8 Best Team Management Apps

ClickUp offers robust task management features for planning and tracking multiple tasks more efficiently. Choose from over 35 ClickApps, a set of built-in tools for additional tasking functionalities like automation, multiple assignees, and time tracking. Nested subtasks let you create up to seven hierarchy levels for your subtasks, while LineUp is a numbered checklist in Home that provides each user an order of tasks to do next.

Fast-track projects by assigning multiple people for any task, transforming comments into action items, and breaking down projects into subtasks. Multiple views are available to visualize progress and timelines better.

The biggest drawback of ClickUp is its limited mobile app functionality. On-the-go users looking for a full-featured mobile app should consider monday.com, which features a fully customizable mobile app, allowing users to flexibly manage their projects from anywhere.

• Pulse: The feature provides a quick overview of your team’s activity for each hour. See how many users are online and what they’re working on.
• Template Center: The feature supplies a library of up to 1,000 premade templates for any project type. Templates support various use cases and skill levels (beginner to advanced).
• Mind maps: Draw connections between tasks and map out workflows using drag-and-drop nodes. Add, edit, or delete tasks and subtasks without switching views.

ClickUp templates are available for finance, IT, marketing, and engineering. (Source: ClickUp)

Teamwork.com is ideal for managing project teams and client interactions. It works as a client project management app that enables teams to centralize client work and customize client access to projects.

Tag clients to get feedback and monitor billable and nonbillable minutes for easier invoicing. Store contacts, interactions, and billing information within an accessible hub for client data.

While Teamwork.com integrates with CRM systems, the number of supported apps is limited. There are no direct integrations with popular CRMs like Salesforce, Pipedrive, and Insightly. If you want a team task management app that fully integrates with your existing app stack, try Wrike, which offers up to 400 premade integrations, plus custom apps for advanced users.

• Portfolio board: A Kanban-style board provides a high-level overview of your projects so you can instantly view their progress. See project trends, individual performance, and the number of completed and overdue tasks.
• Time tracking: A fully integrated time tracking system monitors the time spent on a project. Mark time as billable, create timesheets, and send automated alerts for time logging.
• Workload planner: View and manage the capacity of your team members and get real-time insights on who is available to handle more work. This is useful in managing projects with competing deadlines and manpower. The drag-and-drop function lets you easily add, edit, and reassign work to meet priorities and deadlines.

Identify each staff’s billable and nonbillable hours. (Source: Teamwork.com)

monday.com, one of our top project management software solutions, is best for cross-departmental teams managing large-scale projects or complex workflows. It uses a project decomposition strategy that breaks down projects into smaller, more manageable parts, allowing you to schedule and organize tasks easily with your team.

The work breakdown structure (WBS) template lets you visualize and control any size project from scoping, planning, and execution to closeout. Customize the template by adding action items and reordering tasks based on priority.

One disadvantage of monday.com is that key features like time tracking and workload view are locked on higher-priced tiers. If you’re looking for a cheaper and less complex alternative to monday.com, try Trello. Its core features include task tracking, automation, and a team directory board—ideal for small-scale team management. See how they compare in our Trello vs monday guide.

• Boards: An interactive whiteboard lets you track and manage all your workflows. Boards consist of groups, columns, tasks, and subtasks. Prebuilt templates are available to get you started in minutes.
• Timeline column: This is a visual representation of a project’s timeframe. Set the time range or milestone for each task on your board. See how projects align and who’s busy, and modify predefined deadlines.
• Workload view: Visualize the team’s workload by days, weeks, or months. This lets you allocate work accordingly and get a clear view of each team member’s capacity.

Boards are customizable workspaces for managing tasks. (Source: monday.com)

Wrike is an intelligent project management app built for dynamic teams dealing with large workload volumes. Through effort management tools, measure the amount of work needed to complete a task and forecast when it will be delivered. You can also determine if a team member has enough bandwidth to complete a certain task.

The Wrike platform uses generative artificial intelligence (AI) to speed up the process of writing item descriptions, drafting project plans, and refining your writing style. Machine learning capabilities let you automatically create subtasks and identify risk factors to deliver projects on time.

On the downside, small teams dealing with seasonal projects may want to look elsewhere as Wrike requires a full-year subscription payment. If you’re seeking a feature-rich solution without the premium price, check out ClickUp. It has a generous free plan that includes Kanban boards, sprint management, and collaborative docs.

• Cross-tagging: Tag a task in various work streams so other teams can track the same task in the context of their department’s project. This lets you categorize the company’s entire workload across projects, phases, folders, and milestones.
• Approvals: Streamline the task review process with Wrike’s approval management feature. Monitor tasks for approval, see who’s responsible, and identify if a pending approval could cause delays.
• Custom item types: A customizable library acts as a framework for specific business processes. Define which sections to display on the work item view and add custom fields, automation, icons, and subitems.

Cross-tagging in Wrike enhances project visibility across departments. (Source: Wrike)

While Bitrix24 is mainly a CRM system, this full-featured business platform integrates collaboration tools with sales, marketing, ecommerce, and website building. This facilitates seamless integration of sales and marketing workflows, allowing teams to drive conversions and generate leads.

