Best Free Task Management Apps for Teams: 20 Tools Reviewed

Managing tasks and staying organized is a constant challenge for growing teams. As projects become more complex and team sizes expand, relying on emails, spreadsheets, and manual tracking quickly becomes inefficient. 

Task management apps offer a practical solution to keep tasks on track, but even the best systems can stru-ggle when team coordination becomes more intricate. With multiple deadlines, shifting priorities, and the need for constant updates, it’s crucial to have a tool that helps manage tasks while keeping everything running smoothly across the team. 

Fortunately, there are plenty of free and freemium task management tools available that won’t break the bank. In this blog, we’ll explore the best free task management apps for teams that can help improve collaboration and reduce chaos.

Key Takeaways

• Task management tools keep teams organized: Free apps like Trello, Todoist, and ClickUp simplify task tracking and team collaboration, ensuring teams stay on top of work with visual boards and task prioritization.
• Choosing the right app depends on team needs: From simple to-do lists in Todoist to advanced Gantt charts in Zoho Projects, select an app based on project complexity and team size.
• Scalability is crucial for growing teams: Free plans in tools like Freedcamp and Trello work for small teams, but paid plans are necessary as team size and project complexity grow.
• Task management + scheduling optimization is key: Tools like Clockwise integrate with task managers like Notion to automate scheduling and protect focus time, reducing coordination time.
• Collaboration and integrations drive success: Apps like Slack, Google Calendar, and Asana integrate seamlessly with task management tools, enabling smooth team collaboration.

List of 20 Free Task Management Apps for Teams to Improve Productivity

Task management apps give teams a shared space to track tasks, assign ownership, and hit deadlines without relying on spreadsheets or email chains. With over 25 free or freemium tools covered here, teams of any size can pick the right fit, and still leave room in the budget for the calendar and scheduling tools that tie it all together.

1. Trello

Source:- https://trello.com/home

Trello is one of the most popular task management apps, known for its simplicity and user-friendly interface. Using boards, lists, and cards, Trello allows teams to organize tasks and collaborate easily. It’s particularly useful for visualizing workflows and tracking project progress in a clear, intuitive layout. Trello’s free plan offers enough functionality for small to medium-sized teams to get started.

Also Read: Trello vs. Asana for Project Management in 2024 | Clockwise

Key Features

• Boards, Lists, and Cards: Visualize workflows with customizable boards and lists.
• Drag-and-Drop Task Management: Easily move tasks between lists to update status and track progress.
• Collaboration Tools: Comment on tasks, attach files, and mention team members.
• Checklists & Due Dates: Add detailed checklists to tasks and set deadlines for better organization.
• Mobile App: Stay on top of tasks and projects with a mobile app for on-the-go management.
• Power-Ups: Integrate with other tools like Slack, Google Drive, and Dropbox (limited to one Power-Up on the free plan).

2. Todoist

Source:- https://www.todoist.com/

Todoist is a straightforward task management app that helps teams keep track of tasks, subtasks, and deadlines with ease. It offers both a simple list view and advanced features like project organization and task prioritization. Todoist’s free plan allows for personal task management, but it also scales well for teams that need more powerful features as they grow.

Key Features

• Task and Subtask Management: Organize tasks within projects, break them down into smaller subtasks.
• Prioritization & Labels: Assign priority levels to tasks and categorize them with custom labels.
• Recurring Tasks: Set up recurring tasks with custom intervals (e.g., daily, weekly).
• Due Dates & Reminders: Set due dates and reminders to stay on track.
• Project Templates: Use pre-built templates for quick project setup.
• Cross-Platform Support: Syncs across devices (desktop, mobile, browser) to keep you connected.

3. ClickUp

Source:- https://clickup.com/

ClickUp offers a solid free plan that supports unlimited tasks and unlimited users, making it suitable for teams exploring task management at scale. The platform uses a layered hierarchy structure to organize work across spaces, folders, lists, and tasks, allowing teams to build workflows that match their operations. Its extensive feature set extends beyond simple task lists to include real‑time collaboration, documentation, and reporting capabilities.

