Trello is a market leader for good reason – but that doesn’t mean it’s right for everyone. You’re likely looking for a Trello alternative for one of two reasons.
You need more features to manage your projects.
You need a task management tool that’s a better fit for your team.
Your team’s needs should guide your choice of project management software – but you might still have a long list of Trello alternatives. We’ll get to those later. First though, you might want to look at the elephant in the room: Trello itself. Let’s take a closer look at what it is, what it does and why it isn’t always “the one”.
What is Trello – and what does it do?
Trello is a lightweight task management tool. It’s ideal for managing day-to-day tasks at a team level and has exactly the features you’d expect it to. These include:
Assigning tasks to team members.
Setting deadlines.
Teamwork features, like comments and mentions.
Links and attachments on tasks.
The classic Trello Kanban board view is popular with smaller teams. It is accessible, easy to use, and above all, cheap. Trello has a capterra rating of 4.5 and a lot of reviews praise its simplicity.
However, hundreds of people each month don’t search for “Trello alternatives” for nothing, which brings us to the next question…
Why do I need a Trello alternative?
Trello isn’t the right tool for every team.
We’ve outgrown Trello. As your company expands, you might find Trello can’t keep up with your demands. Growing teams need software that can support new ways of working. Likewise, processes can vary across departments. Your creatives will have different workflows to your accountants, for example. One criticism of Trello is that “handling large projects that have multiple teams is quite difficult”.
Where are the features? Trello lacks a bit of power for teams who work on big projects. No reports, no time tracking, no party. If you want to manage multiple projects at once, you might agree with reviews that Trello’s features aren’t substantial enough. The tool needs integrations and power-ups, which makes everything feel a bit clunky.
We can’t see how tasks are connected. Some users note that Trello provides a limited overview. This makes it hard to see how tasks are connected. As workloads increase, Trello’s boards often become overloaded. As a result, your team wastes time pushing tasks around and wondering what they should do next.
We need a more secure tool. If cloud security is a concern for you, a tool with data servers in the EU is a wise choice. Data security regulations are stricter in Europe than in the US. If your company wants to manage data internally, you could consider an on-premises solution rather than a cloud-based solution. On-site solutions provide additional security but are less flexible and more expensive.
The best Trello alternative: MeisterTask
MeisterTask addresses all the key concerns. It’s a simple, intuitive and secure Trello alternative that helps teams work more productively. Like Trello, it’s perfect for small to medium-sized teams that need to manage projects, workflows and daily tasks. Though Trello and MeisterTask have a lot in common, MeisterTask takes the crown in a few key areas.
Why choose MeisterTask?
It’s nicer to look at. MeisterTask is beautifully designed with a user-friendly interface. That’s just one of the reasons why customers are switching from Trello to MeisterTask in huge numbers. Our Kanban-style boards provide a clear overview to help you focus on what matters. There’s no clutter – only the features you need to:
Manage tasks with ease.
Work more transparently.
Get more done with less effort.
This web-based task-management app is changing my life. @MeisterTask. It's the perfect level of simple…but also has great features with some more in-depth levels, and customizable stuff. And it looks great too:
— Stephanie Smith (@helmssmith) June 13, 2019
It’s easier to use. Onboarding to MeisterTask is quick and painless, so your team can get started right away. It’s user-friendly, so teams are more likely to, well, use it! Higher adoption rates improve team alignment, leading to better results.
MeisterTask is intuitive and so easy to use. Clicking the sign-up button was the trickiest part.
Frank Koschinsky, Agile Coach LBBW
@meistertask we just switched our team over to MeisterTask after spending years switching around project management software. This is easily our favorite app. Easy to use and BEAUTIFUL. Thank you.
— Bobby Lauritson (@bobbylauritson) March 19, 2020
It’s more secure. MeisterTask takes every measure to prevent data from being stolen, leaked, or compromised. MeisterTask’s servers are located in the EU, which has stricter regulations for data security than the U.S. Meister is fully GDPR compliant and ISO 27001:2013 certified – the highest international standard for data security. This is only awarded after an external security audit – so you know it’s legit – and renewed yearly – so you know it’s fresh.
With Trello, we did not feel that the provider shared our concerns. […] The fact that our data was being stored on servers in the USA made us uncomfortable.
