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Top 10 Task Dashboard Templates with Samples and Examples

Mohammed Sameer

Do you remember Tony Stark's JARVIS, a natural-language user interface computer system featured in Iron Man  and other Avengers films? 

Yes, the one that Tony Stark uses to visualize and track the progress of his ongoing projects (missions we all dreamt of being a part of). 

When it comes to project monitoring and analysis, you want an intelligent system to keep track, which is where Task Dashboards Templates come in. But what exactly is a task dashboard, and how can it help you organize your projects?

What’s a Task Dashboard?

A task dashboard displays metrics, statistics, insights, and Key Performance Indicators (KPIs) for specific projects in a single place. It is a unified interface for visualizing, monitoring, optimizing, and improving the performance of your projects. 

It acts as a real-time monitoring tool for your projects, allowing you to determine what's working, what's not, and what changes are required to meet your objectives.

Task Dashboard Templates We Bet On!

Task dashboard templates provide a comprehensive view of your project's performance. Everything is at your fingertips. It is ideal for project managers, teams, individual departments, and business owners looking to track the progress of their projects.

Let’s explore the templates on offer.

Template 1: Task Management Dashboard PPT Template

Tracking project progress is never easy and commands unwavering attention to extract accurate results. Our pre-designed PPT Template makes it easy. Here, you get an overview of time spent on projects, task status, progress, and more. It is a holistic tool that gives you relevant and reliable information at a  glance. Get it now.

Download this template

Template 2: Task Management Dashboard With Project Timeline

With a primary focus on project health and status, this illustrative PPT Dashboard highlights many critical pieces that need your attention as a project manager. You get insights on the budget (divided across resources, hardware, and software) and a project timeline highlighting tasks completed, initiated, and under progress. Download now.

Get this template

Template 3: Task Management Dashboard for Open and Closed Tasks

No organization just runs on one task or project. Multiple teams work on multiple projects (each having several tasks), which makes keeping track of each task impossible. SlideTeam has the perfect solution. Our template helps you monitor open and closed tasks across projects to promote efficiency in your business operations. Get it now.

Grab this template

Template 4: Agile Sprint Dashboard with Task Monitoring

Bring the power of task management to your team with this agile sprint dashboard. Its design is built to offer critical insights into task monitoring to move the needle in your organization. Get a concise report of how your projects fare against your business objectives using this PPT Template. Download now.

Template 5: Task Completion Dashboard with Cost

In the rush of completing tasks and projects before deadlines, the cost incurred is seldom made a priority. With this well-structured dashboard, you can evaluate projects in terms of tasks created vs. completed, emphasizing the total cost that your organization has to bear. Don’t wait; download it now!

Template 6: Scrum Project Task Management Dashboard

Scrum is one of the most effective project management techniques that almost every industry uses. Whether your organization is strengthening its roots in IT, healthcare, e-commerce, or real estate, this template will help you create a task dashboard that supports scrum project management. Use it to analyze and present data on sprint velocity, scope changes, task categorization, and progress in a jiffy. Download it now!

Template 7: Programme Status With Activity And Tasks Dashboard

Scheduling daily activities and completing them as planned is critical to accomplishing your project objectives within deadlines. Project managers know that a single misstep can prove catastrophic, and they can't afford to overlook anything. Use this template to schedule daily activities and closely monitor their progress. It will also help you to clear backlogs, prioritize tasks and compare the status/progress of each activity. Download it now!

Template 8: Task Management Dashboard with Employee Workload

Meeting clients’ quality guidelines for a particular project/task is only possible when your team is motivated and focused. For that, a manager needs to balance the workload and assign a task to the best person suited to complete it. This template helps project and people managers tackle this challenging task with ease. It provides a dashboard that allows you to balance task allocation, capture activity snapshots, track progress, and manage employee workload. Get it now! 

Template 9: Four Phases of Task Completion Percentage Dashboards

Even with Agile project management methodologies; it is not guaranteed that you can divide/break a big project into small, readily achievable tasks. Some tasks need to divide further into sub-task or phases that can be monitored efficiently. This template helps to illustrate such tasks and their phases to your team. Use it to share critical details, success makers, and the progress of each task with colleagues. Download it now! 

Template 10: Project and Task Tracker Report Dashboard

Tracking and managing a project is just the first half of the project manager’s job. The second is to present this information to stakeholders and clients in a digestible and eye-catching manner. Our template helps exhibit information that is understandable in a single glance with the help of graphs, pie charts, and bar charts. It demonstrates task progress, project budget and cost, and pendency to other partners/clients. Get it now! 

Over To You

You're probably eager to get started now that you know what to look for in a task dashboard template.

We completely understand! Having your data ducks in a row is a fantastic feeling.

SlideTeam has customizable task dashboard templates for you, no matter what type of workplace you have. With these, you can bring the power of task dashboards to your team without spending all night fiddling with figures and names.

FAQs on Task Dashboard

What is the purpose of task management.

At its core, task management is monitoring your project's tasks from start to finish. It entails actively making decisions on how to order your tasks with the aim to increase productivity. Project task management involves effectively managing all aspects of a task, such as budget, time, scope, resources, and so on.

What are the five phases of task management?

Here are the five phases of task management:

• Monitoring and Controlling

Managing a project, regardless of its size or scope, is a difficult task. There's a lot that can go wrong, from planning the minutia to dealing with clients' ever-changing demands. It is easier to control the project and the quality of the output when it is divided into manageable stages (like the five listed above), each with its own goals and deliverables.

What are the top benefits of project management dashboards?

Here are the top ways a project management dashboard benefits your organization:

• Enhances Project Coordination
• Increases Awareness of Data Discrepancies
• Enhances Decision-making Speed
• Creates Strategic Insights
• Clear Overview of Project goal status.
• Promotes Scalability.

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How To Create A Project Management Dashboard – Examples & Templates

Table of Contents

1) What Is A Project Management Dashboard?

2) Project Management Dashboard Examples

3) How To Create A Project Management Dashboard?

4) Benefits Of Project Management Dashboards

Projects are one of the cornerstones of a successful business. Sector or industry aside, strategic initiatives focused on specific areas of the business help drive an organization forward, growing, progressing, and evolving year after year. Also, implementing effective management reports will create a data-driven approach to making business decisions and obtaining sustainable business success.

But despite the business-boosting potential (and vital importance) of successfully delivering collaborative strategies, a mere 58% of organizations understand the value of project management to its fullest, according to the global survey conducted by the Project Management Insitute. Armed with this knowledge, you can gain a significant edge on the competition and boost your project exponentially.

By taking an online data visualization approach to handling your company’s strategic activities, big or small, you will make your business more cohesive, collaborative, intelligent, and profitable – and project management dashboards will help you do just that. With the help of modern solutions, you can monitor, optimize, and enhance your projects' performance while increasing the productivity of the whole team, saving countless working hours, and, ultimately, costs.

With these notions in mind, we will explain the fundamental dynamics of project management dashboards, explore the best examples and templates but also dig into the benefits of project dashboards as well as how to create one. But first, we will answer the basic question: what is a project dashboard? 

After reading this article, you will be equipped with the know-how on utilizing modern project management dashboard software and a complete roadmap to get you started in this exciting field of work.

Let’s get started.

What Is A Project Management Dashboard?

A project management dashboard is a data-driven platform that displays metrics, stats, and insights that are specific to a particular project or strategy by presenting a tailored mix of KPIs in one central location in order to benefit the project's performance.

Such a dashboard is perfect for individual departments looking to monitor the success of their projects and campaigns, spot past or present trends, and ultimately contribute to making the organization more intelligent. Project dashboard software is also effective for interdepartmental collaboration due to its flexible access and usability, but we will explain this notion later in our article.

For now, we will look at the top examples from various functions and provide you with details on each.

The Best Project Management Dashboard Examples

To put all of the qualities and features of a PM dashboard into real-world context by exploring these 5 essential project dashboard examples. They provide an overview of projects conducted in IT, marketing but can be used for other projects as well so you can use them as templates. Let's see this in more detail.

1. IT project management dashboard

This project dashboard template is the first of our 5 project dashboard examples, and it focuses on the steps and tasks involved in delivering a very specific strategic IT-based initiative successfully from start to finish.

**click to enlarge**

Regardless of your industry or sector, if the Chief Information Officers (CIOs) want to deliver more value and have a more significant impact on the business, they must align with the company’s core strategic priorities. To achieve this, IT-driven dashboards make priceless tools.

Every IT KPI and visual element in this IT-based project management tool helps to drive efficiency, communication, and cohesion, drilling down into task management and delivery, deadlines, and specific workloads.

By gaining a panoramic view of these insights, it’s possible to make your company’s IT projects more time-efficient, cost-effective, and results-driven than ever before. Let’s explore the core KPIs of this IT dashboard in more detail:

a) Total Tickets vs. Open Tickets: 

This particular KPI helps enhance the overall performance, efficiency, and delivery of your IT projects by carefully monitoring progress and workloads. It will form the foundations of your project’s overall success.

By monitoring this KPI, you can easily spot unresolved tasks and avoid piling them up that will cause issues across the project. You can immediately identify the workload of your team and adjust deadlines or talk to your employees and see if they need more help if needed. That way you can prevent issues within the projected launch data and adjust your tickets accordingly.

b) Projects Delivered on Budget: 

This invaluable KPI offers a detailed, accurate evaluation of your ability to remain within budget limits. If you learn how to stay within budgets, your projects will be all the more effective and efficient.

The costs are a critical part of any project. Of course, unexpected expenses happen all the time and can cause a change of plans and additional optimizations. In that case, it would make sense to create a margin to take those unexpected events into account.

c) Average Handle Time: 

The average handle time KPI provides an invaluable insight into how well you’re handling your projects in terms of timeframes, delivery dates, and deadlines. An essential component of successful project management.

This metric is invaluable for every project manager since you can optimize the future tasks and workload of each team member. In this example above, we can see that some team members struggle to complete their work so you can investigate further and offer additional help.

d) Reopened Tickets:

Reopened tickets will show you how effectively a specific task is handled, saved correctly, and don't get reopened later. It's crucial to monitor this regularly so you can see if your team handles tickets efficiently or they need additional help.

In this specific example above, we can see the overall progress over the course of 12 weeks, the percentage of reopened tickets, and the comparison with the last month. The lower the numbers, the better your ticket management works.

e) Accuracy Estimates:

Another crucial element that successful projects should implement in their monitoring processes is the accuracy estimates. Team members estimate how much time will it take them to complete the task. If it takes longer, you need additional adjustments.

In our example above, we can see that some developers didn't estimate in the best way possible - Thomas' calculations are missed by 1/5 while others are above 90% which is generally a good result. These estimates can be implemented in various projects, including marketing where agencies need time estimation for their clients.

Speaking of marketing, we will now take a closer look at how agencies can upgrade their project performance with the help of modern dashboard solutions.

2. Marketing performance dashboard for agencies

Without effective, target-driven marketing strategies, your business would never grow or evolve. This marketing dashboard template focuses specifically on your organization’s promotional initiatives. Agencies use it to monitor and manage the performance of multiple campaigns and projects for their clients in order to create comprehensive marketing reports used in this fast-paced industry.

The marketing performance dashboard is an invaluable project dashboard template as it gets straight to the heart of the agency's promotional campaigns’ cost-efficiency, target-meeting capabilities, levels of engagement, and click-through rates.

This marketing dashboard provides an ideal overview of all your campaign performance data across every relevant marketing channel. Moreover, it showcases all of the insights you need to decide where to place your marketing budget in the most informed, strategic way possible so that you can present your results to your clients quickly and efficiently. Let’s glimpse at the KPIs that make this integral dashboard tick.

Primary KPIs:

• Click-Through-Rate (CTR): An essential marketing metric, your click-through rate offers a clear-cut indication of how much your promotional content, assets, and communications are resonating with your target audience.  
• Cost-per-Click (CPC): This is an essential marketing metric as it offers a comprehensive overview of how much your various promotional ad spend is costing on each channel and how effective each activity is to the success of your project.
• Cost-per-Acquisition (CPA): By understanding how much your various promotional initiatives are costing you in terms of acquiring a new customer or conversion, you can make strategic tweaks that can save you money while boosting your success. Your CPA will help you do just that.

3. Project Controlling dashboard

Project controlling is a central component of project management as it provides important support to make sure that all project goals are met. It does this by comparing the actual status of the goals with the expected ones in order to keep close track of the values and find out if something is lacking. The monitored areas include budgeting, costs, scheduling, and performance progress. Let’s take a deeper look into it with our project controlling dashboard which provides a bigger picture to all details related to the planning and performance of a project. 

The dashboard starts by indicating the client, project status, and time period. All this information can be filtered depending on what project or time period you want to visualize. Under this information, we get 3 key figures related to costs and revenue, each of them displaying the actual and planned values. This lets you quickly visualize if something is not performing as expected and find solutions immediately.  Next, we see a gauge chart that provides an overview of the tasks by status, next to a table breaking down tasks in more detail. Each of them is categorized with a level of risk and different colors as well as a completion percentage and the name of the person responsible for it. Having this kind of detailed information at hand, in a way that is visually appealing, can help everyone to quickly understand the status of tasks at a glance and keep the project as efficient as possible. 

Finally, the dashboard offers three metrics related to the planned and completed hours of work in the project. We get a total of the hours worked divided into billable and non-billable, hours worked on each task and a detailed breakdown of hours of the last 8 months. 

Primary KPIs: 

• Total revenue & costs: When a project is in its initial stages of evaluation an expected revenue and costs are calculated. It is important to measure these numbers closely during the development of the project and be aware if the values are higher or lower than expected as this can cause great problems for the completion of the project. 
• Tasks by status: An important role in project controlling is to be in charge of a team. Taking a closer look at the tasks by status and the person or team who is responsible for them, lets you tackle any delays and find solutions to improve them. Having this kind of information also allows team members to see how other tasks that come before them are doing. 
• Timesheet summary : In a project as well as in any other business activity time means money. For this reason, a timesheet summary is an important metric to track as it allows project managers to understand the time resources being spent on each task. Hours are divided by billable and non-billable which in other words means the worked and the to-be-worked hours. 

4. Brand analysis project dashboard

Market research and data analytics go hand in hand. When it comes to presenting survey results, market research agencies often rely on static presentations and deliver each project’s results in traditional slides and tables that cannot provide immediate answers to all of the questions asked. Our next project management dashboard template focuses on the in-depth brand analysis project that provides interactive capabilities and makes a project presentation much easier and more effective both for agencies and clients.

The abundance of questions, analysis processes, and presenting results oftentimes cause market research agencies a long and tedious process to manage such projects in the most efficient way. A project management dashboard tool can easily create a clear overview of survey results, steps taken, and visualize the complete project with a simple, yet effective dashboard designer . Let's take a closer look at the KPIs that make this agency project so invaluable.

• Unaided Brand Awareness: A direct survey that requires active thinking from people you have interviewed and measures the brand recall with an open question. Interviewees give the list of names of all the brands that come into their minds, without any biased or helping hand.
• Aided Brand Awareness: After an open question, it makes sense to evaluate how consumers recognize your brand but this metric doesn't require active thinking from interviewed people. If you see a higher percentage of recognizing one brand over the other, consumers probably paid attention to delivered campaigns.
• Brand Image: Impressions of consumers put their perception into adjectives and ideas that they have connected with a specific brand. To put this into perspective, it makes sense to compare your brand image with competitors and see if they perceive your brand according to your marketing campaigns.

5. Google Ads dashboard for SEA campaign projects

If you decide on a marketing project with Google Ads (formerly known as AdWords), you need a clear overview of the stats, metrics, budgets, and overall campaign performance. A project status Google Ads dashboard such as the one below will prove to be beneficial for your SEA projects and enable you to focus on the most important data and results that it brought. Let's see this through an example:

If you're a campaign manager, whether in-house or agency side, you need to take a closer look at each campaign's performance in order to deliver successful advertising projects. In the heart of this dashboard lie conversions, both for individual campaigns and aggregated, but you can also see the device breakdown and spending budget.