Key Features

• Workspace Hierarchy: Teams can segment work across Workspaces, Spaces, Folders, Lists, tasks, and subtasks to keep large projects organized.
• Custom Automations: Users can set triggers, actions, and conditions to automate workflow optimization steps, reducing manual hand‑offs.
• Views & Dashboards: Multiple views (list, board, calendar, Gantt) and dashboards provide high‑level and detailed visibility into work progress.
• Unlimited Tasks & Users (Free Plan): The free tier supports unlimited tasks and users, giving flexibility for growing teams before scaling.
• Time Tracking & Reporting: Time estimates, time tracked, and workload views help teams manage capacity and understand where effort goes.

4. Asana

Source:- https://asana.com/

Asana’s free (Basic) plan supports up to 10 users and allows unlimited tasks, projects, and messages, making it a good fit for small teams or departments. The platform offers list, board, and manage calendar views, plus integrations, enabling teams to start collaborating without major cost. However, larger teams and complex workflows will need paid tiers for advanced features.

Key Features

• 100+ Integrations: The platform connects with a wide range of tools like Microsoft 365 and Google Workspace, helping teams link Asana with their existing systems.
• Activity Logs & Messaging: Built‑in messaging and activity logs help teams track updates, conversations, and task changes in one place.
• User Limit on Free Plan: The free plan allows up to 10 users, meaning larger teams must upgrade if collaboration expands.

Also Read: Asana Project Management: Step-by-Step Guide | Clockwise

5. Zoho Projects

Source:- https://www.zoho.com/

Zoho Projects is built for teams that want more than a simple task tracker; it combines task management, project planning with Gantt charts, and collaboration tools into one platform. The free tier supports up to 5 users and a limited number of projects, giving smaller teams a strong starting point. As teams grow, the platform scales with additional automation, workload dashboards, and integrations within the Zoho ecosystem and beyond. 

Key Features

• Task & Subtask Breakdown: Create tasks and subtasks under projects, track progress via lists and charts.
• Gantt Charts & Milestones: A clear dashboard of project timelines, dependencies, and milestone progress.
• Time Logging & Reports: Track hours worked, compare planned vs actual, and review where effort goes.
• Workflow Automation: Use blueprints and custom rules to automate repeating tasks or task transitions.
• Zoho Ecosystem Integrations: Connect projects with other Zoho apps and key third‑party services.

6. Microsoft To Do

Source:- https://to-do.office.com/tasks/

Microsoft To Do is a lightweight task app built into the Microsoft 365 ecosystem, ideal for teams or individuals already using Office tools. It focuses on keeping day‑to‑day tasks organized across devices, syncing with Outlook calendar and other Microsoft services. While it lacks advanced project‑management workflows, it excels at personal and shared task lists in a familiar environment.

Key Features

• Shared List Collaboration: Create lists and share them with team members, with real‑time updates across users.
• Daily Planner & Suggestions: Use the “My Day” view to pick tasks for the day with AI‑based suggestions.
• Cross‑Platform Syncing: Works on web, mobile, and desktop, syncing with Outlook tasks and Microsoft 365 accounts.
• Recurring Tasks & Reminders: Set tasks to recur and receive reminders so nothing gets missed.
• Customizable Lists: Add notes, attach files, personalize themes and colors for better task visibility.

7. Any.do

Source:- https://www.any.do/

Any.do seeks to bridge simple to‑do lists and team task management by combining task lists, calendar views, and shared projects in one interface. It supports individual users and small teams, offering seamless integration of tasks and events, all within one app. While it’s ideal for smaller groups, its shared‑list features also make it an entry point for larger teams wanting minimal friction when collaborating.

Key Features

• Task‑and‑Event Combination: Merges calendar and task views to handle deadlines and scheduled events together.
• Shared Lists & Projects: Assign tasks, share lists, and collaborate with team members.
• AI‑Assisted Task Suggestions: Offers task and reminder suggestions based on user habits.
• Templates & Pre‑built Boards: Provides templates for recurring tasks and workflows.

8. TickTick

Source:- https://ticktick.com/

TickTick offers a versatile task manager with to‑dos, calendar views, habit tracking, and project boards. It’s ideal for teams looking for a tool that combines task management and productivity features like Pomodoro and habit tracking, all in a single interface.