Axel Fischer
Managing Partner, Akku Fischer
Using Trello or Asana? Ready to switch to MeisterTask? Import your Trello boards or Asana projects with just a few clicks!
MeisterTask plans & pricing
MeisterTask Pro is perfect for your team’s to-dos. With unlimited projects and time-saving automations, you can centralize communication, reduce emails and structure your work. With the Pro plan, you get project groups, unlimited integrations, reports, and more.
The Pro plan is $8.25 per user/month when billed annually.
MeisterTask Business includes everything in Pro – and then some. Plan ahead in timeline view, and manage large teams with group sharing. Roles and permissions, compliance exports and security restrictions keep your team and projects safe. Stuck? Reach out via priority phone support!
The Business plan is $20.75 per user/month when billed annually.
Does your company have special requirements? With MeisterTask Enterprise, you get more support, security, and flexibility. Find out more on the MeisterTask pricing page.
How do I know which Trello alternative is right for me?
MeisterTask sounds interesting – but you want to keep your options open? That’s fair enough. All teams are different, and some tools will be a better fit than others. To find the best Trello alternative for your team, you need to ask the right questions:
How big is my team?
Does my team work on tech projects?
How complex are my team’s projects and processes?
What’s my budget?
Better yet, we’ve asked them for you below – and provided the best Trello alternatives for the job.
Trello alternatives for big teams
A bigger team usually means bigger and more dynamic projects. If your workflows span multiple departments and involve a lot of collaborators, your tool should support that. Large teams need features such as external sharing, interlinked tasks and projects, and project boards that offer a clear top-level view. If you have a big team in need of more robust project management tool, these Trello alternatives might be what you’re looking for.
1. Asana
Capterra rating: 4.5/5
Why you might like Asana
Asana can handle big teams. It has the core essentials, such as custom forms and task dependencies, as well as automations to tailor your workflows. Asana’s reports are visual and easy to use. This helps transparency and accessibility – not everyone on your team will be a “numbers person”. From product marketing launches and campaign management, to sprint planning and sales management, Asana is a solid choice.
Why you might not
Steep learning curve. More features mean more to learn. Some users noted it took a while to adapt to using Asana. Less tech-savvy team members might need extra guidance.
Inefficient search function. It can be hard to find what you’re looking for in the maze of tasks and projects. Some users find navigating multiple workspaces in Asana confusing.
Expensive. Asana puts a big dent in your monthly budget. If you’re going to put time and effort into onboarding your team, ask whether it’s worth it. Will you be able to keep using the tool for the foreseeable future, or do you need something more affordable in the long-term?
How much does Asana cost?
Asana’s Premium plan is €10.99 per user/month and its Business plan is €24.99 per user/month.
Key features of the Premium plan include: timeline view, unlimited dashboards and unlimited free guests. Asana’s Business plan gives you everything in Premium, plus the custom rules builder, advanced reporting, time tracking and more. Tailored pricing is available for Enterprise users.
2. Monday
Capterra rating: 4.6/5
Why you might like Monday
Monday is a work operating system (or WorkOS). A WorkOS lets you build custom workflow applications to create a central hub for any kind of work. It gives your team a huge amount of flexibility to improve, adapt and expand workflows as you grow. Monday is a group of products for workflow management, sales, and DevOps management. Monday’s work management tool is designed for big projects spanning many teams.
When it comes to features, you can check off all the usual suspects. Multiple views, task dependencies, custom automations, customizable templates — they’re all there. There are also features for managing design planning, IT requests, recruitment pipelines and more. The feature list puts it firmly in the “Big Teams” category, but it can be a lot to wrap your head around. It’s best to know exactly what you need – and what you don’t – before you make your choice.
Why you might not
Steep learning curve. You know the expression “Rome wasn’t built in a day”? Onboarding your team to Monday takes time. Say you have a team of 500 people. Now consider that it takes at least a week on average to get familiar with the software. That’s the equivalent of almost 10 years to get started.
Feature-heavy. You can do a lot with Monday – but do you really need to do quite so much? As one user notes, “feature rich does not equal easy to use”. For less tech-savvy team members, the feature-heavy UI can be distracting and even make them less productive.
US-based servers. Although Monday has a number of ISO certifications, some Monday data is based in the U.S. The regulations protecting data are not as strict in the US as in the EU. This could be a problem if your company must meet strict data security requirements.