• Conversion Rate: This metric will show you the level of performance of the desired target action (white-paper download, e-mail subscription, or product purchase, e.g.) and you should take into account that not all actions will deliver a high percentage of conversions. An e-mail subscription conversion will behave differently than a product purchase, for example.
• Cost per Conversion: To see how your budget performed on a campaign level, a cost per conversion will tell you which campaigns are most effective. It makes sense to compare different campaigns in order to see how to spend your budget in the most efficient way.
• Budget Attainment: This metric is a general controlling figure in your marketing projects. A dashboard for project management will certainly implement this KPI in order to see how exactly the budget targets are implemented.

These project management KPI dashboards are applicable in various departments, you can simply adjust them based on your project requirements and deliver the best possible results with the help of modern management reporting tools .

To take your project control dashboard to the next level, we will now focus on the tips to create such dashboards and enable you to improve your projects, no matter the size of your company or department you work in.

How To Create A Project Management Dashboard?

It’s clear that a project management dashboard is a powerful online data analysis tool. But this intuitive data-driven software is only effective if it has the right attributes, qualities, and functionality for the job. To help steer your success, here are the 8 main tips you should focus on while creating such a dashboard:

1. Take into account digestibility

When you're in the middle of delivering a project, chances are the pressure will be on, which means that to hit your targets and get things done, gaining instant access to the right information is paramount. Any robust project management tool will be visually digestible, well designed, and serve up insights in a way that lets you extract value from them in seconds.

2. Make sure to focus on usability

In addition to digestibility (or ‘scannability,’ as it’s sometimes referred to), it’s essential for project management dashboards to be completely user-friendly. Not only should everyone within the organization be able to navigate your online dashboards with relative ease, but it shouldn’t take technical staff to intervene and conduct data-driven tasks on a regular basis. In short, any project dashboard worth its salt will allow all departments to work with the data that’s most important to their role in a particular project, without fuss.

3. Choose the right set of KPIs

No matter the type of project you're working on, you need to set proper key performance indicators. Each of your data sources will have specific metrics you need to track. By utilizing a dynamic dashboard for project management, metrics can be easily consolidated into a single point of access. While there are numerous examples that you can select from, only a number of KPIs will make sense for your specific project. From the specific project status, team performance, and specified assignments to marketing agency campaign management, it's important to select a few KPIs that will convey a data story and enable you to drill into details, if needed.

4. Benefit from strategic & operational dashboards 

We already showed you a project controlling dashboard in our list of examples. This area of project management can also be divided into two types of dashboards which can be operational or strategic. On one hand, operational dashboards aim to keep a record of the current status of an ongoing project in aspects such as costs, deadlines, and resources. On the other hand, strategic project dashboards aim to monitor the project as a whole, making sure that is economical and efficient as well as identify risks. Taking both approaches into consideration is fundamental in your management process as this will ensure a successful project in the end. 

5. Customize each element on your dashboard

It’s essential for your project management dashboard to be fully customizable. By customizing your BI dashboard , you’ll be able to set KPIs that are most relevant to your project while integrating platforms and services that are most useful to your activities and choosing designs or layouts that will prove the most helpful to you and your colleagues. The important notion here is not to overburden the dashboard with information that's not relevant, too many colors, or metrics that wouldn't even fit into your story. As mentioned earlier, choosing the right KPIs as well as customizing the design and the position of each element will prove to be an efficient way to present your project and the performance of the same.

6. Automate your reporting processes to save time

One of the last elements when creating a project management visualization or dashboard is the capability to schedule and automate your reporting processes. No matter if you need a daily, weekly, or monthly overview, simple automation will save you countless hours since you won't be required to manually update the data or manage multiple spreadsheets at once. A professional BI dashboard software will enable you to focus only on your data and automate tedious tasks of creating and delivering reports on a regular basis. This is extremely important in project management as many different angles need to be aligned at all times.

7. Extract actionable insights and learn from the process 

It might seem like an obvious point, but it never hurts to repeat it. Once you have a fully functional project management dashboard you need to go one step further from just monitoring metrics and extract actionable insights that will enable you to optimize several processes as well as find improvement opportunities. Once your project is done you can analyze the data and see what could've been done differently or better and prepare strategies for your next projects. 

8. Use professional project management dashboard software

Professional software will enable you to consolidate all of our mentioned points into a single, unified point of access where you can customize, automate, and choose a project status dashboard template if you don't have time to design one yourself. If you need to create more user-specific content, the software can provide you with the possibility to deliver embedded dashboards so you can easily implement them into your own application, website, or intranet, for example. But not only, as another key attribute of project-based software is portability. A robust data dashboard will offer its users access to a variety of media, from desktop to mobile app, providing fully optimized, user-friendly access to essential project data 24/7 no matter where you may be in the world. A simple connection to the Internet is all you need and you can access your project management software dashboard with just a few clicks.

To benefit even more from various solutions you can implement within your project, you can explore our topic on the best enterprise applications .

These are just a few tips you should take into account when utilizing all the possibilities that a project management tracking tool can deliver based on your parameters in order to fully take advantage of creating such a dashboard.

As we focused on the definitions, examples, and tips to create a successful dashboard for project management, now we will focus on the why. By explaining the benefits of creating a PM dashboard, you will know why these data-driven dashboards are essential for modern management efforts.

Top 6 Benefits Of Project Management Dashboards

Dashboards for project management come with a host of benefits to any modern organization regardless of industry or niche. Here we explain the most prominent ones:

1. Communication & cohesion

The key to successful project management is communication . If everyone involved in a particular strategy or initiative understands their role, has access to the insights they need to perform their tasks to the fullest potential, and understands the data before them, your project is likely to exceed expectations and bust targets. Working with project dashboard software that can create extensive analytical reports will bestow your strategic activities with all of these key attributes.

2. Centralized data

In today’s digital business landscape, projects can become complicated due to the sheer number of platforms or touchpoints to consider, coupled with the significant piles of data available at any one time.

Project dashboards present and visualize the data that’s 100% relevant to a particular project, and as every insight is available in one central location, it’s possible to gain swift access to all of the insights or metrics that are integral to your project without logging into other applications or platforms. And this is the essence of what is a project dashboard – time and money saved.

3. Foster collaboration 

Projects usually involve several departments and teams performing conjoint tasks. In many cases, a team can not start a new task before other areas have completed theirs. Keeping everyone in the loop regarding the timing and progress of the project is not easy. However, all this drama can be easily left behind by implementing powerful project management dashboards and BI reporting solutions into your business. Having all the relevant information together in one place allows everyone to be informed about the status of the different stages of the project and enables interdepartmental collaboration which leads to a much more productive environment. 

4. Targeted information

By working with a specific KPI template that is relevant to the task at hand, a live dashboard makes it possible to track, measure, and improve your performance from start to finish.

Moreover, by gaining the ability to compare digestible visual data, you can spot trends, capitalize on strengths, identify weaknesses, and improve the success of your projects significantly.

5. Utilization of real-time data

While an online reporting tool provides you with many different angles from which you can monitor your projects, the important point to stress is the possibility to use real-time data. Whether you need an immediate answer to your business question or you simply want to have the latest information without manually updating it, these dashboards will enable you to constantly pull real-time information. For example, if you want to track how much time is spent on a specific part of the project, real-time data will ensure you have the right information at the right time.

6. A holistic overview of the complete project

Whether you're working on a social media or (already explained) IT project, you need to gain a complete overview of the tasks, budgets, milestones, strategic or operational KPIs that you need to track. In the past, you could create a traditional report and work with historical data in order to generate insights for the future, but today you can build a modern and effective social media report or dashboard, for example, and have all your touchpoints in a clear, concise visual overview. This will provide you with a quality backbone to holistically view different angles and ensure sustainable project development and overview.

Key Takeaways Project Management Dashboards 

Indeed, communication, intelligence, choosing proper data analysis methods from the very foundations of managing, and delivering a successful project from start to finish, are the most important notions you need to consider in project management.

We’ve covered the definition of project management dashboards, gave you some industry examples, and tips and tricks on how you can create them. We hope by now you have a clear understanding of the power of these reporting tools and are ready to start benefiting from them. 

If you want all of your projects to surpass your goals and drive your business to dizzying new heights, project management dashboards are without a shadow of a doubt the way forward. Embrace the power of project management techniques, and great things will happen for you and your business.

If you want to start building your own dashboards and take control over your projects, you can try our software for a 14-day trial , completely free!

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Organize your team with a task management dashboard

Organizing teams and consistently completing tasks on time throughout an organization cross-functionally is one of the most daunting tasks that managers face, but it’s also one that’s much more achievable with a task management dashboard.

Unfortunately, most managers aren’t currently using one of these dashboards. In fact, one quarter of project managers report that they don’t use software dedicated to project communication and completion, partly because of the hurdles they’d have to jump through to implement it.

While the implementation of such tools can be daunting, it doesn’t have to be. We’ll walk you through how to set up a task management board easily.

Create a task management dashboard using Jotform Tables and Report Builder

You can use tools like Jotform Tables and Report Builder to display digital workflows in an easy-to-understand dashboard in just a few minutes.

• Jotform Tables

Jotform Tables was built to collect data, facilitate communication between team members, and automate repetitive tasks like data entry and updates — all of which are critical for effective task management.

The best part is that you don’t have to start from scratch. There are over 290 templates you can choose from, like this employee task list that acts as an excellent base for a task management dashboard.

This template organizes tasks by row and uses columns to designate a single owner for each task, display each task’s status and due date, and include any relevant notes.

Each column is customizable, and you can add or delete columns to build the task management tool that works best for you.

Once you’ve selected this template, you can input team members, tasks, and deadlines and then start working with the template to easily display the status of each project.

The Status column, highlighted in the screenshot below, is one of the most critical parts of the Jotform dashboard. You can set this column to automatically change as team members complete or move specific items throughout a workflow, meaning that you never need another update meeting.

You can also expand each task to showcase more information about it and include notes for team members to communicate with one another.

You can use this template to keep track of your team, including key information like contact data, team assignments, titles, and more. 

To use Jotform as a ticketing system, team members, employees, or customers can submit tasks using the employee task assignment form linked to the table.

Below is an example that allows the person filling out the template to create new tasks in various stages and assign them to relevant team members.

For a big picture view of whether your team is on track, use the Jotform Report Builder to visualize progress.

Jotform Report Builder

So you’re in charge of managing your team’s tasks. How’s it going? This simple question often has a complex answer, but you can communicate it without a single status update meeting by using visualized charts from the Jotform Report Builder .

Within your Jotform table, you can create a new report view that auto-generates visualizations of data within that table. Here’s an example:

You’ll be able to quickly see how many of your tasks are currently in specific stages, how the workload is distributed among team members, how many tasks have been completed within a given time frame, and much more.

You can publish these reports publicly or privately, so you can share them with the world or just a select group of people. Invite people to view your report directly via email or send them a live URL with real-time data.

Get your team organized with Jotform

Getting started with a task management dashboard is as easy as opening up a Jotform table template and customizing it for your workflow.

Our tables allow your teams to seamlessly collect data or ticketing requests, communicate with other team members cross-functionally, and share your success with stakeholders using automatically generated reports that are beautiful to look at and easy to understand.

Thank you for helping improve the Jotform Blog. 🎉

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• Waymaker release 22.4.9, how to do task automation, create taskboard templates, and view taskboard dashboards

by Stuart Leo | Dec 18, 2022

Task automation

Taskboard templates, perpetual templates, taskboard dashboards.

• You may also like...

Get started

Waymaker Taskboards are now even more intelligent & insightful than ever before.

Hitting goals and delivering outcomes is easier than ever with task automation, Taskboard templates, and Taskboard Dashboards.

Task automation enables task users to set a rule on a task to change status based on conditions met.

Taskboard templates allow you to create and save a taskboard of tasks, including task automations, content, and assignment to then apply those tasks into any other taskboard.

Taskboard dashboards allow members to quickly see relevant insights on task execution within that taskboard.

Who doesn’t love the feeling of getting a task list done.

With the introduction of task automation by status, time, and activity, you can now set relationships between tasks to trigger task actions.

Using time-based task automation enables a task to start (move to in-progress) after the completion of a specific number of days.

For example, 30 days after a new team member starts schedule a check-in to make sure the onboarding program is going as planned as you execute your employee experience strategy.

Using status-based task automation enables a task to start when a related task completes.

For example, you are rolling out a new marketing campaign and on concept approval from your line manager you mark this task as complete and the next task in your standard operating process for a marketing campaign moves to in-progress and is assigned to your digital advertising manager.

Using activity-based task automation enables a task to start when a related task’s owner completes all checklist items.

Waymaker tasks include checklists. These are lists on the tasks that are reminders to complete when doing the task. A checklist item might be a step with instructions or even a link to a file to update, or link to another webpage such as a knowledgebase article.

For example, a finance manager is completing an end of month accounting workflow which includes a set of checklist steps to reconcile, journal, and close off accounts. These action items are checklists on the task and when the final checklist item is market complete, the task is automatically marked complete.

If, in the above scenario, there was a status-based task automation on the task that was just completed, then it would action on task completion, creating and assigning the next task to whomever is set as responsible.

As you can see, if you start to apply and connect task automations, the opportunities are endless to execute tasks faster and easier.

Now that you can build intelligent task automation to execute more outcomes, more easily, it makes sense that you’ll want to save your task plan as a template to use again and again by yourself or by others.

That’s why we’ve built Taskboard templates.

Read more on our knowledgebase here: https://waymaker.zendesk.com/hc/en-us/articles/13475748051353-Task-automation

Taskboard templates enable you to save a taskboard as a template and allow yourself or others to apply that template with all its content, checklists, assignments, and automations in to another taskboard.

When saving the existing taskboard to become a template taskboard you will be prompted to name the new taskboard and choose who the members of the template will be.

In fact, you can even customize the background color or image. Choose from our range of inspirational images, or upload your own to give this Taskboard it’s own personality.

Membership to a Taskboard template means that user can see the template in their template library. If you’re the Taskboard owner, you can choose to add members by user, or by team.

There are several useful applications of this.

Project templates

Create a best practice project template and save it as a template for others in your team or the entire company to access and use. The tasks might include detailed descriptions, checklists, links, automations, and assignments to people.

Standard operating processes

Create standard operating processes as task templates and allow users to access the template and deploy to any of their Taskboards.

For example, an annual leave application process. Create the steps to plan, apply, and confirm annual leave. A user can add the template of tasks to their personal task board and action accordingly.

Product launch

Another example could be a product launch. Hit every deadline and set up the product launch goal with your best practice product launch sequence of tasks, task automations, assignments, and pre-written content.

Task templates enable you to make best practice actionable with ease.

Taskboard templates are perpetual. What this means is that any number of taskboard templates can be applied in to a single taskboard any number of times.

Too often (in other software tools) a template is a one-time use. Choose your template and then create your task list, workspace, or board. However, once you’ve done this once, any new task creation must be manual.

Not in Waymaker. Perpetual templates mean you can apply or reapply any template into the same Taskboard as many times as you like!  

How does this help?

Let’s imagine you lead the marketing team. You run a weekly marketing team WIP in Waymaker Meetings to ensure that your team is on track to hit their goals every quarter.

In the Waymaker Meeting type you’ve created you have linked in your marketing team’s Taskboard for collaborative team execution.

At the start of each quarter there is a set of tasks to plan, brief, execute, optimize, and deliver campaigns.

Now, when the next quarter comes around and the next campaign is due, any member can click the template library icon, select the marketing campaign template, and a whole new set of the pre-organized tasks are deployed into the same Taskboard.

Now, with Waymaker Taskboard templates you can deploy best practice tasks, anytime.

In addition, let’s image the marketing team are executing a website rebuild. The team leader clicks on the template library icon, chooses the website build template, and deploys all the tasks (with their content and automations) into the marketing team’s Taskboard.

That’s the power of a perpetual templates. Any template, into any Taskboard, any number of times.

It is likely you’ll want to update templates over time as you continuously improve your execution.