Key Features

• Multiple View Modes: Supports list, board, timeline, and calendar views for flexible workflows.
• Prioritization & Smart Filters: Uses tags, priority flags, and smart filters (including the Eisenhower matrix) to focus on high‑impact tasks.
• Habit & Pomodoro Tracking: Built‑in habit checklist and Pomodoro timer for enhanced focus and productivity.
• Team Collaboration Tools: Share tasks, comment, and attach files for simple teamwork.
• Flexible Calendar Sync: Syncs with external calendars to align tasks with your schedule.

Also Read: How A Flexible Calendar Can Transform Your Work Day | Clockwise

9. Freedcamp

Source:- https://freedcamp.com/

Freedcamp offers a truly free tier that supports unlimited users, projects, tasks, and storage, rare among task management tools. This makes it a strong option for teams looking to scale without immediate cost. Along with core task tracking, it also provides boards, calendars, discussions, and file sharing, making it versatile for both basic and more complex workflows.

Key Features

• Unlimited Scope Free Plan: Unlimited users, tasks, projects, and file storage on the free tier.
• Task & Calendar Modules: Assign tasks, set deadlines, and view work in calendar format to align efforts.
• Discussions & Collaboration: Built‑in discussion boards keep conversations linked to projects rather than buried in email.
• Time Tracking & Milestones: Log hours and set project milestones to track progress and accountability.
• Customizable Permissions: Role‑based access allows different team members to have tailored views and responsibilities.

10. Workflowy

Source:- https://workflowy.com/

Workflowy is a minimalistic task management tool that focuses on creating nested lists for organizing tasks, projects, and ideas. It’s simple, intuitive, and allows teams to break down complex projects into manageable sub‑tasks. Ideal for individuals and small teams, its free tier offers unlimited lists and items, though larger teams may benefit from advanced features in the paid version.

Key Features

• Nested Lists & Outlines: Organize tasks hierarchically with nested bullet points, making it ideal for breaking down large projects.
• Zoom & Collapse Tasks: Focus on specific tasks by zooming into lists or collapsing them to reduce clutter.
• Collaboration: Share lists and collaborate in real‑time with team members.
• Search & Filter: Powerful search and filter options to find tasks and notes quickly across large projects.
• Cross‑Platform Sync: Sync across web, mobile, and desktop apps for on‑the‑go access.

While Workflowy is excellent for managing tasks and projects with its intuitive list system, managing scheduling conflicts and meeting overloads often becomes a challenge. Clockwise complements task management tools like Workflowy by optimizing team calendars with AI scheduling, protecting focus time, and allowing the team to stay on track both with tasks and meetings.

11. Quire

Source:- https://quire.io/

Quire blends nested lists and Kanban boards into one task‑management tool, allowing teams to plan large projects in flexible ways. Its free tier includes essential features like custom fields and folders, making it a solid choice for small‑to‑mid teams who want structure and simplicity without major investment.

Key Features

• Nested List + Kanban Hybrid: Combine a task hierarchy with drag‑and‑drop board views to handle both detailed tasks and workflow stages.
• Custom Fields & Project Sections: Add custom data fields and organize tasks by folders or sections for clarity.
• Cross‑Platform Access: Web, iOS, Android support with integrations for Slack, Zapier, and other tools.
• Minimal Learning Curve: The interface is designed to be clean and intuitive, reducing setup time and friction.
• Free Plan for Small Teams: The free tier allows a notable feature set perfect for smaller groups or pilot usage.

12. Nifty

Source:- https://niftypm.com/

Nifty positions itself as an all‑in‑one workspace where tasks, docs, chats, and project roadmaps live together. It caters to teams that want to reduce tool‑hopping and keep everything in one place. The free tier allows a meaningful entry point while paid options scale for more advanced projects.

Key Features

• Unified Workspace: Combine tasks, documents, discussions, and roadmaps in a single platform.
• Multiple View Modes: Use list, board, timeline, calendar, or swimlane views depending on workflow.
• Docs & Forms: Create project documentation, wikis, and forms that tie directly to tasks.
• AI‑Assisted Workflows: Automate common steps and prioritization using built‑in AI.
• Unlimited Team Members (Free Option): Add unlimited users on certain free tiers, making it suitable for growing teams.

13. Teamhood

Source:- https://teamhood.com/

Teamhood builds for teams managing complex workflows who need visual clarity and control. It offers Kanban and Gantt views, workload tracking, and visual dashboards. The free version provides a foundation, while its structure supports scaling into more extensive team and project needs.