Existing features could be developed further. Some users have asked for clearer connections between project boards, improved collaboration features and a chat function.
How much does Monday cost?
Monday’s Standard plan is $10 per user/month and its Pro plan is $16 per user/month.
The Standard plan includes Timeline and Gantt views, automations and integrations (up to 250 actions per month) and a dashboard combining up to 5 boards. With Pro, you also get private boards and documents, time tracking, and Chart view. Tailored pricing is available for Enterprise users.
3. Hive
Capterra Rating: 4.5/5
Why you might like Hive
With tailored dashboards and multiple views including Gantt, Table and Calendar view, Hive offers plenty of flexibility for larger teams. Hive also has some useful collaboration features beyond comments, tags and notifications. You can take notes in the tool and turn follow-ups into tasks, and integrate your calendar to share meeting links in tasks. If you’re working with clients, you can set up private group chats and team updates to keep them in the loop on project progress. There are also goal setting and reporting options to find new ways to improve your workflows.
Why you might not
Steep learning curve. As with other feature-heavy tools, users report a steep learning curve. If your team is already confidently using software at this level, you probably don’t need to worry. However, onboarding a large team to Hive is a big investment, so be sure to plan accordingly.
Issues with automations. In the past, there have been reports of buggy automations that don’t work as they should.
Mobile app lacks power. According to some Hive users, the mobile app is not as responsive as the desktop version. Something to consider if your team often works on-the-go.
How much does Hive cost?
Hive’s Free plan has some great features, including native chat messaging, unlimited tasks and notes, and multiple project views. However, larger teams will need a paid plan. Hive’s Teams plan is $12 per user/month. This includes unlimited workspace members, time tracking, shareable forms and more. Tailored pricing is available for Enterprise users.
Best Trello alternatives for tech project teams
The tech industry is tough. To succeed, teams need to work together and respond quickly to change. This is only possible with the right tools. Sadly, nothing is ever 100% perfect. But if bringing tech products to life is your team’s raison d’etre, these Trello alternatives could be a match.
1. Wrike
Capterra Rating: 4.3/5
Why you might like Wrike
If you need a tool for agile working, Wrike could be for you. There’s a big focus on cross-departmental collaboration and flexibility, with customizable workspaces that you can adapt to your team’s unique processes.
Templates for sprint planning, product roadmaps and support tickets are a big help for teams working on tech projects. Its resource planning feature is ideal for managers who need to oversee budgets, anticipate resource demand and plan team workloads. You don’t need to leave the tool to review work, which helps to streamline feedback across departments.
Why you might not
Steep learning curve. Tech-savvy software engineers will probably find it easy to use. However, some users from commercial departments have noted that it’s hard to learn how to use Wrike and that it’s “unintuitive”.
Feature-heavy. Because Wrike is a tool which does it all, your team might feel bombarded with features. Sometimes, less is more.
Mobile app lacks power. The Wrike mobile app lacks the functionality of the desktop app.
How much does Wrike cost?
Wrike’s Team plan starts at $9.80 per user/month, and its Business plan begins at $24.80 per user/month.
Up to 25 users can be added to the Team plan, so larger teams will need Business (200 users) or Enterprise (unlimited users).
With the Team plan, you get unlimited projects, tasks, custom fields and request forms. Multiple views are also included, as are custom workflows. With the Business plan, you get more features for resource management, user groups and permissions, unlimited reporting dashboards and more. Tailored pricing is available for Enterprise users.
2. Jira
Capterra Rating: 4.4/5
Why you might like Jira
Jira’s goal is to make agile work easier. It’s the go-to tool for developers and other large, tech-savvy teams. With automations, reports, roadmaps and integrations, Jira can break down huge projects into manageable, trackable tasks.
Jira is a tale of two hosting options: cloud-based and on-premises. Self-hosting means your data stays in your internal network. This gives you “more control and security, but at the cost of simplicity”. The cloud-based solution more practical, unless your company requires all data to be stored internally
Jira’s party tricks include sprint planning and bug tracking templates. That said, its complexity can slow teams down and hamper their productivity.
Why you might not
Complex UI. One complaint is that supporting non-technical teams with the tool creates more work for technical teams. Some users have noted that even technical managers have struggled with Jira.