If you need to update a template, simply go to the template library on your Tasks homepage, open the templated Taskboard and make the edits. They are automatically saved and ready for use in the next deployment. In addition, any updates are tracked as system notifications on the Taskboard chat channel ensuring any updates have an audit trail for security.  

Continuous improvement on perpetual templates! That’s performance intelligence!

Of course, now that you and your team are doing even better work, it’s time to share that with your colleagues.

Read more on our knowledgebase here: https://waymaker.zendesk.com/hc/en-us/articles/13487718641817-Task-taskboard-templates

If you or your team are doing important work, it’s important you can see intelligent insights to improve the work.

Our new Taskboard dashboards are accessible as a native, pre-built dashboard on the Taskboard menu.

The native Taskboard dashboard is embedded on the Taskboard menu within the Taskboard you are working within.

If you have access to the Taskboard, you can see the Dashboard.

Click the Dashboard icon and you will instantly see the native dashboard. It looks like this.

Read more on our knowledgebase here: https://waymaker.zendesk.com/hc/en-us/articles/13492424716441-Taskboard-dashboards

In addition to our Taskboard dashboards, users still have access to the Taskboard Gantt Chart feature which will instantly display a timeline of tasks as scheduled by start and end date within the taskboard.

The Gantt Chart is ideal for tacking projects and collaboration.

At Waymaker we exist to help leaders and teams build a better business by connecting business critical data with the person who can effect change.

With task automations, task templates, and task dashboards leaders and their teams are equipped and empowered to achieve more, while doing less.

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10 Best Project Dashboards In Software And Apps For 2024

Our reviewers evaluate software independently. Clicks may earn a commission, which supports testing. Learn how we stay transparent & our review methodology.

As a project manager, I’ve tested, reviewed, and evaluated the most popular project dashboard software to shortlist the best tools to monitor project progress and track key performance indicators (KPIs).

10 Best Dashboard Software List

Here's my pick of the 10 best software from the 21 tools reviewed.

• 1. Wrike — Best for aligning employees, contractors, & stakeholders
• 2. ClickUp — Best for dashboard widgets for expanded functions
• 3. KeyedIn — Best for ease of use
• 4. ProWorkflow — Best dashboard built right into your homepage
• 5. ITM Platform — Best for goal setting & tracking via dashboards
• 6. Project Insight — Best for startups & small teams
• 7. Changepoint — Best dashboard UX/UI
• 8. monday.com — Best for integrations, add-ons, and widgets
• 9. Smartsheet — Best dashboards system for robust project portfolios
• 10. ProjectManager — Best for pre-set reports & dashboard templates

Get free help from our project management software advisors to find your match.

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There are so many different project dashboard software solutions so making a shortlist of the best can be tricky. You want to track the overall progress and status of your projects - and need the right tool for the job. I've got you covered! In this post I share from my personal experience tracking hundreds of projects, using many different project dashboard platforms, and share my picks of the best project dashboard software.

What Is Project Dashboard Software?

Project dashboard software is a tool that provides a visual representation of the key aspects and performance metrics of a project. It aggregates and displays data such as progress, deadlines, budgets, and resource allocation in an easy-to-understand format.

Project dashboard tools help project managers and teams to quickly assess the status of a project, monitor its health, and make informed decisions based on real-time data. The dashboard typically includes charts, graphs, and progress indicators, offering a comprehensive overview at a glance to facilitate better project management and communication.

Hub Planner

Overviews of the Best Project Dashboard Software

Here’s a brief description of each of the dashboard tools that are featured on this list.

Best for aligning employees, contractors, & stakeholders

• Freemium version available
• From $9.80/user/month min. 2 seats

Wrike is an award-winning, easy-to-use project dashboard software trusted by 20,000+ organizations worldwide. The tool is suitable for teams with anywhere from five members to an unlimited number of team members. It’s highly configurable and allows users to customize workflows, dashboards, reports, request forms, and more.

Why I Picked Wrike: Wrike’s simple project dashboard software enables users to switch between Kanban boards, interactive drag-and-drop Gantt charts, and traditional workload views, allowing users to tailor their views and dashboards to their needs. Wrike also features task lists, shared workflows, file sharing, and project health analysis tools such as flagging roadblocks.

Wrike has an easy-to-use, intuitive interface and navigation with distinct spaces, folders, and tasks. Users can toggle between the home screen and timesheets, dashboards, calendars, reports, and an activity stream. Wrike has a dedicated help center with interactive training, videos, a ‘Getting Started’ guide, and a thriving community.

Wrike Standout Features & Integrations

Features include project management, task scheduling/tracking, resource management, expense tracking, API, budgeting, Gantt charts, marketing automations, collaboration support, and reporting.

Integrations include 400+ pre-built native integrations, including integrations with the most popular file management software from Microsoft, Google, and Dropbox, along with sales and marketing software from Salesforce and Marketo.

• Check out Wrike on their website
• Read my in-depth review of Wrike
• Explore best alternatives to Wrike

Pros and cons

• View projects and tasks in different views (list, table, Kanban, Gantt)
• User-friendly and intuitive for all skill levels
• Users have access to a variety of fully customizable dashboards
• Time tracking is included in Business and Enterprise plans only
• Only 2GB of storage space with the freemium plan
• Shareable dashboards are limited to paid plans

Best for dashboard widgets for expanded functions

• 14-day free trial
• From $7/user/month + free plan available

ClickUp is a project management and project dashboard software that offers customizable dashboards with real-time project data. ClickUp's dashboards are made up of widgets, which users can customize with data from project tasks, resources, apps like Google Sheets or Figma, time tracking, and more.

Why I Picked ClickUp: With ClickUp, there are 50+ widget variations you can use from. After trying out a few of them, I can tell you that having interactive widgets like task lists, chat, or ClickUp docs bring collaboration into your dashboards. I remember dashboards used to be these graphs that just displayed information, but with these widgets, you can sort information, edit, and get more overall value from them.

ClickUp Standout Features & Integrations

Features include task scheduling/tracking, project management, resource management, budgeting, contact management, data visualizations, employee database, expense tracking, file sharing, third-party plugins, collaboration support, timesheets, roadmapping, chat, customer management, email integration, feedback management, and process reporting.

Integrations include native integrations with Slack, Google Workspace, Dropbox, and many more tools, as well as over 1,000+ integrations through Zapier (may incur additional costs).

• Check out ClickUp on their website
• Read my in-depth review of ClickUp
• Explore best alternatives to ClickUp
• 50+ widgets to customize your dashboard
• Free forever plan allows unlimited members
• Read-only guest permissions are limited to paid account

Best for ease of use

• Free interactive product tour available
• Available upon request

KeyedIn was recognized as an August 2019 Gartner Peer Insights Customer Choice for Project and Portfolio Management. Key features include portfolio insights, revenue forecasting, executive oversight, capacity planning, and CRM and ERP integrations.

Why I Picked KeyedIn: KeyedIn is particularly good at striking a balance between being easy-to-use and also feature-rich. When addressing blind spots in the tool’s capabilities, the dynamic customer support team is quick to point out viable alternatives. This scored them very well in Usability per the evaluation criteria.

KeyedIn Standout Features & Integrations

Features include customizable dashboards, project management, resource management, time tracking, collaboration, flexible workflows, reporting & analytics, mobile app, Agile methodologies, project portfolio management, and third-party integrations.

Integrations include Jira, Microsoft Dynamics CRM, Dynamics 365, SharePoint, QuickBooks, Microsoft Outlook, Sage Intacct, Salesforce App Cloud, SugarCRM, SAP CRM, Pivotal Tracker, Microsoft Dynamics GP, VersionOne, Fulcrum. Additionally, the software uses API Version 3 that makes it easier for its customers to share or extract project and portfolio data with other business software solutions.

• Check out KeyedIn on their website
• Supports multiple languages and currencies
• Robust forecast dashboard with charts
• Data-rich dashboards with multiple views
• No customer portal available yet
• Project hierarchy gets complex for multiple projects
• Must scroll through tabs to get a holistic view

ProWorkflow

Best dashboard built right into your homepage

• From $20/user/month (billed annually)

Created in 2002, ProWorkflow was designed as a project management solution that supports internal workflow and communication needs. When you log in to this tool, you immediately see a dashboard showing details on your current and future tasks and projects. This dashboard lives in the homepage section of the software.

Why I Picked ProWorkflow: The ProWorkflow dashboard color codes your information to help you prioritize your work. Additionally, it is a readable, aesthetically-pleasing spot to get the lowdown on data like tracked time, quotes and invoices, recent actions, and recent logins. Overdue projects and tasks will show in red at the top of the dashboard page, so time-sensitive material remains front and center.

Features include project management, task scheduling/tracking, customer management, scheduling, third-party plugins, contact management, dashboards, data visualizations, Gantt charts, notifications, budgeting, and expense tracking.

Integrations include Xero, Quickbooks, KashFlow, FreshBooks, MYOB AccountRight, Box Storage, DropBox, Google Drive, Microsoft OneDrive, and hundreds more through Zapier.

• Check out ProWorkflow on their website
• Integrated time tracking tool
• Simple to learn with intuitive UI
• Wide range of reporting and analytics tools
• Client-facing invoicing templates could use design work
• Guest accounts cost full per-user price

ITM Platform

Best for goal setting & tracking via dashboards

• 14 days free trial
• Pricing per request

Headquartered in Madrid, Spain, ITM Platform is a SaaS portfolio management tool with robust project dashboard capabilities. ITM Platform is hugely customizable and many teams will find the flexibility useful to their objectives. For example, custom fields are easy-to-add and endlessly useful.

Why I Picked ITM Platform: One of the strengths of ITM Platform is its project portfolio management capabilities as they align with individual and team goals. The software provides tools for aligning project goals with overall business strategy and managing multiple projects more effectively. This allows organizations to prioritize projects based on their strategic importance and allocate resources accordingly.

ITM Platform also provides comprehensive resource management features, allowing users to track utilization, resolve conflicts, and optimize resource allocation. Additionally, the software includes a time tracker that enables users to track time spent on tasks and bill clients for time worked.

ITM Platform Standout Features & Integrations

Features include project portfolio management, resource management, time tracking, task management, collaboration, flexible workflows, reporting & analytics, mobile app, Agile methodologies, financial management, and third-party integrations. 

Integrations include Slack, Microsoft Project, Jira, and Teambot. More integration options are available by linking the software to Zapier or using their API that allows you to integrate with third-party tools, like PowerBI or an ERP.

• Check out ITM Platform on their website
• Accessible price
• Initiative user interface
• Customizable properties and fields
• Program and project prioritization
• No desktop or mobile versions
• No drag and drop functionality

Project Insight

Best for startups & small teams

• Free demo available
• From $3/user/month

Project Insight is a work and project management software with a complete dashboard tool designed to act as a personalized source of information for you and your team members. The personalized dashboard feature is available as an add-on and will unlock a higher level of collaboration for your projects.

Why I Picked Project Insight: Project Insight's dashboard gives you access to all projects, tasks, and other items assigned to you. Like many other dashboards, you can drag and drop items to rearrange them according to your needs. Additionally, select from 12 different layout options to personalize it even further! One thing I'd like to point out is that Project Insight will aggregate information from the software you integrate into it. Then, it will use that information and your saved projects as a source of data for anything ranging from project management to HR.

Project Insight Standout Features & Integrations

Features include customizable dashboards, project management, resource planning, collaboration, flexible workflows, Agile support, financial management, reporting & analytics, mobile app, time tracking, mobile app, and third-party integrations.

Integrations include Jira, Zendesk, DevOps, and QuickBooks. Additional integrations include Trello, Office 365, Microsoft Project, Gmail, Google Drive, Slack, and Microsoft Teams.

• Check out Project Insight on their website
• Agile support
• Comprehensive project management tools
• Flexible, drag-and-drop dashboards
• Has a learning curve
• Somewhat outdated UI

Changepoint

Best dashboard UX/UI

• No pricing details

Changepoint was built for purpose project portfolio, services lifecycle, and enterprise architecture management solutions. This tool’s dashboard solutions enable real-time visibility across enterprise resources, projects, capacity, and technology.

Why I Picked Changepoint: Changepoint has a particular standout UX with bright colors, a variety of visualizations, neatly compartmentalized data, an aesthetic workflow, and a general sense of tidiness. Thus, they scored well in the UX section of the evaluation criteria.

One minor con is that knowledge of SQL is highly desirable for the full and easy use of this tool; it can be a bit cumbersome to use overall.

Changepoint Standout Features & Integrations

Features include project portfolio management, resource planning, collaboration, time tracking, financial management, agile support, customizable workflows, reporting & analytics, mobile app, customizable dashboards, custom reports, task management, and third-party integrations 

Changepoint integrates with popular software from big-name apps like Google and Microsoft.

• Check out Changepoint on their website
• Resource capacity, planning, and allocation in one view
• Wide array of customizations available
• Ease of report creation and dashboarding
• Dashboard good for estimates-vs-actual
• Steep learning curve if you don't know SQL
• Inability to move views or fields around

Best for integrations, add-ons, and widgets

• 14-day free trial + free plan available
• From $8/user/month (billed annually, min 3 seats)

monday.com allows you to allocate & prioritize tasks, use various views to see where everything stands and track multiple projects using project dashboards that provide high-level insights visually and intuitively. Dashboards can be added by clicking on the 'add new' button at the bottom of your workspace menu.

Why I Picked monday: The platform is completely customizable so you will be able to adjust it to your workflow. The platform also provides powerful and customizable notifications and automation so you and your team can focus on what’s important.

Every workspace in monday.com can have its dashboard and it is widget-based. Once you open your dashboard you can start adding widgets and connecting them to specific boards. The last step is to arrange your elements. Drag items by clicking on the top left of a widget. Adjust the size by dragging from the bottom-right corner.

monday Standout Features & Integrations

Features include project management, task scheduling/tracking, resource management, scheduling, budgeting, API, calendar management, Gantt charts, file sharing, time management, email integration, third-party plugins, and notifications.

Integrations include project management apps like Slack, Google Drive, Gmail, Google Calendar, Jira, GitHub, Trello, Dropbox, Typeform, and many more accessible via Zapier. 

• Check out monday.com on their website
• Read my in-depth review of monday.com
• Explore best alternatives to monday.com
• Tons of integrations to connect to tools you already use
• Offers a free forever plan
• Intuitive task tracking, assigning, collaboration features
• Multi-level permissions settings only for Enterprise accounts
• Reporting is manual & time-consuming

Best dashboards system for robust project portfolios

• From $26/user/month (billed annually) + free plan available

Smartsheet is a spreadsheet-like project management software. The tool is fully featured and ready to scale up to an enterprise level. It’s a nice tool to use if you’re used to Excel but want a break from complicated formulas. Their dashboards will provide you with real-time data and display it on a widget-based dashboard view.

Why I Picked Smartsheet : In addition, those widgets allow you to build customized dashboards. You can easily edit and restructure as needed for different projects. Simply go to the builder, select widgets and connect them to your projects. To create this dashboard, head to the navigation menu, click on the dotted matrix and select 'solution centre'. Then, select the 'create dashboard/portal option'.

Smartsheet Standout Features & Integrations

Features include project management, task scheduling/tracking, calendar management, timesheets, time management, expense tracking, file sharing, Gantt charts, budgeting, email integration, and lead management.

Integrations include Microsoft and Google apps, as well as development essentials like Jira, and useful business apps like Salesforce, ServiceNow, Slack, Box, and Tableau. The platform is extensible through a REST API and web hooks.

• Check out Smartsheet on their website
• Read my in-depth review of Smartsheet
• Explore best alternatives to Smartsheet
• Easily customize fields for granular organization
• Shareable reports with advanced data filtering
• Custom and versatile dashboards
• Smaller row count compared to Excel
• Larger learning curve than other tools

ProjectManager

Best for pre-set reports & dashboard templates

• 30-day free trial
• From $13/user/month (billed annually)

ProjectManager.com is a well-rounded, award-winning project management software with real-time project dashboards. The tool's cloud-based software runs on both Windows and Mac computers with no downloads or complex installation needed.