Key Features

• Visual Boards & Timelines: Switch between Kanban boards and Gantt timelines to manage tasks and dependencies.
• Workload & Resource Tracking: Track team capacity, hours, and assignments to balance effort across projects.
• Custom Dashboards: Build dashboards with widgets that show KPI metrics, task status, and project health.

14. Plaky

Source:- https://plaky.com/

Plaky presents itself as a fully free, forever task and project‑management tool with unlimited users, projects, and tasks in its core plan. It appeals to teams that want high‑volume usage without immediate cost pressure. Its USP lies in combining simple task tracking with customizable fields, bulk actions, and team collaboration features typically found in paid tools.

Key Features

• Unlimited Users & Projects (Free Plan): Offers unlimited users, tasks, and projects even on the free version.
• Custom Fields & Task Structure: Enables teams to add custom fields and structure each task card to match internal workflow needs.
• Automations & Bulk Actions: Supports bulk actions and workflow automations that help reduce repetitive tasks, useful as teams scale.
• Multiple Views (List, Kanban, Gantt): Allows teams to switch between kanban boards, lists, and timeline/Gantt views for different workflows.
• Files & Collaboration: Supports file attachments, comments, task delegation, and notifications to keep task‑related work in one place.

15. ProProfs Project

Source:- https://www.proprofsproject.com/

ProProfs Project offers a feature‑rich platform designed for startups and SMBs that need both task tracking and project execution tools. It stands out through strong support for workflows, visual timeline views, and resource/time‑tracking features built into its offering.

Key Features

• Gantt Charts & Task Dependencies: Includes full timeline/Gantt view with dependencies so teams can visualize project flow and plan strategically.
• Resource & Time Management: Enables tracking of time spent, estimated vs actual hours, and allocation of team members across tasks.
• Custom Workflows & Fields: Let's admins set custom fields, status flows, and project templates to align with specific team processes.
• Collaboration & Dashboards: Offers real‑time updates, comments, file sharing, role‑based permissions, and dashboard views for project status at a glance. 
• Unlimited Tasks & Storage (Core Features): The platform highlights that tasks/sub‑tasks and file uploads are not strictly limited, even in basic versions.

16. Monday.com

Source:- https://monday.com/

Monday.com offers a visual, flexible platform for teams managing tasks, workflows, and projects all in one place. Its drag‑and‑drop boards and extensive template library allow teams to set up quickly and tailor workflows to their needs. The free plan gives smaller teams a chance to test the system before scaling into paid tiers that support larger teams and richer features.

Key Features

• Visual Boards & Templates: Choose from 200+ templates and drag‑and‑drop boards to organize tasks, projects, or events.
• Collaboration Updates & File Shares: Add comments, share files, tag teammates, and keep discussions tied to task items.
• Multiple View Modes: Switch between board (Kanban), calendar, and timeline views (in paid tiers) to match team workflow.
• Mobile App Access: Use mobile apps for iOS and Android to view and update tasks on the go.
• Unlimited Workdocs (Free Plan): Create and collaborate on docs that link directly with tasks in the board.

17. Backlog

Source:- https://nulab.com/backlog/

Backlog caters to teams that require deeper project‑tracking and task management combined with software development tools. It uses boards, Gantt charts, burndown charts, and issue tracking systems, making it suitable for cross‑functional teams (e.g., development, design, marketing). Its free or entry‑level tier allows basic usage, with paid options supporting larger workflows and integrations.

Key Features

• Gantt & Burndown Charts: Visualize project timelines and work left to do for improved planning and team alignment.
• Kanban Boards & Task Management: Assign tasks, set deadlines, and use Kanban boards to track progress through workflow stages.
• Issue & Bug Tracking with Code Repositories: Built‑in Git and SVN support enables development teams to track code and issues in one place.
• Document Wiki & File Repository: Create project documents, store files, and collaborate in a shared workspace for transparency.
• Cross‑Team Use Cases: Supports design, marketing, and development teams with a unified platform instead of separate tools.

18. Notion

Source:- https://www.notion.com/

Notion positions itself as a single workspace where teams can build databases, track tasks, collaborate on documents, and create custom workflows. Its USP lies in blending note‑taking, wiki functionality, and task/project tracking under one roof, making it ideal for teams that want to avoid switching between dozens of apps.

