Project Management

Top 12 Task Scheduling Software for Managers in 2024

Mindaugas Gluchovskis ·

2019 - Present Marketing specialist Innovative content marketeer with MSc in International Communication, Mindaugas brings fresh ideas and inspiration about project management and beyond.

Task scheduling software

Task scheduling software is essential tool for keeping your workflow organized. As someone responsible for managing tasks, you need reliable tools to delegate, prioritize, and stay on track. Whatever drives you – whether it’s priorities, deadlines, resources, or time constraints – there’s a scheduling software designed to meet your specific needs. 

In this article, I dive deep into some of the top-rated task-scheduling software options. When choosing the tool according to your task scheduling needs, make sure to consider key features like integration capabilities, compatibility with your existing systems, flexible scheduling options, customizable workflows, automation functionalities, and pricing.

Choosing the right tool is crucial for efficient task management, so let’s explore and find the perfect fit for you. 

TeamhoodMicrosoft To-DoProofHubTodoistNotionZoho ProjectsAsananTaskTickTickEvernoteBasecampWrike
BrandteamhoodMicrosoftProofHubtodoistnotionzoho projectsasana iconntaskticktickevernotebasecampwrike icon
Capterra Rating4.9⭐⭐⭐⭐⭐4.5⭐⭐⭐⭐4.6⭐⭐⭐⭐⭐4.6⭐⭐⭐⭐4.8⭐⭐⭐⭐⭐4.4⭐⭐⭐⭐4.5⭐⭐⭐⭐⭐4.2⭐⭐⭐⭐4.8⭐⭐⭐⭐⭐4.4⭐⭐⭐⭐4.4⭐⭐⭐⭐4.4⭐⭐⭐⭐
Free PlanYes, unlimited users
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Business PricingPaid from $9.50N/APaid from $45Paid from $4Paid from $10Paid from $4Paid from $10.99Paid from $3Paid from $3Paid from $7.99Paid from $15Paid from $9.80
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Budget and cost tracking
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What are the main features that task scheduling software must have? 

When seeking task-scheduling software, consider one that offers a centralized platform for work and communication. This should help you minimize the need for multiple tools.  

When it comes to task scheduling software, cross-check that you have the right features in place. Here are the key functionalities you should look for in task-scheduling software:

  • Integrations: The tool should offer compatibility with popular services like Google Calendar, Gmail, and Slack for efficient communication.
  • Kanban Board: Organize tasks effectively with a Kanban board and notes feature, facilitating better task organization and management.
  • Time Blocking: Prioritize important tasks by utilizing time blocking functionality, helping you stay focused.
  • Automated Scheduling: Streamline the scheduling process with automatic creation of schedules based on task factors such as due date, priority, and duration.
  • Resource Allocation: Manage resources effectively with features for resource allocation and capacity planning.
  • Milestone Tracking: Keep track of project milestones and monitor overall project progress.
  • Customizable Views and Filters: Customize views and filters to gain better project oversight.
  • Smart Scheduling: Utilize smart scheduling algorithms that balance workload and consider individual preferences for optimal task allocation.
  • Task Categorization and Prioritization: Categorize tasks into projects and prioritize them based on importance to stay organized and focused.
  • Task Progress Tracking: Keep tabs on task progress and generate comprehensive reports to assess project status and performance.
  • Customizable Roles and Notifications: Assign customizable roles and set up notifications for team members to ensure effective communication and collaboration.

Gain insights into your operations with data tracking and graphical representations, promoting standardization, productivity, and process improvement. As your team grows and tasks increase, ensure scalability with the right software solution. 

Our Top Task Scheduling Software in 2024 

1. Teamhood

Teamhood project management kanban gantt
Teamhood Task Scheduling Software

Capterra score: 4.9/5 ⭐⭐⭐⭐⭐

Teamhood is a tailor-made task-scheduling software for top-notch teams aiming for success. It’s a perfect fit for medium to large businesses. As a project management tool, it offers robust features for task scheduling and management.  

Here’s how it can help schedule your tasks: 

Teamhood offers integration with popular services like Google Calendar, Gmail, and Slack, ensuring seamless communication and organization across platforms.

With a robust Kanban board and notes feature, you can organize tasks efficiently, while time blocking helps prioritize important activities. Teamhood’s automatic schedule creation considers task factors such as due date, priority, and duration, ensuring optimal time utilization. Plus, syncing with calendars like Office 365 helps seamlessly fit tasks into your free time.

Resource allocation, milestone tracking, and customizable views offer deeper project oversight, while real-time budget tracking ensures financial goals are met. Smart scheduling balances workload and considers individual preferences, while categorization and prioritization features help you focus on what matters most.