Why I Picked ProjectManager.com: Using ProjectManager.com, you can create project plans, manage tasks, create reports, and manage timesheets, expenses, and workloads. ProjectManager.com also includes the ability to switch between Gantt chart, task list, and Kanban board views. You can use the in-app communication features to comment on tasks and assign them to team members.

Their real-time reports are easy to use—you can use their pre-set reports (project status, timesheets, expenses), or set up your own custom reports. You can also use the real-time dashboard to get an overview of your current project stats.

ProjectManager.com Standout Features & Integrations

Features include project management, Gantt charts, resource management, time tracking, collaboration, reporting, customizable dashboards, mobile app, Agile processes, and third-party integrations. 

Integrations include Google Apps like Drive, Gmail, Calendar, etc. as well as Microsoft Office and Microsoft Project. For all other integrations, you can use Zapier to sync ProjectManager.com with other tools.

• Check out ProjectManager on their website
• Read my in-depth review of ProjectManager
• Multilingual and very flexible
• Time and expense tracking
• Customizable schedule templates
• Excellent high level view of project
• Doesn’t output schedule files to .mpp
• No way to update partially complete tasks
• No mobile app

The Best Beautiful Project Dashboard Software Tools Summary Chart

Compare Software Specs Side by Side

Use our comparison chart to review and evaluate software specs side-by-side.

Other Project Management Tracking Tools

Here are a few more that didn’t make the top list. If you need additional suggestions for handy status dashboards, check these out:

• Zoho Analytics
• Genius Project
• Deltek Project & Portfolio Management

How I Chose the Best Dashboard Reporting Software

If you're wondering how I selected the best project dashboard software, here's where I'll break it all down for you. First of all, I started with project dashboard software that have high user review and satisfaction ratings. Then, using my experience in project management, I discerned what key criteria were most important for project dashboard software and compared how each of them stacked up against the rest.

Comparison Criteria

What am I looking for when I select dashboard reporting software? Here’s a summary of my evaluation criteria:

User Interface (UI): Is the office team dashboard UX clean, attractive, and easy to navigate? Does it have good use of space and enough whitespace to properly display project data?

Data Sources: I want to know the places where the software can pull information from. Is it only from a specific module, the entire platform, or even third-party applications?

Integrations: I see if it is easy to connect with other tools. Mainly pre-built integrations and native ones. Can my dashboard connect to these tools through an external connector, webhook or similar?

Pricing: I look at pricing and paid tiers. Also, the level at which dashboards are available and any information on free trials and free software versions.

Not looking for dashboard reporting tools? Check out our other lists of useful project tools:

• If you want dashboards and project tracking specifically for marketing projects, marketing project management tools will have what you need.
• Take a look at business intelligence tools that come with great dashboards and analytics tools.

Project Dashboard Software FAQ

See answers to some common questions about project dashboard software below.

What is a project dashboard?

A project dashboard presents you with information surrounding your key performance indicators. Whether you are tracking key metrics for conversion rate, click-through rate, resource scheduling, or employee log time, a project dashboard will display a summary of the relevant data on a single page, sometimes called a KPI dashboard, for you to peruse quickly and easily.

What to put on a project management dashboard?

Building a dashboard can be a challenging first step. Good dashboard design will be data-rich, thorough, clean, easy to read, and contains summaries of all of your key performance indicators (KPIs). You will want to create dashboards that include items that pertain to your long-term and short-term goals, like customer conversion, lead collection, page views, social impressions, time-spent per task, resource allocation, error/bug reports, and more.

Learn more about setting up project management dashboards here .

What is a portfolio dashboard?

A project portfolio dashboard is meant to help you with tracking multiple projects at once. It will most likely display a birds-eye-view of every account you have on the go with options to narrow in on specific clients, projects, tasks, and goals. A portfolio dashboard is particularly helpful for agencies that have an ever-changing list of clients and projects at any given time.

What are the different types of dashboards?

Different types of dashboards will specialize in different types of data display (sales versus impression, for example) and also might specialize in different types of industries (a marketing dashboard will look much different than an accounting dashboard, for example). You might encounter dashboards like marketing dashboard, task management dashboard, business intelligence (BI) dashboard, team workload dashboard, and more.

What are the key features of dashboard reporting software?

These are must-haves for any dashboard reporting solution.

• Real-time data updates – The dashboard connects to your project and displays real-time data. It requires no manual effort other than setting it up for the first time.
• Customizable interface – The user can decide what, when, where, and how they want to view different areas of their data dashboard. Moreover, customization should be intuitive and easy to learn.
• Interactive charts, dashboard templates or graphs – The best dashboard software will incorporate some element of interactive visuals. Also, it should have templates to help beginners get started.
• Project health analysis – Users can quickly and easily spot bottlenecks, delays, problems, missed deadlines, resource warnings, and other indicators for their projects. Therefore, helping you make decisions.

What Do You Think About These Dashboard Tools?

So there you have it: My list of the best project dashboard software. I've done all the testing and research so that you don't have to. I hope you we able to find a solution that fits your needs.

Related Read: Beginner’s Guide To Project Portfolio Management—Critical Steps, Tools, Benefits

Check This Out: How To Use A Project Management Portfolio To Nab A New Job

• Best Task Management Software

10 Best Task Management Software Of 2024

Updated: Apr 4, 2024, 10:33pm

Task management software is a necessity in almost any business that requires project completion on time. It can also help with mapping out the scope of a project. There are many apps out there, so finding the right solution can be difficult. Forbes Advisor compiled this list of the best task management software on the market today to help you narrow down your search.

• Best Project Management Software
• Best Construction Project Management Software
• Best Project Portfolio Management Software
• Best Gantt Chart Software
• Best Kanban Software

The Best 10 Task Management Software of 2024

Why you can trust forbes advisor small business, forbes advisor ratings, what is task management software, how does task management software work, how to choose task management software, benefits of task management software, what does task management software cost, methodology, frequently asked questions (faqs), next up in business.

Featured Partners

From $8 monthly per user

Zoom, LinkedIn, Adobe, Salesforce and more

On monday.com's Website

Yes, for one user and two editors

$9 per user per month

Google Drive, Slack, Tableau, Miro, Zapier and more

On Smartsheet's Website

Yes, for unlimited members

$7 per month

Slack, Microsoft Outlook, HubSpot, Salesforce, Timely, Google Drive and more

On ClickUp's Website

• monday.com : Best overall
• ClickUp : Best for budget-conscious businesses
• Airtable : Best for visual representation of tasks
• Teamwork.com : Best for managing remote teams
• Todoist : Best for simple task management
• Asana : Best for managing large teams
• Basecamp : Best for flat-fee pricing
• Wrike : Best for customizing an app for specific teams
• Trello : Best for beginners and new businesses
• Smartsheet : Best for spreadsheet users

The Forbes Advisor Small Business team is committed to bringing you unbiased rankings and information with full editorial independence. We use product data, strategic methodologies and expert insights to inform all of our content to guide you in making the best decisions for your business journey.

To find the best task management software for small businesses, we considered more than 25 of the leading providers in the space and narrowed it down to the top 11, which we then evaluated across five key categories and 18 different metrics. Our ratings consider factors such as transparent pricing, employee self-sufficiency, compatibility with third-party integrations, access to customer support and ratings. All ratings are determined solely by our editorial team.

Best Overall Task Management Software

Starting price

Free; $8 per user, per month

Client access

Task management giant monday.com offers one of the most scalable and intuitive automated workflow solutions around. It’s a team collaboration tool that can help you track your own tasks, as well as team tasks, depending on the plan you choose. All plans include the popular Kanban view, but paid plans get access to timeline, calendar and map views.

There’s a forever-free plan that gives you access to more than 200 templates for boards to help with lead capture, campaign planning and project management, to name a few. You’re limited to 500MB of file storage, but you can create an unlimited number of documents. You only get one board per dashboard, but that should be enough for a freelancer or a very small team. The only confusing thing is that monday.com’s chart shows the free plan is available for two seats, while in another area on the site it shows up to five seats.

Alternatively, you could choose from four different monday.com paid plans, starting at $24 per month (paid on an annual basis) for three seats. The Basic plan ups storage to 5GB, gets you priority support and unlocks viewer-only access. Upgrade to the Standard or Pro plan to get 20GB or 100GB of storage, respectively. It’s at these levels that monday.com allows integrations and automations, but limits how many actions your team can use (an action is a trigger followed by an action; “if this, then that”).

*Pricing is billed annually; three-seat minimum ($8 per additional seat per month)

Learn more : Read our full monday.com review .

Who should use it : Whether you’re a solopreneur or an enterprise, monday.com is an easy-to-use task management tool for any size team that needs to track any business-related tasks.

• Free-forever plan
• Intuitive interface
• Unlimited docs on all plans
• Five plans for scalability
• Custom dashboards
• Expensive; minimum of three users for low-priced paid plan
• Time tracking locked behind high-tier plan
• Limited storage

Best for Budget-Conscious Businesses

$7 per user, per month*

*Paid annually

There’s a lot to like about ClickUp; it has almost any feature you could possibly want from task management software and it’s affordable. It has one of the most generous forever-free plans that doesn’t limit your users. If you decide you need more features or fewer limitations, you can upgrade to a paid plan, which starts at $7 per seat, per month (paid annually).

The free ClickUp plan does limit you to five spaces,100 lists per space and 100MB of file storage, so it can work for a single person or a small team. You’ll also be able to use real-time chat in the app and you can create up to 100 custom fields, which are both features helpful for task management.

ClickUp’s standard views are list, board and calendar; Gantt, timeline and workload views are limited to 100 uses. The only downside to “uses” is that once you go through them, there’s no reset and you’ll have to upgrade to a paid plan to keep using some features.

Paid plans range from $7 to $12 per user, per month (paid annually) and most limitations are removed at this point. You’ll get unlimited spaces, storage, views and subtasks. Subtasks are smaller tasks nested under a larger task, which offers more organization than many of the best task management software. There are so many features ClickUp offers that it’s not possible to go over them all in this mini review. With that said, part of the downfall of ClickUp is that it can be overwhelming for a new user. It’s great to have so many tools and features and customization options, but it can be overwhelming, even if ClickUp itself is easy to use.

Learn more: Read our full ClickUp review .

*Pricing is billed annually

Who should use it:

ClickUp’s free and low-priced plans are great for managing your own work, but it’s a better task management tool for midsized businesses that need a budget-friendly task management tool.

• Free-forever plan available
• Internal chat messaging
• Unlimited users on all plans
• Time tracking on all plans
• Client views for some plans
• Highly customizable dashboards and task templates
• Overwhelming number of features and customization options
• Some views are limited by plan
• Automations limited per month on all plans
• Most security features on high-priced plans

Best for Visual Representation of Tasks

$10 monthly per user*

Airtable is likely so easy to use because it’s similar to spreadsheets you’ve probably used before, such as Google Sheets or Microsoft Excel. Airtable is far more flexible and powerful though, and it offers an intuitive interface designer (with drag-and-drop elements) that creates a more visual representation of tasks and projects.

This task management software lets you essentially build custom project apps for your team with images, graphs, tasks and charts that you can assign to specific team members. Team members can comment back and forth on each interactive app for effective internal communication.

Although Airtable is one of the pricier options on this list—$10 to $20 per user, per month (if billed annually)—it offers a feature-packed forever-free version. The free version lets you create an unlimited number of databases, but it limits you to five users on one plan. The other limitations are in the number of records per base and per table (1,200 for each). You can add attachments, including images and videos, but only up to 2GB worth. And you won’t get the Gantt chart or timeline views on the free plan. Airtable does allow you to integrate other software, including Salesforce, Outlook and Hootsuite, but you can only perform 100 automations per month at this level.

If you upgrade to a paid plan, you’ll increase your storage to 5GB on the Plus plan and 20GB on the Pro plan. You’ll also get more automations per month (5,000 for Plus users, 50,000 for Pro users) and more customization options. You’ll also be able to invite external users to view an Airtable project via a shareable link, though guests can’t edit, mark up anything or communicate through the program.

Learn more: Read our full Airtable review .

Airtable is best used by creative and collaborative teams looking for a more visual task management solution that’s still easy to use.

• Forever-free plan
• Hundreds of templates
• User-created templates available
• Easy to use
• Forms for data collection
• No client markup
• Pricey option compared to some on this list

Best for Managing Remote Teams

Teamwork.com.

$5.99 monthly per user*

Technically, any of the best task management software can be used to manage teams remotely, but Teamwork.com offers tools that specifically cater to remote teams. For example, there’s native time tracking on all plans—even the free one—so you can be sure all your billable hours are right where you need them in your task management app. There’s also real-time collaboration in task cards for multiple users.

The free plan is available for up to five users, but it’s a bit limiting. You can create up to two projects with tasks and subtasks, but you only get up to 100MB of storage. Teamwork.com only allows one integration—Zapier, which you can use to create automations. You can’t add clients or set custom fields, and there’s no billing or invoicing feature at this level.

Paid plans are reasonable at $5.99 to $17.99 per person, per month, and there’s a three-user minimum, which means you’re looking at just a little less than $20 per month at minimum (paid annually upfront). Even the entry-level paid plan has significant limitations, including no ability to track change history and no project-level tags.

*Pricing is billed annually.

Learn more: Read our full Teamwork.com review .

One of the best reasons to use a free or paid plan from Teamwork.com is the time-tracking feature. You’ll be able to calculate billable and non-billable hours for each user, which can help with future quotes (and for billing clients).

• Real-time collaboration
• Automations through Zapier on all plans
• Expensive plans
• Five-user minimum on paid plans
• Integrations limited by plans

Best for Simple Task Management

$4 monthly per user*

Todoist is one of the easiest task management programs to start using. It keeps the interface clean and simple, so it’s intuitive for any level of user. Create a list of tasks in projects and assign them to other users—you can even invite nonusers to view and collaborate on your projects. The views are limited to list and calendar, but you can get Gantt chart views with an integration.

The free plan of this task management software is generous with the features allowed (due dates, labels, integrations, templates and calendar sync, to name a few), but it’s limiting in how many ongoing projects you can have, how long activity history lives (one week) and the size of file uploads (5MB). The slight loophole with the limited project is that the limit doesn’t apply to archived projects, so if you work quickly on small projects, you could make Todoist’s free plan work for you. Want your team to work faster? Todoist includes a productivity tool with gamification to inspire workers to improve or increase productivity by awarding Karma points.

Paid plans loosen restrictions, so you can have up to 300 projects going at once and up to 100MB file uploads. You’ll also unlock reminders, so you can send out notifications to ensure collaborators stay on task. Todoist also offers automatic backups for paid users and member roles. Being able to set user permissions makes it possible to invite clients to only view projects applicable to them and not edit anything.

Learn more: Read our full Todoist review .

List-makers will love Todoist—its simple interface is easy to learn and use. Small teams that need simple task management that prefer list or Kanban-style views would likely do well with Todoist.

• Affordable plans
• Gamification tools
• Lots of integrations
• Gantt view only available via integration
• Not a particularly powerful tool
• Permissions only on Business plan

Best for Managing Large Teams

$10.99 monthly per user*

Asana is one of the best task management software options available and it’s a popular option for enterprises. Even small teams can make use of Asana’s free plan with its many unlimited features. For example, there are no limits on projects, tasks or storage for your account. All files are limited to 100MB each, though. You can even integrate more than 100 third-party apps to your Asana account on any plan. Asana doesn’t give you access to all possible views on the free plan, such as the timeline view, which is similar to a Gantt chart.

Paid plans start at $10.99 per user, per month (paid annually), which is a bit expensive compared to other leading platforms, but there’s no user minimum. The benefits of a paid plan include access to unlimited dashboards, collaboration with an unlimited number of guests (or clients) and a workflow builder, so you can create automated and recurring workflows.

Learn more: Read our full Asana review .

Asana’s workflow builder makes it easy for anyone to manage a large team that requires task management.

