I Tried 10 Best Free Task Management Apps: My Review

Whether I’m juggling multiple projects, keeping up with coursework, or just trying to keep my life together, I’ve often found myself drowning in an ocean of to-dos and deadlines.

But let me tell you, discovering the best task management app was a game changer. I remember the days when sticky notes were my best friend—until they weren’t—and I longed for something that could truly handle the chaos.

That’s when I started exploring free task management apps, and wow, did it change everything! The best part? There are amazing tools out there that don’t cost a dime. 

I've rounded up my top 10 best task management apps for 2025, complete with their highlights and potential downsides—you know, the real-deal stuff you actually want to know. Whether you're aiming to boost your productivity or find some sanity in your schedule, this list is here to help you navigate and pick good fits for your needs, all backed by genuine reviews from G2 users. Let’s get organized!

10 free task management apps for 2025

You can get super organized without spending a penny. Over the years, I’ve tested my fair share of task management apps and software, and I’m here to save you some time. 

The secret sauce of best task management apps: My Perspective

When evaluating and testing task management apps, I tested them against the following factors to ensure the tool fits my needs and helps boost productivity.

• User interface: A clean, intuitive interface is non-negotiable for me. It makes it so much easier to dive in and get started without wasting time figuring things out. Features like drag-and-drop task organization and customizable dashboards are always a big plus in my book.
• Collaboration: For me, seamless collaboration is essential. I look for task management apps that make it simple to communicate with my team, whether through real-time updates, comment threads, or built-in chat. File sharing and email integration are also must-haves to keep everyone aligned.
• Integrations: I want my task management app to work seamlessly with the tools I’m already using. Whether it’s my project management software, communication tools, or reporting systems, integration is crucial for a smooth workflow.
• Customization: I always check if the task management app can adapt to the way I work. Custom fields, forms, and automation options are things I look for because they let me tailor the tool to suit my specific needs and preferences.
• Reporting:  Tracking progress and identifying bottlenecks is a big deal for me. I gravitate toward task management apps with strong reporting features, like customizable reports, time tracking, and performance analytics, so I can stay on top of productivity.

I tested over 40 task management apps, and these 10 below stood out for their sleek interfaces, great reporting features, smooth integrations, and awesome collaboration tools.

The list below contains real user reviews from the best free task management software category page. It’s important to note that in the context of this list, vendors offering a free trial are also considered free. To be included in this category, a solution must:

• Create individual tasks and assign them to employees based on their role
• Manage interdependencies between tasks based on predefined rules
• Create start and end dates that can be adjusted manually or automatically
• Allow employees to manage their tasks and report on their progress
• Edit task activity statuses such as open, closed, pending, or on hold
• Focus on single assignments and collaboration, not entire projects

*This data was pulled from G2 in 2024. Some reviews may have been edited for clarity. 

1. Trello

Trello is one of the popular task management app I’ve ever come across for organizing and managing projects. Whether I’m tackling work-related tasks or planning a vacation, Trello always adapts perfectly to my needs. It’s simple, visual, and incredibly intuitive.

Trello’s core revolves around boards, lists, and cards. These let me structure tasks and ideas in a way that’s visually clear and easy to follow. For instance, I love using it to manage projects with the classic “To Do,” “In Progress,” and “Done” columns—or tweaking those columns for whatever workflow fits best. 

I also appreciate how collaborative Trello is. It’s easy to add team members to boards, assign tasks, and discuss ideas right on the cards. The comments feature has saved me countless emails, and I appreciate how tags and due dates help prioritize tasks. Plus, notifications keep me on top of any updates—although I’ll admit, occasionally, they can be a bit tricky to catch.

I use Trello across devices—on my desktop at work, my laptop at home, and even my phone when I’m on the go. And because it integrates with tools like Google Drive and Dropbox, I can easily attach and access files without jumping between apps.

While Trello is amazing, there are moments when I wish it had more advanced features, like Gantt charts or built-in time tracking. I’ve noticed that archived cards can be a bit cumbersome to find. 

For anyone looking to enhance productivity, improve collaboration, or just get a bit more organized, Trello is an indispensable virtual assistant that keeps everything running smoothly. 

What I dislike about Trello:

• The lack of Gantt charts and built-in time tracking can make managing larger projects challenging.
• Notifications can sometimes be unclear or inconsistent, especially for email alerts.
• Finding archived cards and working with certain advanced features isn’t as intuitive as I’d like.

What G2 users dislike about Trello:

“After a board becomes filled with cards and lists, it becomes incredibly slow, to the point of being unusable. If you keep the board well-maintained and archive old lists, this isn't a problem, but with large projects, it's sometimes unavoidable. Some of the better features, like unlimited boards, are locked off behind the premium paywall. Though there are many useful keybinds, discovering them all can be tricky, as the documentation isn't great.”

- Trello Review, Peter W.