US-based servers. Some Jira Cloud data is based in the U.S. You can get around this with Jira’s self-hosting option, but it might be better to choose a European tool instead.
Slow to load. Speed is another reason some teams choose Jira’s self-hosting option. Jira Cloud’s slow load times are no secret. Grab a coffee while you wait.
How much does Jira cost?
Jira’s Standard plan is $7.75 per user/month. Its Premium plan is $15.25 per user/month.
Up to 35,000 users can access the Standard plan. As well as roadmaps and dependency management, you can create reports, custom workflows, and backlogs. With the Premium plan, you get multi-project automations, capacity planning and project archiving. This completes a well-stocked feature list. Tailored pricing is available for Enterprise users.
3. Backlog
Capterra Rating: 4.5/5
Why you might like Backlog
Backlog by nulab is a slimmed down task management tool. It’s perfect for Developer and QA teams, with features for bug reporting and tracking. You can view work in boards, Gantt charts or burndown charts, and add task hierarchies and custom fields to tasks. It’s less powerful than the other tools mentioned here – but it’s budget-friendly.
Why you might not
Limited in scope and functionality. Backlog’s limited feature set means it isn’t suitable for larger teams managing big projects.
Buggy and time-consuming processes. Some users have complained they have to manually reassign statuses, issues with notifications, and confusing filters.
Mobile app lacks power. Users have noted that the mobile app doesn’t have the same functionality as the desktop version. Some have complained the app is “unwieldy.”
How much does Backlog cost?
Backlog has a Starter plan which costs $35 per month for up to 30 users. This is fairly cheap compared to other tools. There is also a Standard plan and a Premium plan, which cost $100 and $175 per month respectively. Both of these plans have an unlimited number of users.
Backlog’s Starter plan is “slim”. It includes 5 projects, subtasks, and up to 1 GB of storage. With the Standard plan, you get 100 projects, 30 GB of storage, and additional chart views. Premium includes everything in Standard, plus unlimited projects, 100 GB of storage and dedicated support.
4. ClickUp
Capterra Rating: 4.7/5
Why you might like ClickUp
Is ClickUp the “one app to replace them all”? It certainly claims to be. If you think more is more, it could be the tool for you. Customizable projects and workflows, custom task relationships and filters make cross-team collaboration easier. Technical teams are well looked after with GitHub, GitLab, and Bitbucket integrations. Sprint automations, features for bug tracking and feature prioritization will also keep them happy.
Why you might not
Steep learning curve. DevOps and Product teams will love it. Others might not. Users have noted the tool has a steep learning curve.
US-based servers. Some ClickUp data is based in the US. Consider whether the tool gives your team the security it needs.
Notification-heavy. Users have reported an overload of distracting notifications. Others have noted that notifications can be unreliable.
Mobile app lacks power. The mobile app is missing some features of the desktop app. But unless you work solely on mobile (why would you), this shouldn’t be a problem?
How much does ClickUp cost?
ClickUp’s Unlimited Plan is $5 per user/month. The Business plan is $12 per user/month and the Business Plus plan is $19 per user/month.
With the Unlimited plan, you get unlimited integrations, dashboards and storage. Multiple views, guests with permissions, and teams are also on the menu. The Business plan includes unlimited teams, advanced automations, time tracking and custom exports. Priority support and more customizability are staples of the Business Plus plan. Tailored pricing is available for Enterprise users.
How complex are my projects and processes?
Is managing your projects like navigating a maze? Are there lots of connected tasks to keep track of? If yes, your team needs robust project management software.
Your team might be comfortable using advanced technology. They might even enjoy the challenge of learning a new tool. However, it might be that your business operations are complex, but not all of your teams “get” tech. This is common in traditional industries such as manufacturing and finance.
The solution? Be sure to balance what the tool can do against its usability. This will help you to choose the right tool for your projects – and your team. Not sure where to start? Take a look at these powerful Trello alternatives.
1. AirTable
Capterra rating: 4.7/5
Why you might like AirTable
The main draw of AirTable is its customizability. You can make AirTable be what you want it to be, and do what you want it to do. You can create custom workflows, connect your data, and set up advanced automations. AirTable’s reports let you pull the information you need to respond quickly to changes in your projects. You can even code your own reporting systems. This is extremely useful if your processes are unique to your industry or need to be updated regularly.