• Free plan available
• Lots of unlimited features on all plans
• Integrations on all plans
• Unlimited free guests
• No user minimum
• Custom branding on enterprise plan only
• 24/7 support only available to enterprise plan users

Best for Flat-Fee Pricing

$15 per user, per month

There are a lot of things to like about Basecamp, but perhaps the best feature is the pricing structure. You can use Basecamp as a freelancer for free and tolerate the minor limitations, or upgrade to $99 per month for zero restrictions. This task management software’s pricing doesn’t charge per seat, so it’s super scalable for growing businesses. The free version limits you to three projects, 20 users and 1GB of storage, plus you won’t have client access, project templates or priority support.

As far as features go, Basecamp allows you to create unlimited projects, to-do lists, message boards, direct messages, group chats, synced schedules and file storage. There are a few automations, such as check-in questions and project templates, which save a lot of time for managers. There are three views available: card, list and Basecamp’s own hill chart, which is a bit of a competitor of a Gantt chart .

Client access is a big feature in Basecamp. You control what clients can see and you can add labels to content or messages for internal users to let them know clients can see what’s there. Plus, clients can give feedback in the app, so you can keep approvals, revisions and the like in one central location. And there’s never any charge for client access.

There are a lot of things to like about Basecamp, but perhaps the best feature is the pricing structure for the Pro Unlimited plan. Pay $299 per month with no per-user charge. You get access to all the general task management software features that Basecamp offers, plus an increase in storage to 5TB and 24/7 priority support.

Unfortunately, there’s no free plan from Basecamp anymore. You can try it for free, but freelancers and small teams will need to pay $15 per user, per month after the trial. This plan gives you up to 500GB of storage per month, but there’s no limit on the features.

Learn more: Read our full Basecamp review .

Especially for large teams, Basecamp’s fee-free pricing is attractive—you’ll never pay a per-seat cost and you’ll get every feature and no limits on projects, users or clients.

• Flat-fee pricing for Pro Unlimited plan
• Unlimited features
• Includes hill charts
• Advanced client access
• Real-time group and direct messaging
• No free plan
• No Kanban or Gantt views
• May be expensive for small teams

Best for Customizing an App for Specific Teams

$9.80 per user, per month*

Wrike serves a variety of sizes of businesses with its five different plans, from Free to Pinnacle. If you have the budget for it, the Pinnacle plan gives you the ability to create a custom solution with advanced resource planning features for specific teams in your company. Creative, marketing, product management and IT teams have different task management needs, so you can get the right templates, automations and communication tools and make the best task management software that’s right for you.

The plans are generous with features, storage space and users—the free plan allows for unlimited users and 2GB of storage per account—but for specific features, you’ll have to upgrade to a high-tier plan. If you want Gantt charts, you’ll need at least the Team plan, which costs $9.80 per user, per month, and has a five-user minimum. The good news is you can opt for month-to-month, which helps if you don’t have the funds to pay upfront.

Business, Enterprise and Pinnacle plans require you to pay annually, and those plans start at $24.80 per user, per month, which may be too rich for some small business budgets. It’s at these levels that you unlock the various custom features, such as custom fields, workflows and item types. You also get real-time reports, workload charts and you can set user permissions. Wrike allows guest access and approvals in the Business plan and up, along with file proofing.

Learn more: Read our full Wrike review .

Wrike is best suited for larger companies with specific project, task and collaboration management needs. The customized solutions for departments are pricey but could be just what you need for the right amount of organization and automation.

• Unlimited users on free plan
• Highly customizable
• Integrate email
• Interactive Gantt charts
• Open API available to all plans
• Complex system might be overwhelming
• Most security features on Enterprise and Pinnacle plans only
• Most customization locked behind high-tier plans

Best for Beginners and New Businesses

$5 monthly per user*

Trello is one of the simplest task management tools around. It’s easy to learn and use, whether you have experience or not, which is why we consider it one of the best task management software available. It relies heavily on the Kanban-style board with drag-and-drop cards, making it accessible to anyone.

Aside from the simple task management features and project creation, it has a visual interface, so it’s easy to see where projects are in the process. You can create lists full of cards and name those lists whatever you want, such as “in progress,” “needs approval” and “done.” Leave comments on cards, add files and create labels to make it easy to search your projects to find what you need.

The free plan is generous—there are no limits on users or cards for your account. You will be limited to ten boards and 10MB per file upload. Plus, you’ll only get 250 Workspace command runs each month.

Workspace command runs are Trello’s version of automations. If you need more, you have to upgrade to a paid plan, which starts at $5 per seat, per month (paid annually). On the low-tier plan, you get 1,000 automations per month across your account. It’s at this plan level you can invite guests to a single board, which is helpful for collaboration or client feedback. Your storage is increased to 250MB per file.

For views other than the visual Kanban board, you need to upgrade to the Premium plan, which includes calendar, timeline, table, dashboard and map views. All plans can set up integrations (Trello calls them Power-Ups) with more than 200 third-party apps, including Slack, Dropbox, Google Drive and Hootsuite.

Learn more: Read our full Trello review.

New users of project or task management software will appreciate how easy it is to learn Trello. Plus, its generous free plan makes it an ideal starting point for new small businesses.

• Offers free plan
• No limits to cards on free plan
• No-code automation for all plans
• Unlimited integrations available for all plans
• Security features on high-tier plans
• No priority support until Premium plan
• Tracking multiple projects is difficult on low-tier plans

Best for Spreadsheet Users

$7 monthly per user*

Smartsheet offers a handful of views for all users, including Gantt, grid, card and calendar views. All plans include unlimited sheets and viewers, making it easy to create multiple projects and share them with users on your account. Smartsheet also gives every account automations for workflows but limits the low-priced plans to 250 automations per month.

Plans start at $7 per user, per month (paid annually). The low-priced plan (Pro) maxes out at 10 users, at which point you’ll have to upgrade to the Business plan, which costs $25 per user, per month (paid annually and has a three-user minimum).

Client and collaborator access is limited to Business and Enterprise plans, and you can do so in two different ways: invite them as editors or publish a sheet, report or dashboard as a view-only document.

Learn more: Read our full Smartsheet review .

Smartsheet offers similar features to other task management software, but it’s best used by those who prefer spreadsheets for projects and tasks. It’s like a more powerful, upgraded version of Microsoft Excel.

• User-friendly
• Comprehensive project management software
• All plans integrate with Google Workspace, Dropbox, Slack and Microsoft 365
• Automations allowed on all plans
• Plans have minimum user requirements
• Security features locked behind high-priced plans

At its core, task management software is a program designed to help with assigning, tracking and organizing tasks as part of a larger project. Typically, task management software also includes reporting tools, so you can analyze the life cycles of tasks to help you improve productivity. Most project management software includes tasks and some include subtasks, which help you break a more extensive project into smaller pieces of work.

Most task management software is cloud-based, which makes it easy for all users to access projects, tasks and data from anywhere. With real-time updates, managers can quickly assess who on their team can take on tasks and see when they’re completed, and employees can see their task lists from their personal dashboards.

Task management software includes tools that help with managing tasks from start to finish. Usually, you’ll find time tracking features, tagging and filtering features and commenting features. All of these features lend to better efficiency, communication and organization of work. As tasks are completed, data is stored and used in reports to help managers see where improvements can be made in time or resource management.

Whether you’re a freelancer or an enterprise-level company, it’s important to consider how you and your teams work best. We suggest looking at how each task management tool handles collaboration, communication, views and pricing structure.

Collaboration starts with your coworkers, but it also includes outsourced help and clients. If you need to share view-only boards with clients, ensure it offers that feature at the price point you can afford. Alternatively, some task management software let you invite clients or collaborators as guests and you can set permissions for different users.

Some task management tools are nothing but boards for listing and organizing tasks for a project. Others let users leave comments, send direct messages, start group chats or integrate with popular communication tools, such as Slack. Choose one that best fits your organization’s communication requirements.

Kanban-style views are visual and very easy to use, but not everyone works best with that style of project management. If you need Gantt charts or a timeline view, be sure to consider what views each task management software offers as you whittle down your list of choices.

Finally, pricing structure is a huge part of choosing the right task management tool. If you have a small team, a per-user, per-month pricing plan might work fine for your budget. Larger teams may want to consider an enterprise plan with a custom price or a flat-fee price with unlimited users allowed.

Essential Features

The best task management software includes basic features to help you build and manage tasks and projects on the whole. Make sure these features are present even in the low-priced plans:

• Project views: It’s hard to find task management software with only one view but, often, multiple varied project views are locked behind high-tier plans. These are important for getting a granular look at the work that needs to be done or a 50,000-foot view of all the projects that are ongoing. Flexible project views are also great for ensuring everyone can work the way that’s best for them, whether they’re list makers or prefer a visual Kanban-style dashboard.
• Subtasks: All task management software includes task management, but you may only be able to find subtask management in the best task management software. This feature allows you to break up a large task into multiple subtasks and assign them to different team members.
• Client access: You’d be hard-pressed to find task management software without client or guest access. So many projects require approval or feedback from clients, so this feature is an almost must. More advanced task management software offers client view settings, so a client can only view, comment or edit, as you see fit.
• Time tracking: Built-in time tracking is one of those features that’s common but not always present in task management software, which is why integrations are also important. You should be able to track billable and non-billable hours in most task management tools.
• Two-factor authentication (2FA): Most task management tools include security features to protect data and a popular one is 2FA. This feature requires users to sign on with more than a password—they have to also confirm their identity with a code via an email or SMS message.

Collaboration Tools

Task management software is made better with collaboration tools. Without ways to collaborate, you’d still rely on email, phone calls and meetings to make sure everyone is on the same page. So, as you assign tasks, reassign projects and get feedback, it’s helpful to have all of that happen in one place. Look for these tools to help you collaborate within your task management software:

• Communication tools: In the best task management software, you’ll find comment features on tasks and built-in live chat. These features can help colleagues work together, managers get updates and employees get feedback quickly.
• Task dependencies: The ability to draw a line from one task to another to show work that needs to be completed before another element from the project can take place is huge for collaboration and time management. It’s one-way task management software can simplify complex tasks and projects.
• Status updates: Managers may want to choose task management software with built-in status updates. These are like broadcasts you can use to notify a team with updates on tasks or projects, which saves time and keeps everyone in the loop.
• Real-time documents: Real collaboration between coworkers or teams may need to happen in documents themselves. One of the best ways to do this is to look for task management software that includes a proprietary document feature built into your app. It allows everyone to work simultaneously on the same document, so there’s no need to reload a browser or app to see what’s changed.

Integrations and Device Compatibility

The best task management software today is cloud-based, so you should be able to access your tasks and projects from any browser. Still, it’s important to ensure that your chosen task management software supports the devices your team and company use. Most software create mobile apps for iOS and Android, but not all. If not, make sure the browser version is optimized for mobile, at least.

It’s equally important to check the integrations available with task management software. Just because there’s a missing feature in the software you want, there may be a way to integrate another app for a complete solution for your business. You may only need to add a time tracking app to your stack or you might want to connect your CRM or accounting software, such as Salesforce or QuickBooks.

Ease of Use

Project and task management is notorious for ranging from simple to extremely complex. For larger businesses with multiple teams, there can be a lot of moving pieces with dependencies and various subtasks associated with each task. That’s why it’s vital to choose the right task management software for your team’s or company’s skill.

The easiest task management software has intuitive interfaces with drag-and-drop functionality, so you can create and move tasks around on a board or list. These are great entry-level task management software options. As your team or business grows, you may want to migrate to a more advanced task management software that includes Gantt charts and real-time reporting that’s more helpful for managers and stakeholders.

Free vs. Paid Task Management Software

Knowing when to use free vs. paid task management software comes down to the size of your business, projects and budget. Freelancers and ultra-small businesses can likely get away with the limitations of a free task management software solution. Limits are usually applied to the number of users, collaborators, tasks or projects, file size or advanced features.

As your needs grow, you may find you need to upgrade to a low- or mid-tier plan with more advanced features or fewer limitations. If you’re a manager who needs to view various reports to study a myriad of data, you might need to start off with a paid plan as these reports aren’t usually available on free plans.

Another big difference between free vs. paid task management software is how the plans handle or allow workflow automation. Some free plans may allow some automation, but you’re likely limited to a set number of actions per month and you may be surprised at how quickly those run out. Workflow builders are key to reducing the time you spend doing the most mundane parts of task management, so it could be worth it to you to start off with a paid plan anyway.

If project management software is the forest, then task management software is the trees. All types of businesses can benefit from using a task management tool to keep all team members, teams and departments in one organization on the same page. Here are the biggest benefits of using task management software:

• Centrally located : Keeping all tasks for every project in separate boards or charts, along with documents and files, makes it so much easier for team members to work and managers to know how a project is going.
• Easy to access : Most task management software is software as a service (SaaS), so you should be able to access the data and files anywhere you have an internet connection. You’ll be able to work from a browser, an installed app on a PC or an app on your phone or tablet.
• Multiple views: From Gantt and timeline to calendar and Kanban, task management software offers multiple views to make it accessible to use for any type of worker.
• Increases productivity : Workflow automations can reduce the amount of repetitive work team members or managers have day-to-day or week-to-week.
• Improves collaboration : Task management software makes it so much easier for teams to work together on the same subtasks or tasks and the project overall.
• Easy delegation : You can reduce the number of emails and touch points with team members to assign tasks when you use task management software. Simply set up the task in your software and assign it to the appropriate team member, along with due dates and notes.
• Break down big tasks : Some task management software makes it easy to distribute work among team members by allowing subtasks. This ensures no one is overloaded with work and projects get done faster.

Task management software has a range of costs depending on the plan level you need and the size of your company. The average price of task management software ranges from $9.68 per user, per month, to $18.63 per user, per month (billed annually). That average doesn’t take into account enterprise-level plans that usually require a custom quote and can be much pricier.

The best task management software offers free plans that won’t cost you a dime but features or users are limited. Alternatively, there is some task management software that have minimum user requirements. So even if the cost is low for a plan, say around $10 per user, per month, it would cost you $30 per month if there’s a three-user minimum.

To determine the best task management software, Forbes Advisor researched the leading providers in the space and narrowed it down to the 11 top providers. We analyzed these across five primary categories for a total of 18 different metrics. The criteria were then weighted to favor features that matter most to small businesses. The best task management software had the best overall scores based on our methodology.

Here are the overarching categories we analyzed:

Pricing – 18% 

Free is always an attractive price point, but it may be too limiting for teams that need helpful features. While we ranked those with free plans a bit higher, we also took into account the starting price of each task management tool, along with user minimums.

Key Features and Functionality – 30% 

The best task management software is only as good as its functionality, allowances and workflow automations. After all, the whole point of using task management tools is to increase productivity and reduce repetitive work. We also considered the charts or views you get with each one because not everyone loves a spreadsheet or Kanban board.

Unique Features – 18%

Every task management software offers a unique set of features in addition to the standard core feature set, so we considered other inclusions to gauge versatility and usefulness for various businesses and industries. This includes budgeting, markup tools, client access and billing and invoicing.

Third-party Ratings and Reviews – 15% 

We don’t want to rank products in an echo chamber, so we look to user reviews to help uncover popular features, excellent customer support experiences and drawbacks we may overlook in our testing and research.

Expert Score – 19% 

In addition to the above criteria, we also considered our own first-hand experience with task management software. This qualitative metric includes factors such as ease of use, value for money, popularity and the quality of available feature sets.

Learn more about how we review project management software .

Which task management software is best?

The best task management software depends on what features you need. Forbes Advisor compared the top options, and we concluded that the best task management tools are monday.com, Airtable and ClickUp.

What is task management software used for?

Task management software is used to create, track and organize tasks and subtasks within projects. It’s used by individuals who complete tasks, managers who assign tasks and stakeholders who want to see overviews and reports on all projects and tasks.

How can I organize my tasks for free?

There are multiple free task management tools available, although they typically limit the number of users, boards, tasks or automations per account. Some of the most popular free options for task management include Trello, monday.com and ClickUp.

Is task management software secure?