2. monday Work Management

I’ve seen firsthand how monday Work Management elevates productivity and collaboration across teams. 

One of Monday.com’s most impressive aspects is its automations. Setting up workflows to handle repetitive tasks has saved me countless hours—whether it’s automating task assignments, due date reminders, or status updates. The dashboards provide a bird’s-eye view of project progress, giving me the clarity to make informed decisions quickly.

Custom fields and templates allow me to adapt the platform to any workflow, whether I’m managing a marketing campaign, tracking leads, or planning events. The real-time updates and robust task tracking help me align on things on my plate, ensuring nothing falls through the cracks.

Monday.com connects seamlessly with tools like Slack, Google Drive, and Zoom. The mobile app is a lifesaver when I’m on the go, allowing me to stay updated and manage tasks from anywhere.

However, I feel there’s room for improvement. The lack of built-in Gantt charts and time tracking features sometimes pushes me to rely on third-party tools. Additionally, while the search functionality works, I saw it struggling to locate specific data across multiple boards. For teams scaling rapidly, scalability and analytics might feel limited compared to more enterprise-focused tools.

What I dislike about monday Work Management:

• The absence of built-in Gantt charts and time tracking pushed me to rely on third-party tools for comprehensive project management.
• The search functionality is not as robust as it could be, and scalability options may feel limited for rapidly growing teams.

What G2 users dislike about monday Work Management:

“The limited automation across multiple boards can be restrictive. Additionally, having a dedicated desktop app (in addition to the web version) would enhance the user experience. I’d also appreciate more detailed team activity reports, customizable colors, and personalized profiles. The ability to create groups for focused communication would be a valuable addition as well.”

- monday Work Management Review, Claudia Z.

3. Smartsheet

Smartsheet surprised me with its versatility and impressive range of features. 

One of my favorite aspects of Smartsheet is its project tracking capabilities. The inclusion of Gantt charts and task dependencies helps me visualize project timelines. Combined with resource management and file-sharing features, it’s easy to centralize all aspects of a project in one place. The conditional formatting allows me to highlight key metrics and changes automatically, making data interpretation seamless.

I also liked Smartsheet’s automation and workflows. Alerts and reminders to automate approvals and updates saved me hours of manual work every week. The ability to create customized forms and link them directly to sheets enhances data collection. The integration options with tools like Slack, Google Drive, and Microsoft Teams ensure it fits perfectly into my existing ecosystem.

Security and control are also top-notch. With robust permissions management, I can control access levels for collaborators and ensure data integrity. And for those who need deeper customization, the API opens doors to advanced integrations and tailored solutions.

However, like any tool, Smartsheet has its limitations. The learning curve can be steep for new users At first, I had a tough time using more advanced features like automation and conditional formatting. The mobile app, while functional, doesn’t offer the same depth as the desktop version. Additionally, the pricing structure might feel restrictive for smaller teams needing premium features.

What I dislike about Smartsheet:

• While feature-rich, Smartsheet can be challenging for new users to master, especially advanced tools like conditional formatting and workflows.
• The mobile version lacks the depth and functionality of the desktop platform, limiting on-the-go usability.

What users dislike:

“Smartsheet can be a bit overwhelming at first because of many features. It’s not the cheapest option, which might be a downside for smaller teams or solo users. Also, the reporting features could be more user-friendly and provide better insights without needing a lot of manual setup.”

- Smartsheet Review, Rowan B.

4. ClickUp

ClickUp is marketed as an all-in-one productivity platform, and I’d say it does an excellent job of living up to that claim—though not without some quirks.

You get multiple views—List, Board, Calendar, and Gantt. Personally, I find myself switching between the Board view for a visual workflow and the Calendar view when I’m prioritizing deadlines. For example, I can add filters, sort tasks by priority, or create dependencies to manage more complex workflows.

I also like the automation features. I’ve set up triggers and actions that save me hours of repetitive work. For instance, when a task moves to "Completed," it automatically notifies my team and updates the overall project status. These little efficiencies really add up when managing multiple projects at once.

Campaign planning and analytics are where ClickUp shines for me. Sometimes, I run a lot of campaigns, and the platform makes it easy to track every detail. I can break down large projects into subtasks, assign them to team members, and attach relevant documents directly within each task. Plus, integrations with tools like Google Drive and Slack mean I don’t have to jump between platforms. 

ClickUp does have its challenges. For starters, while the basics are easy to pick up, some of the advanced features—like custom fields or task dependencies—took me a bit of time to figure out. 

On larger projects, with tons of tasks and subtasks, ClickUp can get a bit sluggish. There have been times when I’ve waited longer than expected for a list to load or for a view to refresh.

The search functionality could also use some work. While it technically does the job, finding specific tasks or information within a large workspace can sometimes feel clunky. 

What I dislike about ClickUp:

• ClickUp can be sluggish. This lag can be frustrating when I’m working under tight deadlines and need things to move quickly.
• It did take me time to understand advanced tools like dependencies, custom fields, and detailed automations.