Why you might not
Complex UI. With AirTable, you trade simplicity for flexibility. Some users have noted that its “customization options can be overwhelming” and its formulas are sometimes “overly complicated”.
Steep learning curve. Users report spending a lot of time learning how to use AirTable. There have also been calls for more accessible onboarding and educational material.
Limited space for long form content. Although it is possible to create long form content in the tool, one complaint is that it isn’t intuitive.
How much does AirTable cost?
AirTable’s Plus plan is $10 per user/month and its Pro plan is $20 per user/month.
With the Plus plan, you get unlimited users and “bases” (a collection of tables reflecting a single project or process), with 5,000 records per base. You also get 5GB of attachments per base and automatic table syncing. The Pro plan includes Gantt and Timeline views, personal and locked views, 50,000 records, and 20GB of attachments per base. Tailored pricing is available for Enterprise users.
2. Microsoft Project
Capterra rating: 4.4/5
Why you might like Microsoft Project
To manage complex projects, your tools need to be as flexible as your team. MS Project ticks that box. You can build your own roadmaps with multiple connected projects to suit any workflow. Need a top-level overview of multiple projects? MS Project’s dashboards have you covered. Powerful planning features let you define project teams and request materials, equipment, and budget.
You can use the cloud-based or on-premises MS Project solution. Note that the Project Standard and Project Professional plans don’t include the features you need to manage projects as a team. For this, you need MS Project Server.
Why You Might Not
Complex UI. Using MS Project might make your eyes water, at least for the first few months. One report suggests some features are “cumbersome to master.”
Steep learning curve. Users have pointed out that it’s easy to feel lost due to the complexity of the features. Onboarding can be complicated and time-consuming.
You need the Windows operating system. Your team needs the Windows operating system to use MS Project. Sorry, Mac users.
Expensive. If you’re onboarding a large team, the company coffers better be deep – especially if you use the on-premises solution.
How much does Microsoft Project cost?
The cloud-based solution has three plans. Plan 1 is $10 per user/month, Plan 3 is $30 per user/month and Plan 5 is $55 per user/month.
Project Plan 3 includes multiple views, communication features, visual roadmaps, pre-built reports and resource management features. Plan 5 includes everything in Plan 3, plus portfolio optimization, demand management and enterprise resource planning features.
Pricing for on-premise solutions begins at a one-off payment of $679.99 for one license.
3. Celoxis
Capterra rating: 4.4/5
Why you might like Celoxis
Celoxis. It sounds like something you would pick up at the drugstore, but it’s actually a robust project management tool. From inter-project dependencies and customizable workflows to powerful automations, your team gets heaps of features to play with. Serious about project management? Resource management, project tracking and portfolio management features are a game-changer. If you want to see where your money is going – and how much is coming in, you’re in luck. Plan ahead and monitor project performance with the tool’s profit tracking and revenue forecasting features.
Why you might not
Complex UI. Some users have noted that the Celoxis UI is dated and can be difficult to use, even for professional Project Managers.
Expensive. Get ready to dig deep into those pockets. Celoxis is pricier than a lot of the other tools out there.
Performance issues: A quick search on forums reveals the tool can be buggy, causing lags and performance issues.
How much does Celoxis cost?
Rather than offering multiple plans, Celoxis promises “one low price that gives full power to your entire team”. The cloud-based solution of Celoxis costs $22.50 per user/month. The on-premise solution requires a one-off payment. You will need to reach out to sales for a quote.
4. Kanbanize
Capterra Rating: 4.8/5
Why you might like Kanbanize
Don’t want to overcomplicate things? Kanbanize could be the answer. It has a user-friendly interface and it’s less feature-heavy than some. Plus, it’s adaptable. You can build custom workflows and add multiple connections between tasks and teams. Track progress with a global view of teams, projects and workflows and keep an overview with the tool’s customizable dashboards.
Why you might not
You need third-party integrations. To get the full functionality of the tool, you need to download third-party integrations. This can cost extra, so set aside additional budget.
Less flexibility. Although Kanbanize is more intuitive than tools like Celoxis, user requests include more customization options.
US-based servers. Some Kanbanize data is based in the US, which means EU data protection laws don’t apply. If security is a top priority, this might not be the tool for you.