With task progress tracking, customizable roles, and notifications for team members, Teamhood empowers you to manage tasks, allocate resources, and track progress effectively, leading to improved productivity and efficiency.

teamhood time tracking

Pros: 

  • Intuitive interface 
  • Frequent updates 
  • Effective for project management 
  • Ease of use and adaptability 

Cons: 

  • iOS app is not available 
  • Limited integrations: integrate 350+ apps via Zapier. 

Price: $9.50 per user/month.

2. Microsoft To-Do 

Capterra score: 4.5/5 ⭐⭐⭐⭐⭐

Microsoft To Do is a cloud-based task managemen

t application that allows users to manage their tasks from a smartphone, tablet, and computer. Users like Microsoft To Do for its simplicity, integration with Microsoft Office, and availability across multiple platforms. Plus, it’s free to use.  

However, it falls short for some users craving more advanced features and automation, raising concerns about its reliability when integrated with other tools. There are concerns about its support and reliability when integrated with other tools. For example, Google Assistant can’t add tasks to the app. 

While it excels in simplicity and collaboration, its automation capabilities lag behind, and its feature set may leave power users wanting more. 

Pros: 

  • Integration with Office 
  • Simple interface 
  • Task tracking 
  • Collaboration 
  • Cortana integration 

Cons: 

  • Limited features 
  • No mobile app 
  • No advanced features 
  • Limited integrations 
  • No offline access 

3. ProofHub 

Capterra score: 4.6/5 ⭐⭐⭐⭐⭐

If you’re in search of an efficient project management tool for task scheduling, ProofHub might be one of your best picks. It offers a comprehensive set of features including task management with assignments, dependencies, bulk actions, custom fields, client request forms, time tracking, file sharing, collaboration tools, and real-time reports.  

These features work together to simplify task organization, foster collaboration, and provide valuable insights. 

On the other hand, its mobile app has limited features compared to the desktop version, reported bugs and glitches in the app, as well as its relatively limited integration options. Additionally, some users have expressed discomfort with the software after extended use, and its higher price point compared to alternatives may not be feasible for all businesses. 

Pros: 

  • Project planning 
  • Team management 
  • Collaboration 
  • Customizability 
  • Integrations 

Cons: 

  • Cluttered interface 
  • Limited integrations 
  • Notifications 
  • UI/UX experience 

Price: Starts from $45 per user/month.

4. Todoist 

Capterra score: 4.6/5 ⭐⭐⭐⭐⭐

Todoist is a versatile task scheduling tool suitable for personal and work tasks, with a user-friendly interface and organization features like labels and filters. It facilitates collaboration, integrates with other tools, syncs across devices. It offers customization options like reminders and comments, making it a powerful productivity tool for individuals and teams alike. 

While Todoist offers robust features for task scheduling, it may not suit everyone’s needs. Some users might find it too complex, lacking a built-in calendar, or limited in its free version compared to premium offerings. Integration issues and the absence of built-in time tracking and customization for recurring tasks could also pose challenges.  

For users seeking simplicity, a built-in calendar, advanced features, or specific task tracking capabilities, exploring alternative options may be worthwhile. 

Pros: 

  • Google Assistant integration 
  • Customizability 
  • Cross-platform 
  • Natural language input 
  • Collaboration 

Cons: 

  • Cluttered interface 
  • Interactions not as smooth 
  • Customization can be confusing 
  • Subtasks can be confusing 

Price: Starts from $4 per user/month.

5. Notion 

Capterra score: 4.8/5 ⭐⭐⭐⭐⭐

You’ve probably heard (and if you didn’t here it is) about Notion as a task scheduling tool. Here’s why it stands out: 

With Notion, everything from tasks to projects to documents lives in one spot. It’s like having your digital life neatly tucked away in one place. Notion isn’t just for solo players; it’s got collaborative tools that let your whole team work on the same stuff at the same time. 

With Notion, you can tweak priorities on the fly, adapting to whatever curveballs your day throws at you. Switch effortlessly between different views like Kanban boards and calendars. 

You can craft your own databases tailored to your exact needs, whether it’s to-do lists, project tracking, or goal setting. Templates make it even easier to get started. 

Notion reminders and repeating tasks have been noted by users to be less efficient compared to other tools, demanding more manual effort and customization on your part.  

Notion’s plethora of features might be overwhelming for simple task management needs, leading some users to seek out simpler, more dedicated task management platforms like Teamhood or TickTick. Lastly, while it shines in project and knowledge management, Notion might not provide the depth and tailored functionality needed for more intricate task management scenarios outside its ecosystem. 