What users dislike:

“There are so many things you can do with it that it was confusing. When I wanted to change automation, I did not know where to do it. Maybe if I had taken the time to learn on ClickUp University, that would have been easy to use, but sometimes, you just don´t have the time.”

- ClickUp Review, Gabriel R.

5. Asana

I’ve been using Asana for quite some time now, and it’s become one of my favorite tools for managing tasks. 

One of the first things I noticed about Asana is how well it helps me stay organized. The way tasks, subtasks, and projects are laid out makes it so easy to visualize workflows. I can see exactly where my teammates are in their tasks and how our collective progress is shaping up. The ability to create nested tasks, set dependencies, and assign specific deadlines to each step ensures nothing falls through the cracks.

The ability to assign tasks, add comments directly to tasks, and attach relevant files makes communication seamless. The notifications are especially helpful—they keep me informed without being overwhelming, so I always know when something important needs my attention.

I love how Asana gives me multiple ways to visualize my work. The Timeline view is a personal favorite—it’s perfect for planning projects that span multiple weeks. I also rely heavily on the Dashboard for a quick overview of project statuses and milestones. These features make tracking progress intuitive and keep me in control of the bigger picture.

While I appreciate the ability to create subtasks within tasks, it can sometimes get messy when there are too many layers. It’s easy to lose sight of the broader project when you’re buried in subtasks.

Plus, I’ve struggled with exporting data in a clean format. While Asana provides basic export options, I’ve found them lacking when I need detailed reports for presentations or analysis.

While the free version is great for smaller teams, there isn’t a robust free option for individuals managing personal projects. For someone like me, who wants to use it both professionally and personally, the cost can add up.

What users dislike:

“I'm now using Asana for work, and it gets jam-packed really quickly. That's probably more to do with how much I have going on, but I need a better way to manage my lists and projects so I don't miss things that aren't due today but will take several days to complete.”

- Asana Review, Raina H.

6. Wrike

Wrike’s flexibility is what drew me in, and over time, I’ve come to appreciate how much it can do—though it’s not without its challenges.

I can set up workflows that match the specific needs of my team or project. Whether it’s agile boards, Gantt charts, or kanban-style task management, Wrike gives me the tools to adapt to almost any work style.

I love how Wrike lets me assign tasks, tag teammates, and even work with external collaborators without them needing full access to our workspace. This has been crucial for managing client-facing projects where external input is important. 

Wrike excels in tracking progress and generating insights. I use its built-in analytics and reporting tools to monitor campaigns and project statuses. It’s incredibly useful to have dashboards that give me real-time data and customizable reports that help stakeholders stay informed.

While Wrike is fantastic for large, complex projects, I think it feels like overkill for smaller or simpler tasks. The structure and setup can be overwhelming when all I need is a quick to-do list. 

The notification settings could use some improvement. Sometimes I get flooded with updates that aren’t relevant to me, and fine-tuning these settings isn’t as intuitive as I’d like.

Some features, like financial management and advanced integrations, feel underdeveloped. I’ve had to rely on external tools for certain functionalities that I wish were built into Wrike.

What I dislike about Wrike:

• The notification settings aren’t ideal. I often receive too many irrelevant updates.
• I feel Wrike’s rich features come with a learning curve, especially for new users.

What users dislike:

“Sometimes it is hard to find what I am looking for, as the organization of different dashboards and tasks can be somewhat counterintuitive.”

- Wrike Review, Duncan M.

7. Airtable

Airtable felt like the perfect hybrid between a spreadsheet and a database, and its flexibility makes it an incredible tool for organizing just about anything.

This hybrid design allows me to organize data in a structured way while still being able to manipulate and visualize it like I would in Excel. It’s especially handy for managing large datasets that were previously a nightmare in traditional spreadsheets.

I love how customizable Airtable is. I can create tables, link them together, and even use its API to integrate with other tools. For instance, I’ve used it to build workflows that automatically sync data between Airtable and other platforms like Slack or Google Sheets.

Airtable has streamlined communication for my team. Instead of endless email threads, we now collaborate directly on tables, adding comments, attaching files, and assigning tasks within the interface. It’s been a game-changer for keeping everyone aligned.

Airtable also lets me view data in multiple ways—grids, kanban boards, calendars, and even forms. For instance, when tracking projects, I use the kanban view to manage tasks and the calendar view to stay on top of deadlines.

One of my frustrations is that I can’t color individual cells. Airtable only allows me to color-code rows, which can be limiting when I need more granular visual differentiation within a table.

Airtable’s flexibility is a double-edged sword. While it’s incredibly powerful, it comes with a steep learning curve, especially when setting up linked tables or advanced workflows. It took me a while to get the hang of it.

I’ve encountered issues with duplicating interfaces across bases. It’s frustrating when I want to replicate a setup I’ve built in one base but have to manually recreate it in another.