How much does Kanbanize cost?
The Standard plan is $179 per month for 15 users. Pricing is flexible depending on how many users you add.
The Standard plan gives you unlimited Kanban boards and workspaces, timelines, interlinked boards, and 100 GB of storage. The Enterprise plan includes unlimited automations, 1TB of storage and more. Pricing is on demand.
Choosing free plans over paid plans
You can usually find a free version of the Trello alternatives mentioned throughout this article. These can be worth considering if you’re a small team that just needs something simple to manage daily workloads. For example, with Asana’s free plan, you can collaborate with up to 15 team members, and you still get unlimited tasks, projects and messages.
That said, you should balance out whether a feature-heavy tool such as Asana is going to really work for your team. Asana’s complex feature set can be overwhelming, which can lead to a slower onboarding process and lower employee adoption rate. Plus, when your business scales and the time comes to switch to a paid plan, you’ll be paying more than you would for other tools.
MeisterTask’s Pro plan is cheaper than the equivalent Asana plan – plus, it’s more streamlined and user-friendly.
Perhaps you’d rather opt for a more affordable tool than a free version of the tools mentioned above. If budget is a big consideration, read on.
Best Trello alternatives for teams on a budget
Whether you’re on a shoestring or have a generous budget, you still want value for your money. Understanding exactly what you need your tool to do will help when you’re deciding how much to spend. It can be tempting to go for the shiniest tool which promises every possibility, but if you’re not going to use all of its features, it’s money down the drain. There are a few lesser-known Trello alternatives which fall on the lower end of the price spectrum and still provide enough bang for your buck.
1. Nifty
Capterra Rating: 4.7/5
Why you might like Nifty
With Nifty, you get a few more features than other budget tools. However, value for money depends on the size of your team. One benefit of Nifty is the ability to organize projects into a portfolio and get portfolio insights on a single dashboard. You can create tasks with subtasks, set task dependencies, and implement basic reporting on projects and workloads.
Why you might not
Lacks advanced features. Though Nifty has many useful features, there’s room for improvement. Some users want an improved chat function, better options to create and integrate documents, and additional storage options.
Overwhelming UI. Some users have noted Nifty’s interface can be overwhelming for less tech-savvy team members.
Slow to load. There have been reports of slow load times, which your team might find frustrating.
How much does Nifty cost?
If you have a limited budget, consider Nifty’s Starter plan. It includes all core features for $5 per user/month. You get 100 GB and 40 Projects, plus unlimited guests and clients. It also includes time tracking, budget reporting and custom fields.
Got more money to play with? The Pro plan costs $10 per user/month and includes more storage, more projects and cross-project overviews. At $16 per user/month, the Business plan includes custom roles and permissions, additional security features, and dedicated support.
2. ProofHub
Capterra Rating: 4.5/5
Why you might like ProofHub
ProofHub includes external collaboration features, request forms, approval steps, and real-time reporting. Communication is a strength, with in-app collaboration on files and space for feedback. You also have project notes, discussions and private chat options to keep your teams connected. If you want more functionality than Trello offers, this could be a good tool for you.
Why you might not
Busy UI. There’s a lot going on in a single view, which can make it hard to focus. Some users have noted the need for an improved Kanban board navigation.
Steep learning curve. As it’s a feature-heavy tool, the learning curve can be steep. Your team might need some time to master it.
Notification overload. Erratic and overwhelming notifications are common complaints. Some users say there are so many that they can be distracting – and managing them is a challenge.
How much does ProofHub cost?
ProofHub’s Essential plan is $50 per month flat rate, with 40 projects, unlimited users and 15GB storage. It includes Gantt and Calendar views, custom fields, integrations and project templates. With a bigger budget, you can get additional features. The Ultimate Control plan costs $89 per month and includes custom roles, reports, priority support, and more.
Which Trello alternative will you choose?
One size fits all doesn’t apply to project management tools. What works best for you will largely depend on what you want to achieve with it. Whether you’re looking for software that can do everything for everyone all at once, or for an intuitive task management system to streamline your daily workflows, hopefully you now have a clearer idea of the direction you want to go in. On that note, it’s time to take off into the sunset with your favorite Trello alternative – or at least sign up for a trial and give it a whirl with your team.
