The 12 Best Task Scheduling Software Tools You Should Be Testing Right Now
26 min read
Vlad Kovalskiy
March 10, 2022
Last updated: September 29, 2023
The 12 Best Task Scheduling Software Tools You Should Be Testing Right Now

Do you always find yourself wasting a lot of time looking through emails, and deciding which activities should be completed first and which should be completed later? Is it a regular occurrence for your staff to fail to complete duties on time? If that's the case, you may need to start looking for the best task-scheduling software to manage all of your tasks in one go.

The use of task scheduling tools is tailored to the needs of project managers and eliminates the chance of missed deadlines and budget overruns. The greatest part about the most popular productivity apps is that they are simple to use, regardless of whether or not you have used one before. Therefore, you can ensure that there's an improvement in your team's productivity. To lend you a hand, here are the best task scheduling software you might consider for your projects!


What is task-scheduling software?

A task-scheduling software is a program that aids in scheduling all of your work, tracking your team's availability, assigning the correct resources to the task at hand, and keeping your projects on track.

A good task scheduling software:

  • Brings all essential data together. 

  • Illustrates workflows.

  • Provides tips for improved task allocation.

  • Highlights interconnections and probable bottlenecks.

What are the benefits of using a task-scheduling tool?

Some of the most important benefits of using a task scheduling tool are:

  • Control everything from a single location.

  • Ease the process of task prioritization.

  • Be able to access data from any location at any time.

  • Increase your output.

  • Improve collaboration within the team.

  • Keep an eye on all of your tasks.

  • Ease the task delegation process.

  • Keep track of how much time you spend on projects.

What is task management?

Task management is a process in which a person or a group of people keeps track of a task throughout its project lifecycle and generates judgments based on the results. Task management is accomplished by the use of software solutions that assist in the successful organization and management of tasks through features such as task creation, preparation and assignment, tracking, and reporting. The reports generated aid management in determining an individual's, department's, or organization's overall efficiency.

How to manage tasks effectively?

There are a number of easy ways to properly manage your tasks, including:

  • Early and frequent communication – Managers must guarantee that they unambiguously communicate with their team members at all phases of the project. 

  • Multitasking should be avoided – Instead of multitasking, break down huge jobs into smaller, easier-to-complete ones. 

  • Find the most appropriate task scheduling apps – Any successful project manager needs tools that cover the entire spectrum of a project, from ideation and problem-solving through task administration.

How to improve team productivity?

To be truly productive, you must execute a major chunk of your scheduled activities successfully and adequately within the time allotted. Here are a few suggestions for increasing your team's productivity:

  • Provide an enjoyable work environment.

  • Treat your staff well.

  • Allow them to work in peace.

  • Create team-building exercises.

  • Praise them on a job well done.

  • Provide constructive feedback.

What is the best task-scheduling software tool?

Some of the best task-scheduling software tools are:
  1. Bitrix24

  2. nTask

  3. Trello

  4. ProofHub

  5. Asana

  6. Evernote

  7. Basecamp

  8. Microsoft To-Do

  9. Clockify

  10. Quire

  11. Hitask

  12. Wrike

  13. Zoho Projects

  14. Hub Planner

  15. Nifty

  16. ClickUp

1. Bitrix24

Bitrix24 is a unified workspace that manages all areas of everyday operations and duties for your company's management. To ensure top-quality services, Bitrix24 provides a complete suite of tools such as dozens of sales and marketing automation rules, charts, reports, and calendars to achieve an evenly distributed workload. Almost all task-scheduling software has the same features. If you're looking for such a tool, you'll undoubtedly want the best and most appropriate option for your organization. Therefore, you may consider choosing Bitrix24. 

This software includes a comprehensive set of capabilities for six major areas of your business: collaboration, CRM, project management, document management, time management, and HR Management. This wide scope will guarantee your project’s success and will ensure backlog avoidance. Some Bitrix24 features include:

  • Task Planning

  • Project Calendars

  • One-click video call from task, calendar, or chat

  • Videoconferencing 

  • Create a CRM Deal from an email

  • Workgroups/projects with external users (extranet)

  • Task templates and recurring tasks

  • Task and Time Tracking

  • Kanban boards and Gantt charts

  • Task dependencies 

  • Sort Tasks and Projects based on activity

  • Efficiency KPI

  • ​Smart Process Automations (SPA)

  • PBX integration via Rest API

  • ​GoogleDocs, Office365, and Microsoft Office Integrations

  • Edit and collaborate on documents inside tasks, chats, calls, and the Feed

  • ​Activity stream workflows

  • Reports

  • Mobile Task Management 

2. nTask

nTask is a task scheduling tool that is cloud-based. It is designed to help sole proprietors and small businesses get more organized. It can be easily used to schedule tasks, generate progress reports, arrange repeating tasks, share files, construct Gantt Charts to monitor project timelines, and more with a heavy focus on task planning.