There is no universal answer to this question, but most task management software employs a variety of security measures to keep your data safe. Look for security features including data encryption, two-factor authentication (2FA) and single sign-on (SSO). You can also set user permissions to allow or restrict access as needed. For medical companies, you may need to pay an additional fee for extra security to ensure Health Insurance Portability and Accountability Act (HIPAA) compliance.

What other types of project management tools are there?

Aside from task management software and basic project management, there are also project management tools for specific industries. There’s construction project management software, such as Procore; enterprise resource planning (ERP) software, such as Oracle; and all-in-one work operating systems, such as HubSpot.

• Top Asana Alternatives
• Best Scheduling Apps
• monday.com Review: Features, Pros & Cons
• Asana Review : Features, Pricing & More
• Trello Review : Features, Pricing & More
• Monday Vs Clickup
• Project Management Job Description

Amy Nichol Smith spent more than 20 years working as a journalist for TV and newspapers before transitioning to software and hardware product reviews for consumers and small businesses. She has been featured in publications such as L.A. Times, Tom's Guide, Investopedia and various newspapers across the U.S.

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Task management software: 9 tools to consider

April 26, 2024 - 10 min read

The best task management software helps you accomplish your tasks efficiently, produce consistently excellent work, and make sure nothing is overlooked. 

Whether you have a large project to break down or you want to make it easier for your team to collaborate, a watertight task management system makes all the difference. Here, we’ve listed some of the most widely used features to help teams: 

• Define tasks and subtasks so they can plan, delegate, and assign resources
• Track tasks and identify risks as the project progresses
• Centralize tasks so they can collaborate effectively
• Prioritize tasks to reduce stress at the end of the project
• Give completed tasks the stamp of approval

We know some people who land on this post will be individuals working on their own, looking for a quick and easy way to get their to-do list under control. The tools we feature in this post are designed for companies, and our solution, Wrike , is best suited to large teams. 

If you’re looking for a web-based tool, try task management apps like the free version of Trello, Todoist, or Microsoft Planner, which is included in Microsoft 365. But if you’re looking for a truly scalable, powerful system that supports your entire organization , read on. 

We’ll start with Wrike . 

1. Wrike: Go beyond task lists with powerful task management tools 

Wrike is the work management platform for large companies, complex setups, and growing businesses. 

Managers often prioritize saving time and money when they want to implement task management software. Wrike will certainly help you here (our features include time tracking and budgeting as well as automation to optimize workflows ), but you get much more, too.

Our intelligent task management features track the jobs being completed across your company’s projects and subteams, helping you avoid mistakes and making sure nothing is overlooked. When you work within Wrike, your tasks are centralized, so completing them is collaborative, the ownership is clear, and accountability is guaranteed — no matter how many people are involved. 

What’s more, you can tailor your task tracking to the work your team has on their plates. All this leaves you with a system that supports your team’s collaboration throughout their working day, rather than just a checklist that tells them what to do. 

Hootsuite required one consolidated solution to simplify and manage large-scale projects across 16 offices. Wrike helped it track progress and communicate across regions, so now the team can update a task or a whole project in 30 seconds, restoring focus to the customer. 

With that in mind, let’s look at Wrike’s top task management features for collaborative teams. 

Create and assign tasks that reflect your work

To find a task management tool your team loves to use, you need to look at the way it fits the tasks they actually have to complete. 

For example, imagine you’re tracking tasks on a basic Kanban board – like the one you’d have if you used Trello . This suits relatively straightforward tasks like creating content for your company’s website. In this case, a task card for your creative and design team might move through columns labeled “Requested,” “In progress,” “In review,” and then “Published.” 

But suppose your creative team is producing content for an external client with a strict compliance process in place. In that case, your task cards might start to jump between columns as they’re reviewed and sent back to the writer. 

In this scenario, it becomes worryingly easy to lose track of who’s reviewed what. The workflow can stall, revisions can be overlooked, and tasks can even start to slip through the cracks. This is where Wrike’s custom item types save the day. 

Instead of a one-size-fits-all approach, custom items tailor task management to suit your team’s requirements. 

Every task you add to Wrike can accurately reflect the stages (and the people) involved. Instead of just showing the task as a card or a line in a spreadsheet, you get a single point of reference, with various trackable statuses, to help you accurately plan your resources and monitor your team’s capacity. 

The process is simple. Wrike includes out-of-the-box task templates, or you can edit and automate tasks unique to your team.

The San Francisco Chronicle loves how our workspace can be tailored for unique teams.

The way I’m able to customize Wrike to fit my workflow is one of the strongest features. Paul De Leon, Graphic Designer

As well as tracking your customized tasks within Wrike, you can delegate them by assigning them to an individual, a job type, or a team. With a simple when/then automation, you can even make task assignment an automatic part of task creation or progress. 

Plus, when the next person in the chain picks up the task, they’ll see the entire comment history and have instant access to the documents they need, so they can easily understand the work that’s been done so far. 

In a nutshell, Wrike is set up to break complex projects into tasks that reflect your process, making it easier to: 

• Plan and schedule your projects 
• Assign each task in the process
• Track progress through detailed stages 
• Complete your work to a high standard every time. 

Choose the visualization that works for you

Once you have your list of tasks, seeing each one as part of the bigger picture helps you manage your work effectively. 

With Wrike, you can visualize your tasks in a way that makes sense for your team, and toggle between views to see the data from multiple angles. 

Try adding some of these views to your workspace. 

Gantt chart

Gantt charts are a popular way to visualize project timelines , milestones, and task dependencies (i.e., the order you have to complete your tasks to keep up the momentum on your project). 

Gantt charts are a common feature of task management software, but Wrike’s stand apart. Our charts are totally responsive. You can define task dependencies with an intuitive drag-and-drop function. Whenever you reschedule a task, the subsequent due dates will automatically adjust to match. 

TeamViewer is a software company that uses Wrike in its marketing and creative departments. Using the Gantt Chart view, it can visualize and adjust its project planning process at any time. 

Depicting the dependencies and statuses gives you a good overview of what needs to be done and what’s going to happen. Fabian Schenk, Marketing Project Manager

Kanban board

In Kanban methodology , tasks are visualized as cards that move across a board as they progress through stages. It’s a great way to get an interactive overview of your project’s status, identify roadblocks, and plan effectively. 

Kanban boards are particularly popular with development or Agile teams , but they can bring clarity to any organization. Take Frontline Education as an example :

With Wrike, we’re able to create statuses that are really meaningful and tell us a story of where a task or a project is. Ultimately, that allows us to better communicate with management and leadership. Sean Amster, Digital Strategy and Operations Manager

You could even set up your team’s Kanban board with our Kanban project management template .

Calendar 

With Wrike, you can sync your projects to a shared calendar , which shows the tasks and deadlines coming up and keeps the whole team in the loop. This helps you plan your projects more accurately, coordinate your schedules, and even eliminate the need for email check-ins ( in our experience , teams can reduce internal emails by up to 90%) .  

Calendars can be filtered by project, with color coding to help you check your data at a glance. 

Teams that work with Wrike find countless advantages in visualizing their tasks from multiple angles. Compared to a simple list of jobs to be done, these top-level overviews can: 

• Show individual team members how their work fits into the big picture 
• Help managers identify and respond to risks and bottlenecks
• Encourage teamwork and collaboration that delivers great results 

Ultimately, by viewing the same task data through these various lenses, you know every decision you make about the work is informed. 

Instantly prioritize your workload

Once you can visualize your tasks in detail, it’s time to prioritize your work. This is where Wrike’s intelligent dashboards can give you the edge. 

Dashboards filter data about your tasks and their status on the project, team, or individual level. You can sort any number of tasks by due date, status, priority, or any other feature you choose. No matter how many tasks your team is taking on, you can be sure you’re devoting your energy to the ones that need it most. 

Our next-generation AI dashboards also include powerful risk management features . As well as visualizing and prioritizing your team’s tasks, Wrike can flag overdue tasks, tasks in danger of missing a deadline, or unachievable task dependencies that could potentially derail a project milestone . 

Most importantly, dashboards create a central source of truth for all the people working on your project tasks, which also supports them as they achieve their individual goals. 

Alongside team or project dashboards, creating a private dashboard — for example, as part of someone’s onboarding process — gives a team member a place to visualize their work in the way they want, monitor their incoming tasks, and start their day with a clear view of what needs to be done. 

Enhance productivity and collaboration when you manage tasks in Wrike

Wrike elevates task management by centralizing real-time data on all the work your team completes. Beyond task tracking, you get a host of other features to enhance communication and increase productivity as you complete your work. 

Gwynnie Bee reduced processing time by 60% , Siemens noted a 10% improvement in productivity , and F5 tracked a 33% increase in on-time delivery , all thanks to features that: 

• Automate notifications . Automation boosts collaboration by helping your team get answers faster, with tagged comments, automatic task delegation, and discussions attached to individual tasks. Plus, by keeping all your communications within Wrike, you reduce the chance of losing track of an aspect of your project. 
• Reduce admin tasks . Custom request forms can automate task intake, blueprint tasks can reduce your workload for repeatable jobs, and generating reports on your project progress can drastically reduce the amount of time your team spends in meetings. 
• Speed up approvals . Built-in proofing tools allow for easy commenting on the document itself, access to comment history, and quick approvals to move the task on at the touch of a button. 
• Integrate with other tools . Choose from 400+ integrations to connect Wrike to the other platforms your team uses – like Slack, Google Drive, Salesforce, and Tableau .

When you’re ready to graduate from basic work tracking methods, there are some serious advantages to choosing Wrike as your new task management platform. 

Pros: 

• Total customization for seamless work across teams 
• 360° visibility on every task you complete 
• Effortless task prioritization
• Desktop apps for Windows and Mac and mobile apps for iOS and Android
• Countless additional features to support every stage of your workflow
• Wrike is more comprehensive than the basic task management tools we mentioned earlier, so it might take more time to set up than a lightweight solution 
• Individuals and smaller teams may only need some of the features on offer 

Additional features

Wrike is a robust and scalable solution for your task management — and it includes countless other collaboration features to centralize and manage entire projects.  

These include:  

• Online proofing and approval tools for creatives, developers, and more
• Cross-tagging to share tasks and manage resources – even across the different teams involved in your project 
• Reporting features to measure the impact of your tasks and inform your strategy 
• Pioneering AI features , including generative AI and intelligent automation suggestions for your workflows 

As you know, there are other work management platforms out there that offer task-tracking features. Here, we compare those to Wrike, so you can make an informed decision.  

Asana is a project management platform with a reputation for attractive visuals and ease of use. Its task management features include dashboards so you can check in on tasks and view your project data. It also includes rule-based automations to save time on repetitive tasks. Asana is priced similarly to Wrike and offers a 30-day free trial. 

• Great to look at and relatively simple to use on the project level
• Custom fields in tasks help to sort and filter a team’s workload
• Customizable, including 200+ app integrations

Cons:  

• The Gantt view gives a simplistic view of the project timeline
• Dashboards are only available at project level, so you won’t be able to create a task management dashboard for individual teams
• Customization is available, but it tends to improve the visuals of the board rather than the structure of your work

We think Wrike is easier to use than Asana, has more features to aid collaboration, and offers more of the visibility that teams need. 

Find out more: Wrike vs. Asana

3. Basecamp

Basecamp was built by a web design agency struggling to find a tool to meet its needs. It’s widely used by smaller businesses for the scheduling , messaging, and monitoring jobs associated with good task management. 

• Shared workspaces and file storage for remote teams , which centralizes task management to an extent
• To-do lists to break complex projects into smaller tasks 
• Flat fee pricing model can offer good value for larger teams 
• All integrations have been developed by third parties, so we can’t vouch for their reliability 
• No inbuilt templates for projects or recurring tasks
• Basecamp can’t cover all the jobs teams complete (for example, there are no features for requests and approvals), so teams may have to juggle tools to take their projects from ideation to approval

In comparison to Basecamp, Wrike can take you to the top. 

Find out more: Wrike vs. Basecamp

ClickUp is a flexible task management tool that helps teams manage their tasks and streamline team collaboration. Like other tools on this list, it includes multiple views, integrations, and file management features ; it can also suit both developers and creative teams. 

• Easy to use and set up 
• Wide functionality with a long list of features 
• Mind map feature differentiates ClickUp from other task management tools on this list

Cons: 

• There can be bugs and issues with stability at scale, and some features can be inconsistent 
• No phone support option from the customer service team 

Wrike is better rated for professional service automation , performance, and reliability than ClickUp. 

Find out more: Wrike vs. ClickUp

Hive classifies itself as a “project management platform for hybrid work.” 

Like Wrike, it combines task management and communication features and includes templates that help reduce a team’s workload. Hive takes a “by users for users” approach to designing the platform, aiming at building a tool that connects all aspects of work. 

• Multiple communication features alongside task management tools
• Over 1,000 integrations via platforms like Zapier
• Like Wrike, includes a built-in time tracking tool to use as part of task and timeline management
• Lacks folders, spaces, and portfolio -level reporting, which is not ideal for managing tasks for larger teams
• Broad permissions, which might run counter to a business’ security concerns 

We’ve compared use cases for Wrike and Hive in detail. 

Find out more: Wrike vs. Hive

Like Trello, Jira is part of Atlassian. It’s popular with development teams and fans of Agile project management who regularly tackle their work in sprints. The platform includes customizable workflows and can track task progress as your project goes on. Its free trial period is only seven days, but the free plan includes up to 10 users. 

• Used by an active community of supporters and developers 
• Set up for bug and issue tracking, which is great for IT and engineering teams
• Customizable workflows and progress tracking
• Can be time consuming to set up
• Rated much lower for reliability and usability than Wrike

Wrike’s work management works for creative teams, marketing, professional services, and developers, too. 

Find out more: Wrike vs. Jira

7. Monday.com

Monday.com is a cloud-based collaboration and task management tool designed for remote teams. Monday includes customizable dashboards and other task management features for projects, but these generally only work on the project level, making it much harder to customize the setup for individual teams. 

• Familiar to teams that use spreadsheets, so the learning curve is manageable
• Includes automations to speed up task completion, like reminders 
• Customer support isn’t that strong – the only phone support available is for billing issues 
• No equivalent of Wrike’s cross-tagging, which makes it harder to track tasks across multiple projects 

Be one of the 2.4 million people who choose Wrike over Monday.com. 

Find out more: Wrike vs. Monday.com

8. Smartsheet

Smartsheet is another task management tool that looks similar to an Excel spreadsheet, but with more room to grow. This was one of the first tools to combine this familiarity with the added functionality of a work management tool . It now boasts a user-friendly visual layout and additional project management features. 

• Automations for your workflows, including templates and blueprints
• Includes team, project, or executive dashboards
• Reporting features create documents, graphs, images, and text boxes, making them easy to interpret 
• Larger accounts with more data and records can face issues with the app’s performance
• Spreadsheet format might not be ideal for larger teams

With Wrike, you can visualize your project as more than lines and cells. 

Find out more: Wrike vs. Smartsheet

9. Zoho Projects

Zoho Projects is a project management tool with planning, tracking, and reporting features, as well as communications and reminder tools. It’s part of Zoho One, a software suite of work applications used worldwide. If you already use Zoho’s other tools, Zoho Projects integrates seamlessly. 

• Includes Gantt charts that can be shared with teams or stakeholders (alongside multiple work views)
• Built-in timesheet feature
• Like the other tools on this list, Zoho includes a range of collaboration and communications tools
• Fewer pricing options than Wrike, and Wrike’s comparable plans offer more for the user
• Limited, less customizable reporting features make it more difficult to identify key metrics and resolve risks

Wrike is the best Zoho Projects alternative on the market. 

Find out more: Wrike vs. Zoho Projects

Wrike: Unbeatable task tracking, and so much more

When the creative team at Umpqua Bank needed to enhance visibility, track their deadlines, and consolidate their communications, they turned to Wrike.  

When we’re looking at 150 jobs a month, and trying to imagine how we’re going to accomplish getting all those jobs done, and how to organize them all — I can’t imagine how we would do it without a solution like Wrike. Jason Resch, VP of Creative Services

There’s a wide range of task tracking and project management software on the market right now. Whether you need to get on top of your tasks as a small business owner or bring international teams together, there’s a solution out there for you.  