Key Features

• Custom Databases & Views: Build task trackers using tables, boards, calendars, or lists, with custom properties (status, priority, assignee).
• Drag‑and‑Drop Page Builder: Create pages that combine tasks, notes, embedded files, or other content types, giving flexibility beyond traditional task tools.
• Template Library: Access a wide range of pre‑built workflows for tasks, project tracking, OKRs, or content management to speed up setup.

19. Connecteam

Source:- https://connecteam.com/

Connecteam is designed for frontline or distributed workforces, teams that require mobile‑first task management, checklists to create workflows, field operations tracking and simple collaboration. Its strength lies in helping managers assign tasks, monitor status, and capture completion from mobile devices in real time. This makes it a good fit for teams in operations, retail, field services, or logistics where task distribution and tracking matter.

Key Features

• Quick Task Creation & Assignment: Managers can create single or multiple tasks, assign to one or more users, and publish instantly from web or mobile.
• Mobile‑First Interface & Real‑Time Updates: Task status, comments, attachments and alerts all work on mobile apps, so field users stay aligned.
• Advanced Checklists & Forms: Create task checklists, attach images or files, use read & sign features for compliance and hand‑offs.
• Filtering & Sorting by Priority / Assignee / Dates: Users can sort or filter tasks by due date, creator, label, or status for clarity.
• Task Analytics & Tracking: Managers get visibility into completion rates, overdue tasks, assignment loads, and other metrics to spot issues early.

20. Runrun.it

Source:- https://runrun.it/en-US

Runrun.It caters to teams that need both task/project management and time/resource tracking. Its standout feature is the combination of workflow boards (Kanban/Gantt), time capture, cost tracking, and analytics, providing a single view of what tasks cost, how long they take, and where bottlenecks are. This makes it strong for professional services, agencies, or internal teams seeking both task oversight and performance insight.

Key Features

• Kanban Boards & Gantt Charts: Visual workflow management with timeline and board views to track tasks, dependencies, and team load.
• Time Tracking & Cost Allocation: Track hours per task/project, map to clients or cost‑centres, monitor profitability or capacity.
• Automation & Smart Rules: Set workflow automations, bulk actions, and rules to distribute work or advance tasks automatically. 
• Real‑Time Analytics & Dashboards: Receive dashboards showing tasks by stage, team performance, burn‑up charts, and predictive metrics.

Wrapping Up

Choosing the right task management app is crucial for teams that want to stay organized and productive. Whether you’re a small team looking for simple task lists or a larger team needing project tracking, there are plenty of free and freemium apps to suit your needs. 

From Zoho Projects’ Gantt charts to Notion’s customizable workspaces, these 20 tools cover a wide spectrum of features that help teams manage tasks, collaborate effectively, and meet deadlines. While no single app is perfect for every team, exploring the options here will give you the flexibility to choose the best fit for your team’s workflow and growth.

As your team’s task management evolves, integrating meeting scheduling with a tool like Clockwise can significantly boost productivity. Clockwise is an AI-powered scheduling tool that automates meeting times, optimizes team calendars, and protects focus time, ensuring your team stays on track. With features like Predictive Scheduling, Real‑Time Optimization, Focus Time Protection, and Team Calendar Sync, Clockwise helps you avoid scheduling conflicts and maximize team productivity.

Get started with Clockwise today to optimize your team’s meeting scheduling and streamline workflows.

FAQs

1. Does Microsoft Teams have task management?

Yes, Microsoft Teams integrates with task management apps like Planner and To Do to create, assign, and track tasks. These tools allow teams to manage tasks directly within the Teams environment, offering a simple workflow for task tracking and collaboration.

2. How to organize tasks for a team?

To organize tasks for a team, use a task management tool with features like task assignment, priority setting, and deadlines. Tools like Asana, Trello, and ClickUp can help break down projects into actionable tasks and track progress in real time.

3. Is Google project management free?

Google offers free project management tools like Google Tasks and Google Keep. While they are suitable for basic task management, more advanced features and integrations are available through Google Workspace paid plans or third-party apps.

4. What are the 4 pillars of high-performing teams?

The four pillars of high-performing teams are trust, communication, collaboration, and accountability. These elements help build strong relationships, align team goals, and instil a culture of support and responsibility within teams.