Users can also use nTask to create and track budgets for various projects. Because of its special interface with Google Calendar and Outlook, this software also focuses on meeting management and scheduling. Here are the following key features of nTask:

  • Task Tracking & Scheduling

  • To-Do Lists

  • Tagging, Multiple Assignees & Notifications

  • Gantt & Calendar Views 

  • Task Categories, Labeling & Search

  • Time Tracking & Spreadsheets

  • Meeting Management

  • Task Export

  • Public URL used for sharing with clients and external collaborators

  • Selected Third-Party Integrations

  • Mobile App

3. Trello

Using Trello, you can keep track of collaborative activities, emphasize tasks that are already started, indicate whom they are delegated to, and track how far they've progressed toward completion. When it comes to visualizing processes, Trello is based on the concepts of Kanban project boards, which give managers and team members a quick picture of a project's progress from beginning to end.

Trello's popularity stems from its convenience and versatility: it's frequently used for personal planning, from vacations to weddings, and it's also utilized for business. The lightweight functionality and accessibility over a vast feature set distinguish it from full-featured project management software in this regard. The key features of Trello are:

  • Management of Tasks

  • Scheduled Commands

  • Kanban Boards & Calendar View

  • Board Collections

  • Task Triggers

  • File Uploading

  • Custom Board Backgrounds

  • Templates

  • Team Playbooks (pre-made toolkits per industry)

  • Private/Shared Access Administration

  • Third-party Integrations

  • Bulk Data Export

  • Mobile App

4. ProofHub

If you're looking for one of the best task-scheduling software that can handle a wide range of tasks, ProofHub has you covered. By employing custom roles, you can simply manage team tasks and assign them to team members while controlling access to sensitive data.

The Proofing feature allows a manager to provide feedback on drawings and written documents using markup tools and threaded comments. Chat, conversations, remarks, announcements, and email-in are all means of communicating with team members.

ProofHub is an excellent tool for reporting, scheduling activities, and handling tickets. Through project and resource reports, workload reports, as well as project progress reports, stakeholders can see how the task is progressing. Furthermore, here are the key features of Proofhub.

  • Management of Tasks

  • Time Tracking

  • Gantt Charts, Tables & Kanban

  • Proofing and File Approval

  • Discussions

  • Calendar

  • File Sharing

  • Private Items

  • Group Chat

  • Third-Party Integrations

  • Announcements

  • Request Forms

  • Custom Roles

  • Reporting

See why 10 million companies rely on Bitrix24


5. Asana

Asana is a content management system (CMS) for the workplace that can be customized to meet the demands of a wide range of businesses. Basically, it's a sophisticated project management application that can help you streamline your tasks.

Asana was created to make it easier for businesses of all sizes to track their progress and address issues in one location, removing the need for frequent meetings, email updates, and memos. Asana has a lot of features that can assist corporations and their teams in finding a way to get things done as quickly as possible. These include:

  • Team Collaboration & Conversation

  • Task Tracking & Management

  • Drag & Drop Interface

  • Document Management

  • List, Kanban, Gantt, and Calendar Views

  • Shared or Private Access

  • Subtask Checklists

  • Data Export

  • Task Analytics & Forms

  • Mobile App

  • Third-party integrations (such as Slack, Zapier, Hubstaff, Adobe Creative Cloud, etc.)

6. Evernote

Taking notes, organizing, managing tasks, and archiving is what Evernote is all about. Users can make notes using text, drawings, images, audio, or saved web information from the app. Notebooks are used to keep track of notes that can be labeled, altered, searched, attached, and exported.