But of all the options, Wrike offers the best task management software as part of our full-service work management platform. You’ll deliver your best work more easily, more collaboratively, and more efficiently than you could do with another solution, and Wrike will scale up with you as you grow.  

Find out what Wrike can do for your team when you book a demo today . 

Elaine McDonagh

As Senior Manager of Self Service at Wrike, Elaine leads a global team in optimizing self-service resources. With a background in community management, she’s passionate about empowering customers to do the best work of their lives.

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15 Excel Spreadsheet Templates for Tracking Tasks, Costs and Time

Still using spreadsheets to manage your projects? Revolutionize your project management with ProjectManager. Plan projects, manage resources and track progress with powerful features the whole team can use.

Excel spreadsheet templates are a great tool to track the costs, time and performance of your team. We’ve collected ProjectManager’s 15 best Excel spreadsheet templates for tracking that you can download and use for free.

1. Dashboard Template

A dashboard is how you keep track of your work, including the time spent on tasks, what you’re spending and if you’re making progress as planned. ProjectManager’s free dashboard template for Excel gives you an overview of how you’re doing on your work. This information is vital to know if you’re overspending or running behind on your schedule.

ProjectManager’s free dashboard template has several widgets that monitor metrics in your work. For example, there’s a color-coded task graph that shows if your tasks are complete, in progress, not started or overdue. There’s also a workload chart for managing teams and making sure their workload is balanced.

There’s another task graph that measures the duration of the tasks, which is helpful in seeing what’s getting done on time and what’s taking too long. Finally, there’s a cost bar chart to help you stay on budget.

This Excel dashboard template can manage your work, but it’s a static document that must be updated manually. Project tracking software automates that process. ProjectManager is better than Excel spreadsheet templates as it helps to accumulate real-time data, crunch the numbers and display it. Get started with ProjectManager free today.

Not all project management software offers the same project dashboards. ProjectManager’s project dashboard comes equipped with the right project management features to help you keep track of time, tasks, costs and more.

2. Task Tracker Template

ProjectManager’s free task tracker for Excel template can organize and keep track of your work. It’s similar to a to-do list, where you just need to add the work and manage it. Having a task list is the first step to controlling your work.

This task tracker spreadsheet captures the details of your work. Add the name of the task and include dependent tasks. You can assign it to yourself or someone on your team.

Next, set the priority and when you expect to finish. Finally, there’s a column to mark its status, which is essential to track your work. It has everything you need to track your tasks at a basic level with an Excel spreadsheet.

3. Budget Spreadsheet for Cost Tracking

Managing costs in your work is as important as meeting deadlines. ProjectManager’s free budget template for Excel helps you keep to your budget by tracking your financial details on one spreadsheet.

Tasks cost money, and the budget defines the costs of the resources you’ll employ to deliver those tasks to completion. First, the spreadsheet template has a numbered list that corresponds to your work breakdown structure (WBS) . Then, there are labor costs including planned vs. actual hours plus the cost per hour. Materials are broken down by units and cost per unit.

There’s also room for other line items on your budget, which include travel, equipment, fixed and miscellaneous costs. Finally, there are columns to collect the budgeted and actual cost for each line item, then a balance showing if the line item is above or under budget.

Related: How to Track Project Expenses

4. Timeline Template

ProjectManager’s free timeline template in Excel is perfect for scheduling your project from start to finish in Excel. It’s a way to view all your tasks and keep on schedule. You can even add milestones!

To get started with this free timeline template, you first need to list your tasks and give them a name. Each task must have a start date and an end date, plus the time you think it’ll take to complete.

You add all that data to the left side of the template, which is a normal tracking spreadsheet. Then, on the right, you’ll see the timeline that lays out your tasks as horizontal bars across a timeline. It’s easy to see how long it’ll take to complete each task.

Excel spreadsheet templates are good for beginners, but if you want to take your planning even further, upgrade to online software that lets you build timelines in minutes. ProjectManager has online project timelines that update instantly as the team collaborates on tasks. Track costs, workload, planned vs actual progress and more. Get started for free.

5. Action Plan Spreadsheet

Managing work means outlining the steps you must complete to achieve your goals. Use ProjectManager’s free action plan spreadsheet for Excel to track tasks and detail the strategy you’ll use to complete your work on time and within budget.

We’ve broken up this action plan template into three sections. The first is the action steps, which note the priority and list tasks, phases and assignments. There’s also space to note the status of your tasks and track their progress.

Section two of this Excel spreadsheet template is a timeline, with start and due dates, including planned hours. Finally, section three focuses on resources; for example, which department is responsible for which task, what materials are needed and what are the resource costs?

6. Status Report Template

Knowing where you are at any particular point in the project life cycle is how you manage time and costs. Our free status report template is a great tool to track your progress and stay on schedule.

This free status report template is made up of five sections: project information, project status summary, project health, risk management overview and a conclusion that includes recommendations for the future.

A status report is a cornerstone of tracking your work. It’s used in project management and work management alike because it gives managers a picture of their planned vs actual progress. It’s also a powerful tool when presenting to stakeholders.

7. Risk Tracking Spreadsheet

No matter how well-planned your work is, there are unknowns that can impact your progress. Use ProjectManager’s free risk register spreadsheet to help you plan for risks in your work.

This free risk register for Excel has columns to ID the risk to make it easier to track. There’s a column to describe the risk and explain how it’ll impact the work you’re doing if it goes from a risk to an actual issue .

For each risk you identify on the template, you can add a risk response, which is the response you’ll take if the risk actualizes. You can also note the risk level. Then, if you’re working in a team, you can assign the risk so that the team member is responsible for identifying and rectifying it.

8. Change Tracking Spreadsheet

Download ProjectManager’s free change tracking spreadsheet for Microsoft Excel to manage change when it impacts your work management. It’ll help you control change so it doesn’t make you spend too much overtime or incur additional costs.

A change log Excel spreadsheet is one of the most important Microsoft Excel templates we offer. It’s a spreadsheet template that captures change when it happens. You can number changes for better tracking and note when the change first came up and who discovered or requested it.

You can then prioritize the change, and you or a team member can take ownership to see it through to completion. The Excel spreadsheet tracks the change from discovery to recovery and ensures that no change order is lost in the cracks.

9. Time Tracking Spreadsheet

There’s no better template to track the time you spend on your tasks than with ProjectManager’s free time tracking spreadsheet . This timesheet is great for you or team members to record the amount of time spent on work.

This timesheet Excel spreadsheet template has space for your name or the name of the employee, their department, supervisor and hourly rate. The template collects their hours, such as their start time and end time for their workday. There’s even a place to add overtime and lunch.

Then, the total for the week is added and multiplied by the pay rate to show the total amount the employee is owed. Finally, there’s a line for the employee to sign and the supervisor to look it over and sign it, if accurate.

10. Multiple Project Tracking Template

When you’re managing a portfolio or program, you have to monitor all your projects in one place to make insightful decisions as to how to allocate resources. Using our free multiple-project tracking template for Excel gives you a high-level overview of every project for which you’re responsible.

Once you download the free Excel template, you’ll find it’s formatted with three projects, one stacked on top of the other. You can copy and paste to add as many projects as needed. You can also add columns if you need to track something not already on the template.

Each project spreadsheet allows you to list all the project tasks by name and description, as well as if they’re dependent on another task. There’s space to add who’s assigned to each task. Each task has a start and planned end date, and planned cost, with an actual end date and actual cost to help you track the project.

11. Issue Tracking Template

Issues are problems that arise while executing your project. These issues must be quickly identified and resolved to keep the project on schedule and within its budget. With our free issue-tracking template for Excel , you have the tools to monitor the progress of resolving those issues.

The free template is ideal to capture risks, which become issues if they in fact show up in your project. When they do, you already have them described in the template and what their potential impact is. Next, you can define its priority, from low to critical, which helps you determine which risks need your immediate attention.

There’s also a place to note the date the issue first was discovered and when it was closed, as well as the team member who’s responsible for resolving it. Finally, the free template states the department that’s handling the issue and there’s a column to note its status when tracking the issue.

12. To-Do List Template

Everyone has work to do, and getting that work done efficiently requires task management. At its most basic, that means having a list of your tasks. It’s the first step to getting organized. That’s where our free to-do list for Excel comes in handy.

A to-do list is a simple but highly effective tool. Simply list the tasks you’ve been assigned or you can even use it for household chores. Next, you’ll want to give each task a start and due date. This is the duration or timeframe in which you want the work completed.

Now, you’ll want to track your progress. The free to-do list template shows the percentage complete for each task. It’s a satisfying feeling to see the cell move from 25 percent to 100 percent. Then there’s a column to note the progress. Before you know it, your work is done.

13. Inventory Template

If you’re a manufacturer or have a company with which you carry stock that you need to run your business, then you need our free inventory template for Excel . Use it to prevent production delays by keeping track of what you’re warehousing.

Use this free template to record the level of your inventory and track its turnover. First, each line is numbered to make it easier to find the item you want. Then the item is listed and described, with the unit price noted and the quantity you have in stock.

Now you can calculate the inventory price, which is the unit price multiplied by the number in stock. This Excel spreadsheet template does this automatically. There’s a column to note whether you need to reorder, what level to reorder, how long it takes to restock and what that reorder quantity should be.

14. Progress Report Template

Project reports are essential for a number of reasons. One, they help you monitor your progress and performance, and two, they’re a great tool for keeping stakeholders updated. Our free progress report template for Word captures an overview of the activities and tasks that occurred over a specific period.

The free progress report is broken up into a number of different sections. There’s a summary, which provides a quick overview of what’s to follow, including pertinent data, such as the project scope, schedule, cost and risk for the time period being reported on.

Then there’s a section in this Excel spreadsheet template that goes over the tasks that have been executed over a period of time covered in the report. There’s space to note the status of tasks that aren’t yet completed and a section to list issues, talk about the budget and more. It’s a great way to capture a snapshot of the project in time.

15. Work Schedule Template

Need help managing your human resources or operations planning? Check out our free work schedule template for Excel . This free template lists all your employees and their working hours, including responsibilities, over a day, week or month.

Use the work schedule template to keep your employees productive and help with tracking your resource utilization and scheduling. You can also use it to prioritize tasks and balance your team’s workload, which leads to greater productivity and happier employees.

Our free spreadsheet template has a weekly and monthly work schedule. Both list your employees, their tasks, which project they’re working on and then their hours, either day-by-day or over the course of a month. This will help most organizations and even long-term projects.

Use ProjectManager to Track Time, Costs and Tasks Better Than Excel

Templates and Excel spreadsheets for tracking are great, but as noted, they can only do so much. ProjectManager is online work management software that connects everyone, no matter where they work, what time, department or skill level. It does so in real-time to ensure that everyone is collaborating and working on the most recent data.

Automatically Fill Out Timesheets

Take timesheets, for example. Instead of having your employee fill out the timesheet, ProjectManager’s timesheets autofill their tasks and update the time they’ve spent. This streamlines payroll but also offers a window into tracking the time they spend on their tasks. That way, you know if they’re meeting their quota. Once submitted, timesheets are locked and secure.

Work the Way That Suits You

Multiple project views allow everyone on the team to work how they want. Managers can plan ahead on Gantt charts that show all their tasks on a timeline. The duration bar that connects each task’s start and end dates automatically shows progress based on how much of it is shaded. Teams can use task lists, kanban boards or calendars if they prefer, all of which are updated and show progress. No tool is more flexible for planning and tracking work.

Generate One-Click Reports in Seconds

Tracking time, costs and more is easy with ProjectManager’s one-click reports. Get status reports, reports on tasks, timesheets, expenses and more. These reports take complicated data and turn it into insightful and easy-to-read reports to monitor progress and more. Reports can also be filtered to see only the data you want and then shared to keep stakeholders updated.

Related Excel Project Management Content

While Excel is not a project management software, it can still be a very helpful for managing various aspects of your projects. That’s why we’ve created dozens of blogs, templates and guides to help you use Excel for project management.

• Essential Excel Report Templates
• Free Manufacturing Excel Templates
• Free Excel Construction Templates
• Free Word & Excel Templates for Business
• How to Create a Project Timeline in Excel (Free Template Included)
• How to Make a Gantt Chart In Excel Step-By-Step (Template Included)
• 25 Must-Have Project Management Excel Templates and Spreadsheets

ProjectManager is award-winning project management software for teams. Our real-time tool tracks time, costs and more to ensure you’re always on schedule and never spending over your budget. Join the 35,000+ people using our software to track tasks, cost and time. Get started with ProjectManager free today.

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11 Free Task Management Templates in ClickUp & Excel

Praburam Srinivasan

Growth Marketing Manager

June 21, 2024

Project management is a complicated business. You need to assemble the right team, plan out a killer strategy, and find the right tools for the job. 

However, even if you have all of these elements in place, everything could still go wrong.

The culprit? Poor task management. Without proper organization at the task level, even the best plans can fail to live up to expectations. 

That’s where task management templates come in. They provide an easy way to organize and prioritize tasks , ensuring that nothing gets between you and project management perfection. 

From simple daily task planners to comprehensive kanban boards , there’s a template out there that fits you or your team’s workflow perfectly. In this article, we’ll walk you through 11 of our favorite free task management templates to help streamline your workflow and optimize productivity. So let’s get started!

What is a Task Management Template?

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A task management template is a document that enables individuals or teams to plan, prioritize, and track specific tasks. Templates typically include features like due dates, assignees, and completion percentages to help you stay organized and on track with your projects.

Task management templates also usually include multiple views. For example, they might include a kanban board view so teams can easily visualize how far along in the workflow each task is. Additionally, they might include a Gantt chart so teams can see upcoming completion dates and plan their days and weeks accordingly.

Unlike a project management template , which focuses on wider business outcomes and goals, a task management template is laser-focused on specific tasks that make up these larger projects. For this reason, task management templates are designed to ultimately help teams complete whatever task they’ve been assigned to do.

A good task management template is organized and allows people to quickly find what they need without getting distracted by clutter. This can be accomplished through smart design and multiple view options that emphasize different parts of the document.

It should also be flexible and allow people to adjust the document to their own individual needs. This means that regardless of whether you’re planning a company-wide project or just your most productive Tuesday, this template can help you meet your goals.

Finally, it should be convenient. No one wants to spend oodles of time filling out a planning document. A good template should allow for smart data importation from whatever task management software you use. 

This way, you can spend less time optimizing your template and more time working, relaxing, or just being you.

11 Free Task Management Templates

If you’re looking for a free and perfect way to keep track of all your tasks and projects, check out these 11 free task management templates from ClickUp and Excel.

Better task management is something that every team could use. Even if you think your team is already doing a good job, there’s always room for better teamwork, synergy, and time management.

For teams that want to take their task management to the next level, the ClickUp Task Management Template is a perfect solution. This template has all the features you need to stay organized and on top of the tasks that’ll help you complete whatever project goals you’re working toward.

This template includes pre-built custom fields so that you see at a glance who’s in charge of that task and when they expect it to be done. Plus, it organizes project tasks into three main lists— Action Items , Ideas, and Backlog—so you can flexibly find the info you’re looking for.

But the real power of this template lies in its multiple views. Take the data you plug into this template and automatically organize it by priority, department, or task status. This way, you can easily use this document in whichever way is most useful for you and your team.

The ClickUp Task Management Template is perfect for teams of all sizes who want to stay organized while tackling their workloads . Get started today at the link below!

Are you struggling to stay organized when it comes to cross-department initiatives? 

When working with multiple departments or teams on a single goal, it can take a lot of work to stay organized, but our Task Management by Department Template by ClickUp can help you do just that.

This template organizes all your tasks based on the department in charge of getting them done. Not only can you see what tasks are in progress, but you also can get information like end dates, priority levels , or completion percentages.

Never again will you get messages asking who’s in charge of what task and when to expect it. This document gives everyone a bird’s-eye view of what’s happening across your entire project team.

Isn’t it time your department got some much-needed organizational help? Download this template today to get started. 

