether you prioritize visual planning, customization, or built-in collaboration tools.
No, Google doesn’t offer a dedicated project management app, but you can build a basic system through Google Sheets, Calendar, and Tasks. It works well for lightweight tasking, especially if your team already uses Google Workspace.
No, Microsoft Project is a paid solution with plans designed for professional and enterprise use. However, Microsoft 365 users can explore more accessible tools like Planner or To Do for simple task tracking.
Yes, Microsoft 365 includes tools like Planner, To Do, and Lists that support project tracking and team collaboration. For advanced features like timelines and resource management, upgrade to Microsoft Project.
Bottom line: How to choose the right free project management tool
When picking free tools for project management, start by considering your team size, project complexity, and workflow needs. Many free plans offer core task management features suitable for small teams, but the ideal tool depends on how you plan, collaborate, and manage your work.
To ensure a good fit, assess each software based on ease of use, integration support, and growth potential so you don’t have to switch tools as your needs evolve. As you pick the right free PM software, focus on the features that match how your team works and can guide you throughout the phases of project management. In the end, it’s all about prioritizing tools that offer flexibility and room to grow without the hefty price tag.
Marianne De Guzman is a technology analyst with over four years of experience in evaluating cloud-based communication solutions, with a focus on VoIP and unified communications. Her analytical approach and strategic insights empower businesses to optimize their communication infrastructure.
project-management.com is dedicated to providing modern tools, latest news, and best practice references for every project professional and business organization. The discipline of project management has continued to receive growing interest and attention over the past decades. Especially today, the importance and relevance of the project manager for any kind of undertaking is unquestionable. However, the challenges of modern society, business relationships and latest technology are also testing their competency and ability to deliver successful projects. Since its launch in 2001, PMcom has been featuring pertinent articles, management software and productivity tool reviews, books, interviews, training sites and other e-learning resources to help people be more productive and successful in their chosen path.
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