On supported devices, Evernote allows you to capture images from cameras and record voice notes. OCR can be used to recognize and annotate text that appears in captured photos in some cases. Handwriting recognition is also available in Evernote for touch and tablet devices. The features of this app include:

  • Management of Tasks

  • Calendar Integration

  • Geographic search

  • Mobile offline notes

  • More Uploads

  • Larger Notes

  • Business card scanning

  • PDF annotation

  • Concierge support

  • Account switching

  • Faster image recognition

  • Search in PDFs and Office docs

  • Note history

7. Basecamp

Another best task scheduling software is Basecamp, which may be used to handle numerous projects at the same time. It allows everyone involved to see the same dashboard, which is separated into teams and projects for easy navigation.

To-do lists, message boards, timetables, document and file storage, and group chat are all part of a project's organizational structure. A project tracking approach called Hill Charts is an interesting 'big picture tool' in Basecamp that allows you to follow the development of a project over time and with stated targets. Its key features are:

  • To-Do Lists

  • Task  Scheduling and Management

  • Team Management 

  • Project Templates

  • Notifications, Message Board, Direct Messages & Chat

  • Recurring Tasks & Deadline Reminders

  • Activity View (for managers) & My Stuff View (for individuals)

  • Documents & File Storage

  • Various Third-Party Integrations (Basecamp 3)

  • Message Boards

  • API (Basecamp 3)

8. Microsoft To-Do

Microsoft To-Do is a revolutionary, intelligent task-scheduling program that makes planning and managing your day a breeze. Microsoft To-Do is a better, more personal, more intuitive approach to help people stay organized and get the most out of every day. It is the first step on a team’s path to make task management easier and help you achieve more. This is all thanks to Office 365 integration and an intelligent algorithm.

For work, household projects, or just grocery, it makes it easy to make a list. Add reminders, due dates, and notes to your lists to keep track of them, and personalize them with colorful themes. To-Do lists may be accessed from any location using the Microsoft To-Do apps for iPhone and Android phones as well as Windows 10 devices as well as the web. Some of its great features include:

  • Web/desktop application

  • Two-factor Authentication (2FA)

  • Single Sign-On (SSO) Integrations

  • Task prioritization and scheduler

  • Document storage

  • File sharing

9. Clockify

If your team is looking to delve into the details of managing tasks Clockify is the tool for you. It allows you to track time meticulously giving you a picture of how much time is dedicated to each task. Clockify goes beyond scheduling and tracking tasks and it also generates reports that provide valuable insights into your team's productivity. You can even set time estimates for tasks and compare them with the time spent. Moreover, users have an opportunity to identify any discrepancies. With Clockify every minute counts and you can ensure utilization of your time.

Its key features are:

  • Affordable prices

  • Detection of any disparities between predicted and actual task completion durations.

  • Smart Folders

  • Real-Time Timework

  • Two-factor Authentication (2FA)

  • Document storage

  • Templates 

10. Quire

Quire allows you to organize, prioritize, and concentrate on the most important aspects of a project. This app encourages creativity by allowing you to interactively visualize your workflow and track all tasks.

It becomes easy to communicate with the team and keep everybody on the same page using this application. You can focus on even the tiniest details of a project without compromising the integrity of the greater vision. In addition, Quire has the following features that make it stand out among productivity apps:

  • Kanban Board

  • Timeline

  • Smart Folders

  • Real-Time Timework

  • Instant Messaging

  • Recurring Tasks

  • Blink Search

  • iOS and Android Apps

  • API

  • Integrations

  • Import/Export

  • Templates

11. Hitask

Hitask provides a user package that offers task-scheduling features. It makes collaboration effortless allowing you to easily manage job schedules and track team progress. The mobile app is robust and intuitive allowing you to create tasks on the go. No matter where you are in the world, this tool has your back with its support. Alongside task management features, Hitask also offers color-coded tasks and synchronization with Google Calendar making it visually appealing and practical for task management. Within app file sharing and team chat functions effective communication is promoted making it easier than ever to receive feedback from your team.

Its key features:

  • Team management 
  • iOS and Android Apps
  • Syncing tasks and deadlines with Google Calendar 
  • Different languages support 
  • File sharing within the app
  • Enables prompt feedback.
  • Templates
  • Timeline 
  • Task and project management
  • Tasks that are color-coded not only add appeal but also help with organizing and prioritizing work more effectively.