Lead management features benefit sales teams needing to collect leads from various sources like email, web forms, telephony, and social media ad campaigns. Marketing tools like bulk email and customer segmentation let you execute email campaigns and organize your ad audiences based on specific segments.

Bitrix24 is suitable for teams wanting to centralize sales and marketing tasks, however, its extensive range of features makes it difficult to set up and use. If you’re looking for a Bitrix24 alternative that is just as feature-rich but has better usability, check out monday.com. This provider balances ease of use and functionality, making it ideal for any type of workflow.

• Task automation: The feature automatically triggers a set of actions when a task moves to a specific stage. Assign robots to send emails, create new tasks, and change task status.
• Autofocus mode: When dealing with multiple tasks, turning on this feature allows the system to automatically filter the task for you. Tasks with updates and comments are moved to the top of the list.
• Supervisor view: The feature provides a summary of the tasks your team members work with. Under each employee’s name, you can find their department, efficiency rate, and the number of tasks they’re responsible for.

Monitor your team’s level of efficiency with Bitrix24’s supervisor view. (Source: Bitrix24)

Basecamp stands out with its real-time communication capability—a project management feature that most providers typically lack. It provides multiple ways for teams to communicate like group chats, topic-based conversations, direct messaging, and automatic check-ins. This enables teams to dedicate spaces for certain discussions and get quick answers.

In Basecamp, all project management aspects are organized in sections. Assignments and schedules are in a single-page dashboard, while you can find local and cloud-based files in the Docs & Files window. If you want to check the progress of existing projects, the Mission Control page provides a complete overview of your project statuses.

What we least like about Basecamp is the extensive use of jargon across the platform—the Kanban board is referred to as the ‘card table,’ while the Gantt chart is called ‘The Lineup.’ This adds to the learning curve as new users need to be familiar with these unique terms.

Small businesses new to project management should consider Trello. This Kanban-style project management app has a user-friendly interface that enables teams to get started right away.

• Hill Charts: The feature displays the status of your to-do lists so you know what tasks are progressing, stuck, and completed. You can move lists uphill as you work through your projects.
• Lineup view: If you’re looking for a way to create a project timeline, Basecamp lets you visually map out project duration from start to finish. It allows you to extend a project deadline, view recently completed projects, and see who’s working on a project.
• Docs & Files: The feature serves as an organized space to create, manage, and share documents, files, and images. You can directly connect Google Docs and integrate with cloud storage sites.

Visually track the progress of your to-do lists with the Hill Chart. (Source: Basecamp)

ProofHub offers a unified platform for collaboration and project management where teams communicate, track progress, and share updates in one place. Collaborate over projects through features like group chat, notes, annotation, and discussion topics. Built-in proofing tools help teams streamline the approval process and share feedback on files.

Another highlight feature of ProofHub is its detailed reporting options for resource management, workload, project status, and time utilization. Create custom reports to get up-to-date insights on tasks, milestones, and time logged.

If budgeting is a critical part of your project planning process, you may want to look elsewhere, as ProofHub lacks a native budgeting functionality. Instead, go for Teamwork.com, which features finance tools for creating project budgets and setting billable rates for tasks.

• Notes: Store project information, jot down meeting minutes, and create a knowledge base within your notes. You can organize your notes in notebooks and allow team members to subscribe over notes.
• Project categories: Organize projects within a single heading so users can easily search for projects and generate reports based on a specific category.
• Agenda view: The feature displays all the expected tasks and milestones to be completed for a specific day. Simply tick off the checkbox next to your task to indicate you’re done.

Assign unique colors to each note to easily distinguish pieces of information. (Source: ProofHub)

Trello works for companies with simpler project management needs and those needing a beginner-friendly app to manage their basic project requirements. Use it for collaborative activities like task tracking, project viewing, and brainstorming. With its Kanban-style approach, team members can instantly monitor the project flow and visualize progress at a glance.

While competitors typically boast advanced project tools, Trello keeps it simple with its five core features: templates, automation, project views, integrations, and Power-Ups. With Power-Ups, users can extend Trello functionality by adding features through plug-ins.

Given Trello’s simplicity, you might want to look into other alternatives if your team deals with more complex and large-scale projects. Try monday.com, a full-fledged team management app packed with several features for project scheduling, time tracking, reporting, and real-time collaboration.

• Calendar view: The feature provides a visual overview of your project deadlines and due dates from third-party calendar apps like Google, Outlook, and Apple. It also displays members, labels, and checklists.
• Power-Ups: A collection of add-on tools extends the functionality of your Trello board. The Power-Up directory includes up to 200 integrations for analytics, automation, marketing, and file management.
• Advanced checklist: The feature organizes all your tasks in a list and lets you assign a person or due date to checklist items. A checklist can be added to any card so everyone in the team knows the granular details of a specific task.

Trello lets you sync work with third-party calendar apps. (Source: Trello)