At any one organization, there are hundreds or thousands of tasks on the go at once. 

Some will inevitably be more important than others. For instance, adding employee bios to your website might be a nice touch, but it’s less important than finalizing your new product launch.

If you want to ensure that your team is working on the tasks that matter most, grab a copy of ClickUp’s Task Management by Priority Template . This template allows you to see all open tasks for your team organized by their priority level.

With this view, you can ensure that team members always prioritize the most mission-critical tasks first. This way, you or your team members can proactively avoid bottlenecks and get important projects across the finish line on time.

Do you find that many of your tasks require a lot of collaboration? 

If so, the ClickUp Task Management Board Template was made for you. This template features a classic kanban board design, making it easy for teams to visualize how far along in a workflow each task truly is.

The board view also makes it much easier to collaborate with other stakeholders and add notes or descriptions for each task. Plus, it’s fully customizable, so you can adapt it to your workflow. 

With only a few keystrokes, add due dates, assignees, and descriptions to each task to keep projects organized and moving forward.

You can also add expected time to completion so that people can pick up tasks based on the time they still have left in their day. This helps you move projects along faster and keep everyone on task.

Do you struggle to remember what day certain tasks are due? Is time management a skill that you just can’t get a grasp on? 

If so, then you need the ClickUp Task Management Calendar Template . This template allows you to plan out your tasks in a calendar format so that you can easily see when each task is due.

This view makes managing team members’ workloads and deliverables much easier, allowing for faster project completion times. It also helps managers spot potential bottlenecks early on, like if several major tasks are all due on the same day.

The calendar view also allows you to plan your own schedule more effectively. If you know Project A is scheduled to finish at the end of the month, then you can ensure everything is in place so that Project B can get going when it’s complete. 

The best part is that if you’re already in the ClickUp ecosystem, your information can be automatically imported into this handy calendar form. 

For many of us, staying on top of our tasks is a full-time chore that takes up far more time than we’d probably like.

This isn’t just about work. We all have to remember appointments, birthdays, and so much more. 

If you spend way too much time remembering what you’re supposed to be doing today, then you should consider trying out the ClickUp Simple Task Management Template . 

This template makes it easy to build a comprehensive and intuitive organizational system that keeps track of your daily tasks and goals .

It features a variety of views, such as list view, board view, and doc view, to give you the flexibility to structure your tasks in the way that best fits your workflow.

This template also includes powerful customization options that allow you to add fields, prioritize tasks, and even set up reminders. With the ClickUp Task Management Template, you can easily structure your day and stay on top of what needs to be done—no matter how big or small it may be.

Picture this: You have a laundry list of tasks to do, but you don’t know what’s been done and what still needs to get done. To make matters worse, it seems like the list is always growing, no matter how hard you try to limit it.

If this sounds familiar, then you need the Status Task Management Template by ClickUp . This template keeps your daily tasks in an easy-to-view kanban board. You’ll easily see what you’ve started, what you’ve finished, and what still needs to get done.

To make it even better, if you already have tasks set up in ClickUp, this template won’t require you to input data all over again. Simply add the view, and ClickUp will import all the data from your existing tasks.

With this template, you can easily differentiate between have-to-do and want-to-do tasks so that you never forget anything that absolutely has to happen today. Download this template today and make disorganization a thing of the past.

Do you ever wish that you could plan your days and weeks more effectively? The ClickUp Daily Task Management Template was designed specifically with this in mind.

Instead of constantly running back and forth between your paper planner, to-do notes, and calendar, you can centralize everything in this easy-to-use daily scheduler. Use it to keep your hours planned and coordinated with spots for each new task, event, or appointment in your day.

Plus, with its easy-to-view format, you can critically examine your time commitments and decide whether you’ve got too much going on to meet all your obligations. This planner is also essential for helping you remember all those little things on your mind.

Never again lose sleep over missing a doctor’s appointment or forgetting a friend’s birthday. With these events already logged, you can wake up, check your planner, and finish everything you need to on time. Your planner can also keep track of the other documents that keep your life organized.

For example, you could include a link to your email task management document so you can click over there during the time block you’ve set aside to respond to emails. Also, your planner doesn’t just have to be for serious tasks and appointments.

It can also help you make time for the hobbies and habits you enjoy doing. For instance, use your planner to include time for daily exercise, meditation practices, or just a therapeutic soak in the tub.

This template also includes powerful customization options like recurring tasks and specific due dates, allowing you to plan your day with ease. That means less time planning and more time doing. So if you want to squeeze more out of each day, this template is exactly what you need. Get started at the link below.

The ClickUp Task List Template provides an organized platform for tracking all your tasks in one place. Easily customizable to fit your specific workflow, this template not only displays a comprehensive list of your tasks, but also your progress on each one.

Understand at a glance who is responsible for what task, and when it is expected to be finished. This template categorizes tasks into Action Items, Ideas, and Backlog, facilitating easy navigation through your tasks. The template also provides multiple viewing options, allowing you to organize tasks by priority, department, or task status.

This template is ideal for teams and individuals aiming for efficiency and organized task management. Its integration with ClickUp means no duplicated data entry, saving you precious time. The ClickUp Task List Template is a perfect tool for keeping track of tasks and achieving project goals effectively.

Some people need to stay organized but don’t want to incorporate a whole new system into their lives. They already use ten different platforms and aren’t interested in an 11th.

For these people, this Microsoft Task Tracking Template from Excel is a great option. It allows you to create a comprehensive list of the tasks you need to do, all within the familiar confines of Excel. 

This Excel template is a great option for anyone comfortable with Excel who does not want to invest time in a more comprehensive task management system. It may not be pretty, but it includes all the basics, like a customizable list of tasks, due dates, and percentage completion. There’s even a spot for notes where you can drop important links, start dates, or your project budget.

What’s more, you can easily customize this task tracker template to fit your specific needs. Whether you’re tracking tasks for a single project or an entire organization, this document can help you stay one step ahead.

So if you want to manage your tasks within the Office ecosystem, then Excel’s Task Tracking Template is the perfect solution for you.

Keeping yourself on track every day is a skill in and of itself. Many of us have tons of ongoing tasks that need our attention, so tracking them all and getting them done in time takes a little bit of organization.

If you’re simply looking for an easy way to keep your days organized, look no further than the Daily Task Management Template from Microsoft Excel . This project task list template lets you view and organize your daily tasks in a simple, easy-to-read format. This way, you can track deadlines and prioritize your to-do list so that nothing slips through the cracks.

Another handy trick this free template has is that it will automatically highlight any tasks that are due today. These highlighted entries are simple to spot, so you never miss anything that needs to get done ASAP. This feature may not mean much if your life is fairly relaxed (lucky you), but it can be a lifesaver if your number of tasks only seems to grow.

Not sure Excel templates for task management are right for you? Then check out our guide to Excel alternatives to find something more your speed.

Task management templates are a great way to stay organized and ensure you complete your tasks well ahead of schedule. No matter what type of project team you have, there’s likely a task management template out there that can help streamline your workflow, manage project tasks, and optimize your productivity.

If your business is looking for an easy way to improve task management in their workflows, look no further than ClickUp. Our task management features allow you to do more than just access our pre-built templates. 

You can also use ClickApps to customize your experience, add tags and subtasks, or even boost collaboration with real-time comment threads.  

With ClickUp, task management doesn’t need to be quite so…tasking. See what a difference a little organization can do for your business by signing up for a free account today. 

Happy organizing! 🎉

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Publish task lists to define and track work in your organization

As an operations manager or similar business leader, you can centrally create a list of tasks for many teams in your org and monitor for completion of work. This feature is designed to make task management easier for organizations with frontline workers distributed across many different geographic locations.

This capability is available to you in the Planner app in Microsoft Teams if your organization  enabled task publishing for you and your team.  

In this article

Before you get started

Create a publishable task list

Make changes to a list that hasn't been published yet

Publish a task list

Make changes to a published task list

View reporting for published tasks

With task publishing, your organization can centrally define tasks and distribute them to the teams who must perform the work. If enabled for you by your organization , you’ll find this functionality in the Planner app in Microsoft Teams.

In the task publishing experience, you start with a task list, which you can add tasks to. You have control over the details for each task in a list so you can add notes, set the priority, attach documents and photos, or apply requirements for completion. When you add at least one task to a task list, you can publish that list to the teams (locations) that you choose. After publishing a list, you’ll see a reporting view that reflects completion status of the work across locations, and:  

Frontline workers can see all tasks assigned to them in the Planner app in Teams on mobile, desktop, and web.

Frontline managers can use Planner to track task progress and completion for their locations.

Organization leaders can use Planner to see task progress across all locations.

Frontline workers and managers won’t be able to delete the tasks published to their team. The title, notes field, and checklist item fields are also protected for published tasks, so frontline employees can't change the details of the work.

Important:  You'll only see the Publishing page if your organization enabled task publishing by uploading a hierarchy and you're a member of a team in that hierarchy. If publishing is available for you, the Publishing page allows you to broadly publish to teams you're not a member of. The My Tasks & Plans page shows your individual tasks for yourself and the tasks you're working on directly with teammates (in your teams and channels). Plans in My Tasks & Plans can't be published.

Before you get started 

Learn about the types of lists you can create and publish .

There are two types of task lists in task publishing. You can create lists with tasks for each team  (known as standard task lists) and lists with tasks  for each team member . Here’s more information about each type of list and when to use them.

Get familiar with the Publishing page

Note:   Some users will also see a Received section where they see lists published to their team by teams higher up in the hierarchy. Most publishing users won’t see this section.

Create a new task list

For each team .   Use for tasks that need to be completed once per team, also referred to as a standard task list.

For each team member . Use for tasks that everyone on the team must complete, such as training or policy acknowledgement tasks.

Important:  After you create a list with tasks for each team , you can’t change it to a list for each team member and vice versa. You’ll need to create a new list.

Name your list.

If you belong to more than one team that can publish, select the team to publish from. The teams that receive the task list publication will be able to see which team the task list was published from.

Select  Create . The new list appears under  Drafts .

Under  Task title , give the first task a title, and select Enter .

Select the task title to open the task and add or edit any of the following.   

Bucket. Use to categorize tasks. For example,  Warehouse  or  Sales Desk  buckets could be used to identify the work group who will perform the task.

Priority. Options are Urgent, Important, Medium, and Low.

Start date or due date

A checklist of up to 20 items. You control the items, order, and whether the  checklist is required for task completion . Task recipients control marking each item complete. 

An attachment 

Requirements for task completion. Task recipients must complete the requirements before they can mark the task complete. To learn more, see Set requirements for task completion in a task list . 

Required form : Link up to two forms that task recipients must fill out. You can create a new form or use an existing form.

Required approval : Add an approval requirement for task recipients to request and receive approval from a manager. This is only available for tasks lists created using the For each team option (also known as standard task lists). 

To add another task, enter a task name in the  New task  field.

Tip:  After you create tasks, you can bulk edit the priority, due date, or bucket for all the selected tasks. 

 If you created your list using the For each team option (also known as a standard task list), you can make it recurring so that it automatically publishes on a repeating schedule. To do so, select Does not repeat , choose the recurrence settings for the list, and then select Save . To learn more about working with recurring task lists, see Use recurring task lists . 

Duplicate a task list

You can create a copy of any task list using the Duplicate action. This action creates a new list with a copy of the tasks in the original list. You can choose the name of the new list and which team it should be created for. Then, you can edit the tasks in the new list to prepare it for publishing.

Name the list and select the Publish from team. If you belong to more than one team in your organization’s hierarchy, you'll see multiple choices. The teams that receive the task list publication will be able to see which team the task list was published from.

Select Duplicate . After the list is duplicated, it appears under Drafts . You can interact with the list just like other draft lists.  

Make changes to a task list that hasn't been published yet 

Edit tasks in a draft or scheduled list.

Under  Drafts or Scheduled , select the task list you want to edit. 

To change a task, select its title to open the task, and then do one of the following:

To change any of the task's fields, select the field and edit as needed. You can also add or remove attachments and requirements.  

Rename a list

You can rename a draft list before you publish it. 

Enter the new name in the Title box, and then select Save .

Delete a task list from Drafts or Unpublished

Important:  You can't delete a list in the Published state or a recurring list series in the Scheduled state. You must first unpublish the list or cancel the list series and then unpublish it, which deletes all tasks in the list or lists from all recipient teams. After unpublishing the list or list series, it appears under  Unpublished.

You can delete any task list under Drafts  or  Unpublished .

Under Drafts or Unpublished , go to the task list you want to delete.

Publish a task list 

Publish a task list .

When your task list is ready to go, publish it to the teams whose members will do the work. 

Note:  After you publish a list, you can  make changes to the tasks but you can't make changes to the teams selected to receive those tasks.

Under  Drafts , select a task list, and then in the upper-right corner, select  Publish  or Publish series (if it's a recurring task list ). 

Choose how to select the recipient teams. You can select the teams from a hierarchy or upload a custom list of teams. Learn more about these options . The following steps show selection from a hierarchy.

To select all the teams within a branch of the hierarchy, select the check box next to it. For example, selecting "North America" selects all the locations in that region. 

To publish to only locations with certain attributes, select a filter. For example, to select all locations with a large layout, select the "Large" filter. In the example image, the task list will be published to all large stores in North America.

Choose whether to notify recipient teams.

Select  Next , and then review your publication plan. To make changes, select  Back .  

Select the  Ready, everything looks good here check box, and then choose  Publish . 

As soon as the publishing process begins, the task list moves from Drafts to Published to indicate that tasks are being sent and becoming visible to recipients. 

Task publishing can take a little while if there are a large number of tasks in your task list or if you select a large number of recipient teams. It’s okay to leave the publishing screen and come back later— the tasks will continue publishing in the background. 

When publishing is done, you'll see a message at the top of the  Publishing page indicating your tasks were successfully delivered.

Important:  If alert icons appear, select  View details  to help resolve the issues.

Edit tasks in a published list

You can edit tasks in a published list by putting the list into edit mode. When the list is in edit mode, you can update tasks in the list, delete tasks from the list, or add new tasks to the list. Changes aren't published to recipient teams until you select the  Publish changes  and confirm the summary. 

When you publish changes to a task in a published list, the values in the task fields in the updated task will overwrite the values of those task fields in each recipient team, with the exception that the status of the task isn’t reset. For this reason, we recommend editing a task in a published list when you want to clarify what needs to be done. If there's a correction that requires the task to be completed again even if it was completed per the previous task details, we recommend deleting the original task and creating a new one.

Under  Published , select the list you want to edit, and then choose Edit list .

When you're ready to publish the changes, select Publish changes in the upper-right corner to publish the changes to all the original recipient teams.   Alternatively, you can choose to cancel the edits you made, and the list will revert back to its previously published state.

Unpublish a list 

Caution:  Unpublishing a task list removes all tasks in the list from all teams that received them. They will lose all comments and any attachments they added.

If you need to unpublish a task list, it's best to do so as soon as possible to reduce the assignment and completion of tasks that are wiped out. An unpublished list moves to the Unpublished  section and can be duplicated but can't itself be republished.   

Confirm you want to unpublish the list, and then choose Unpublis h.

After the list appears under  Unpublished , you can delete it or duplicate it, edit the copy, and publish the edited copy.

 View reporting for published tasks

Track assignment and completion of published tasks.

After you publish a task list, you'll likely want to track teams' progress in assigning and/or completing the tasks you sent them. Select a list in the Published section. From here, you can view details for the published tasks in a few different ways. 

Note:  Users in your organization can view reporting for any team they're a part of. For example, a user who is part of the Store 100 team can view reporting for that location. A user who is part of Region 1 can see reporting for all locations reporting up to Region 1 in the hierarchy.

In either view, you can select any branch of the hierarchy to expand it or select any team to see the status for that specific team. To return to a high-level view after looking at the details, select the task list name that appears above the team name.

Note:  Everyone to complete lists (lists created using the For each team member option) show the reports in a slightly different presentation. These tasks are automatically assigned at creation time, so the report focuses on completion status. 

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