12. Wrike

Wrike was created with the goal of making today's organizations more efficient, more collaborative, and accepting more remote workers on a daily basis. It allows a team manager to plan and change in real-time from his desk or on the go.

Wrike was created with a single objective in mind: to make work in both co-located and dispersed teams more efficient and effective. This entails creating a system that is simple to navigate while also allowing multifunctional teams to interact and accomplish tasks efficiently from a single place. With just a few mouse clicks, you can schedule, prioritize, debate, and keep track of your work and progress in real-time. To make it possible, the following key features are designed in this tool:

  • Management of Tasks

  • Gantt/Timeline View & Kanban Board

  • Prioritization

  • Support for Agile methodology 

  • Feedback Management

  • Request & Resource Management

  • Retrospectives Management

  • Status Tracking

  • Team Management

  • Brainstorming, Chat & File Sharing

  • Template Management

  • Workflow Management

  • Wrike Analyze - data analytics of a team’s performance

  • Third-Party Integrations (depending on the subscription model)

  • Enterprise-Grade Data Security

13. Zoho Projects

Zoho Projects is a comprehensive project management software that can assist project managers in creating deadlines, delegating activities to team members, tracking time spent on projects, and much more.

You can connect with the rest of Zoho's tools designed to help businesses better organize their operations as your projects grow and require more capabilities. In addition, this job management application can be utilized in various industries, including construction and education. The following features help organizations to achieve their respective goals with the use of this application:

  • Task Reports & Gantt Charts

  • Classic, Plain, Kanban & Dependency Task Views

  • Milestone Task Tracking

  • Calendar

  • Task Analytics & Issue tracking

  • Knowledgebase 

  • Team Activity Feeds

  • Timesheets & Invoicing

  • Chat, Forums & Commenting

  • API

  • Third-Party Integrations

  • Mobile App

14. Hub Planner

Hub Planner is a resource for scheduling and time tracking. As a project manager, you'll find it effortless to keep track of who's working on what tasks when they are doing them and how to use this advanced task scheduler. This software includes a comprehensive set of capabilities for 3 major areas of your business: project management, document management and time management. This scope will guarantee your project’s success and will ensure backlog avoidance.Apart from its capabilities, in project scheduling software, Hub Planner proposes analytics and offers valuable insights that can enhance resource management. Its timesheet feature simplifies time tracking and reporting. So it can be really helpful when it comes to time tracking. In addition, this job management application can be utilized in a variety of industries, including construction and education. So Hub Planner is customizable to allow you to tailor it precisely to suit the requirements of the project or team.

Look at its best features:

  • Overseeing resources, maximizing team's productivity and capabilities

  • Flexible interface 

  • Calendar

  • Presenting data on resource allocation to enhance efficiency

  • Streamline time tracking and reporting 

  • List view

  • Subtasks

15. Nifty

Many forward-thinking teams throughout the world use Nifty, a popular new wave task scheduling program that empowers their workflows. It offers a user-friendly design that allows a team to start organizing their duties in not more than ten minutes.

Users can manage tasks in Nifty in either a list or a kanban format. Consequently, they can share these kanban boards in the form of public links, similar to how numerous teams use Trello. Some features of this tool are:

  • Milestones

  • Task Management 

  • Kanban Boards

  • List View

  • Custom Fields

  • Time Tracking

  • Built-in Docs

  • Superior Team Collaboration 

  • Subtasks

Final Thoughts on the Best Task Scheduling Software

Scheduling is the art of organizing your tasks so that you can accomplish your goals and prioritize your objectives within your available time. When done correctly, it can help you better understand whatever you can realistically accomplish in such a period and add contingency plans for unforeseen circumstances.

In today's competitive marketplaces, organizations must be able to manage project duties as efficiently as feasible. You would therefore need a task management tool if you want to be certain that the team productivity on every task is done on time. With the vast amount of best task scheduling software available, today and are the best currently accessible, all you have to do is pick one that meets your managerial needs and your budget.

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Table of Content
FAQs 1. Bitrix24 2. nTask 3. Trello 4. ProofHub 5. Asana 5. Asana 6. Evernote 7. Basecamp 8. Microsoft To-Do 9. Clockify 10. Quire 11. Hitask 12. Wrike 13. Zoho Projects 14. Hub Planner 15. Nifty Final Thoughts on the Best Task Scheduling Software

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