Pros: 

  • Customizable interface 
  • Flexible task management 
  • Collaboration tools 
  • Rich media integration 
  • Mobile app 

Cons: 

  • Learning curve 
  • Limited export options 
  • Limited integrations 
  • Customization challenges 

Price: Starts from $10 per user/month.

6. Zoho Projects 

Capterra score: 4.4/5 ⭐⭐⭐⭐

Zoho Projects is a solid choice for task scheduling. Here’s why: It’s got strong project management features, making it easy to organize tasks, allocate resources, and track time. Plus, it integrates smoothly with Zoho CRM.  

You can customize it to fit your needs, and its user-friendly interface makes it simple to navigate. Easy communication with your team thanks to chat rooms, and task management is efficient and thorough.  

It also plays well with other tools like Google Drive and Microsoft 365, and it won’t break the bank, especially handy for small businesses.  

Its slightly unconventional resource management view could pose a learning curve for some users, and its reporting capabilities might fall short for those needing advanced analysis. Configuring the system and mastering its use might prove more challenging than anticipated, and its customization options are somewhat limited compared to competitors, which could be a drawback for teams with specific needs.  

 Pros: 

  • Affordable for large teams 
  • Detailed project reports and highly customizable 
  • Generous trial period 
  • Integrations with third-party apps 
  • Support for Agile methodology and resource management 

Cons: 

  • Clunky user interface. 
  • Forms were not easy to use. 
  • Limited support options. 
  • No dedicated support like assigned customer service managers. 
  • No priority support in the Essential plan. 

Price: Starts from $4 per user/month.

7. Asana 

Capterra score: 4.5/5 ⭐⭐⭐⭐⭐

If you’re looking for a robust task scheduling tool, Asana might be your top consideration.  

Here’s why:  

You can create unlimited projects and tasks, ensuring flexibility and scalability for managing various projects. Its inclusion of due dates helps you stay on track and prioritize tasks effectively.  

With different views like List, Board, Calendar, and Timeline, you can choose the layout that suits your workflow best.  

Asana’s customization options let you tailor your workspace to fit your needs, and automation features streamline task management for improved productivity. Plus, it integrates with various tools. 

It’s primarily a project management tool, lacking optimization for scheduling tasks like calendar tools such as Microsoft Outlook and Google Calendar. Its limited integration with these calendar tools could be a drawback for those who prefer centralized task and schedule management. While Asana offers automation features, they’re more focused on streamlining workflows rather than automatic task scheduling. 

Pros: 

  • Increased Work Efficiency 
  • Fosters Collaboration 
  • Extensive Integration 
  • Enhanced Security Measures 

Cons: 

  • Steep Learning Curve for New Users 
  • Limited Task Assignment 
  • Projects Can Become Complex 
  • No Built-In Time Tracking Feature 
  • Limited Exporting and Importing Options 

Price: Starts from $10.99 per user/month.

8. nTask 

Capterra score: 4.2/5 ⭐⭐⭐⭐

Consider nTask for task scheduling. It boasts comprehensive task management, streamlined resource workload planning, and easy import/export functionality.  

Automation rules enhance workflow efficiency, while its robust collaboration tool includes task descriptions, comments, and subtasks. It offers risk management, recurring tasks, and customization options tailored to your needs.  

Integrations with various tools and a mobile app ensure convenience, while visualization tools like calendar view and Gantt charts aid in deadline visualization and project management. 

nTask might not be your best bet for a few reasons. It lacks dedicated scheduling features, making it less effective for managing tasks on a calendar. Additionally, the absence of automatic reminders can hinder your ability to stay on top of deadlines. Without a calendar view, visualizing task deadlines and scheduling becomes more challenging. 

Pros: 

  • Affordable for small teams 
  • User-friendly interface 
  • Comprehensive feature set 
  • Multiple views for task management 
  • Solid customer support 

Cons: 

  • Limited customization options 
  • Unreliable mobile apps 
  • Lackluster free version 
  • Limited enterprise options 
  • Privacy concerns 

Price: Starts from $3 per user/month.

9. TickTick 

Capterra score: 4.8/5 ⭐⭐⭐⭐⭐

If you’re searching for an intuitive task-scheduling tool, TickTick could be just what you need. Its user-friendly interface and customizable features make managing your tasks and schedules easy.  

With comprehensive task management options and integrations with calendar tools like Google Calendar, you can keep everything organized in one place. Reminders ensure you’ll meet deadlines, while collaboration features make team projects easier to manage.  

However, if you need more advanced task scheduling features like automatic scheduling or time-blocking or if you have complex project management requirements, TickTick might not be the ideal choice. 

Pros: 

  • Affordable for personal use 
  • Seamless task management 
  • Customizable task views 
  • Inbox for jotting down tasks 
  • Habit tracking feature 

Cons: 

  • Limited features in the free version 
  • Restrictions for free account holders 
  • No built-in time tracking feature 
  • Limited exporting and importing options 

Price: Starts from $3 per user/month.

10. Evernote 

Capterra score: 4.4/5 ⭐⭐⭐⭐

When comparing Evernote as a task-scheduling tool, it’s essential to consider its strengths and limitations. You can certainly use Evernote for scheduling tasks, thanks to features like creating tasks within notes, integration with calendar tools like Google Calendar, and offering due dates, reminders, and recurring tasks. Its high level of customization allows you to tailor the app to your needs.  

However, it’s important to note that Evernote lacks dedicated scheduling features, automatic reminders, and a calendar view, which could be drawbacks for users who prefer a more visual approach to task management. Additionally, while it offers customization options, it may not be as flexible as Teamhood or Notion.  

Pros: 

  • Time tracking 
  • Integrations 
  • Cross-platform functionality 
  • Collaboration features 

Cons: 

  • Compatibility issues 
  • Steep learning curve 
  • Limited export options 
  • Pricing 
  • Customization challenges 

Price: Starts from $7.99 per user/month.

11. Basecamp 

Capterra score: 4.4/5 ⭐⭐⭐⭐

If you’re considering Basecamp for task scheduling, it offers some useful features like project schedules, to-do lists, and integration with calendar tools like Google Calendar. However, it lacks dedicated scheduling features, automatic reminders, and a calendar view, which could be limiting for those who prefer visual task management or advanced scheduling options.  

While it’s highly customizable, it may not meet the specific needs of every team. So, if you prioritize project schedules and to-do lists for task management, Basecamp could work well for you. But if you require more advanced scheduling features, you may want to explore other options. 

Pros: 

  • Easy to learn and use 
  • All-in-one management concept 
  • Affordable for small teams 
  • Secure and easily accessible central hub 

Cons: 

  • Limited customization options 
  • Lack of advanced features 
  • No task priorities, labels, or tags 
  • Basic Schedule tool with no day or week view 
  • No color-coding or time tracker 

Price: Starts from $15 per user/month.

12. Wrike 

Capterra score: 4.4/5 ⭐⭐⭐⭐

Wrike stands out as a task-scheduling tool for its seamless integration with Google Drive, Gmail, Google Calendar, Dropbox, and Box, providing easy access to documents and smooth collaboration.  

Its interactive Gantt chart visualizes project timelines, while customized reports and workload management features track progress efficiently.  

With task management capabilities, mobile apps, real-time newsfeed, and email integration, Wrike ensures flexibility and accessibility.  

However, it lacks dedicated scheduling features, automatic reminders, and a calendar view, potentially limiting visual task management for some users. While highly customizable, it may not meet the needs of teams requiring advanced scheduling options.  

Pros: 

  • Modern, easy-to-use interface 
  • Can manage projects and collaborate 
  • Work intelligence features 
  • Affordable for small teams 
  • Secure and easily accessible central hub 

Cons: 

  • Lacks robust budgeting and invoicing tools 
  • Limited customization options 
  • No task priorities, labels, or tags 
  • Basic Schedule tool with no day or week view 
  • No color-coding or time trackers 

Price: Starts from $9.80 per user/month.

Task Scheduling with Dedicated Software

You can use task scheduling software to simplify your schedule in several ways. Here’s what it might look like: 

Let’s say I’m managing a marketing campaign launch. With one of the software discussed in this post, I create a timeline that outlines all the necessary steps: research, content creation, design, promotion, and launch. 

I delegate tasks to team members directly within the software. For instance, I assign John to research market trends, Sarah to create social media content, and Alex to design graphics. 

Each team member receives notifications about their tasks and deadlines. They can access all the resources they need, like research documents or design templates, directly within the software. Plus, they can communicate with each other seamlessly through built-in chat features. 

As the project progresses, I can track the status of tasks in real-time. If I notice any delays or bottlenecks, I can quickly reassign tasks or adjust deadlines to keep everything on track. 

This is how I save time, reduce errors, and ensure everyone is working towards the same goal effectively. 

Task scheduling is especially handy when it comes to a complex project. Task scheduling software helps you avoid the chaos of spreadsheets and sticky notes. Easy tracking, no mistakes, and everyone’s on the same page. 

What’s Next

When it comes to task scheduling, each solution listed here has its own strengths tailored to different user needs. No matter your purpose, company setup, or industry, there’s something here to amplify your team’s task scheduling practices. But if you’re seeking the utmost versatility and adaptability, one option stands out above the rest: Teamhood.

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