Taskade is a collaboration app that mixes real-time collaboration with task management and artificial intelligence (AI). It's best for small remote teams looking to collaborate and manage work online, and affordable pricing sweetens the deal. While you might be able to use Taskade to manage some light projects, it doesn't have traditional project management tools. Editors' Choice winner Asana is a more flexible collaboration tool that works for teams of all sizes and many different types of work. For more traditional project management software, we recommend GanttPro for beginners, Zoho Projects for small but growing teams, and Teamwork for client work.
How Much Does Taskade Cost?
Taskade has seven plans, including one that's free. The free plan gives you a single workspace for up to three people and limits your AI credits to 1,000 per month. The way Taskade calculates AI credits is unclear, so you have to play with the app and see how many credits different AI requests take. (More on what you can do with the AI later.) You get 250MB of storage and core features like a task list, mind maps, meeting notes, and a team calendar.
All the paid plans have a flat monthly rate, not a per-person-per-month structure. The Starter plan, which is meant for personal rather than business use, costs $8 per month ($48 annually) for up to three people and includes 50,000 AI credits per month, 2GB of storage, and guest sharing. The Plus plan costs $16 per month ($96 annually) for up to five people and includes 10,000 AI credits per month. This plan raises storage to 5GB, adds a three-month project history, and enables cloud integration with Google Drive, Dropbox, and more.
The next three plans are for business use, with unlimited AI access. Pro costs $39 per month ($228 annually) for up to 10 people. You get five workspaces, 20GB of storage, a six-month history, calendar integration, team permissions, guest sharing, and password protection for projects you share publicly.
The Business plan costs $99 per month ($588 annually) for up to 25 people and includes 100GB of storage, one year of project history, private sharing for workspaces, and support for automations and integrations.
The Ultimate plan costs $199 per month ($1,188 annually) for up to 50 people and includes 1TB of storage, five years of project history, and single sign-on through Okta, Google, and Microsoft Azure.
Taskade also has an Enterprise plan with custom pricing. Enterprise plans can include unlimited members, unlimited storage, custom deployment for the organization, and 24/7 support.
How Do Taskade's Prices Compare With Others?
Because of its flat per-month pricing, Taskade costs less than many established collaboration and work management apps focused on small businesses. Todoist’s Business plan costs $8 per person per month ($72 billed annually), which works out to $360 per year for a team of five. Taskade’s Plus plan can host five users for just $96 per year.
Asana, which is more powerful and highly customizable in comparison, starts at $13.49 per person per month. It’s the same story for a traditional project management app like Teamwork, where prices start at $8.99 per person per month.
Basecamp charges $299 per year for an unlimited number of people—or $15 per person per month for small teams. If you don’t need the AI features and have more than 50 people on your team, Basecamp might be a better alternative. Like Taskade, Basecamp is built around documents, and it has projects, tasks, boards, and chat, plus a terabyte of storage space.
Taskade’s biggest limitation is that its highest publicly available plan tops out at 50 people. You need to get a custom Enterprise plan if you have a larger team. A 51-person team is hardly an enterprise, however. Other services like Asana, Teamwork, and Todoist, which all charge per-person rates, don't have this limit.
Taskade Is for Managing Work, Not Projects
As mentioned, Taskade is more of a work-management and collaboration app than a project management app. It doesn't have tools for managing complex projects. There are no Gantt charts, for example, nor are there proofing tools, time-tracking devices, or the ability to automatically reassign tasks when a worker is suddenly unavailable.
Even on the collaboration end, Taskade takes a nontraditional approach by going all-in on real-time document collaboration. Sure, you can turn a Taskade project into a kanban-style board or a mind map, but you see the app's strengths when you use it for documents. You can easily see who’s online in the project document, and you can assign tasks, add comments, and chat with team members, all on one screen.
Documents All the Way Down
In Taskade, you start by creating a Space, which comes with a default Home folder that houses projects and tasks underneath. You’re free to create new folders for better organization, but you need at least one folder for a workspace to function (a workspace is a collection of folders, projects, and templates). Each Space can be shared with team members and guests. Collaboration is front and center. Taskade asks you to invite team members as soon as a new Space is up and running, and you will see all members in the Space highlighted in the top-right corner.
After that, it’s all about documents. Each new project can be viewed as a list, board, calendar, action steps, mind map, or an org chart. But, at its core, everything is a document that Taskade chops up and displays in different ways.
Interface
(Credit: Taskade/PCMag)Taskade lacks a traditional dashboard or a home screen commonly found in task management apps. Instead, Taskade wants you to focus on a Space. When you open Taskade (whether it’s the website or the mobile app), it directly opens whichever Space is at the top of the sidebar. The sidebar is divided into two panels. The leftmost panel shows icons for viewing your tasks, calendars, and items shared with you. This is also where you find icons for quickly switching Spaces. The second panel is context-aware and shows you folders in a Space and options for filtering your tasks.
The Space’s landing page shows all available projects and has shortcuts for creating projects in different views, like list or board. You can switch to viewing all the tasks in a project, but you need to do it manually from the top toolbar. Clicking on a selected view a second time doesn't deselect it but instead sets it as a default view for the project.
Task Management
Each Space has a dedicated section for creating projects. You can create a blank document, try a project plan using an AI prompt, or start with a different view, like a board or a mind map. As mentioned, each project is built on documents. You can easily switch between views even after creating the project, but you have to format the document appropriately for the change. In other words, you have to structure your document with appropriate headings and lists if you want it to become a board or a mind map seamlessly.
As we'll show, a well-crafted AI prompt can generate an entire project plan, and Taskade populates the document with a properly formatted task structure.
(Credit: Taskade/PCMag)Each project has its own start date, end date, assigned users, and tags. The project document is built on top of text blocks, which can be paragraphs, bullet lists, number lists, or AI-generated content. By default, the first block is for adding tasks, which is handy. You hover over the start or the end of a block to add a new one.
Each line with a checkbox is a task, and that’s all you get. You can’t click on a task to add or view more details about it, which most to-do list apps and all project management apps let you do. You can tag other team members in a task (using the @ symbol), but Taskade hides all the actions, like tagging someone or adding a comment, behind a button. You can't even see what the action options are until you press the button. When you do press it, however, you can assign the task a due date, add a comment, start a timer, and more. Taskade doesn’t offer time tracking in a traditional sense. The timer here is a simple countdown clock.
(Credit: Taskade/PCMag)Views
The top toolbar in the project offers a quick shortcut to switch between the different project views. The default is the list view.
(Credit: Taskade/PCMag)The Board view in Taskade is nontraditional compared with that found in other apps, such as Todoist. Usually, if you take a list of tasks and turn it into a board, all your tasks show up as cards. In Taskade, each block in the document becomes a list of its own, and it's not limited to tasks. You can add a paragraph block, a bullet list, or a generative AI block. On the one hand, it's more freeform. On the other hand, if you're used to working with task lists and boards in any other app, Taskade can really throw you for a loop.
The Calendar view helps you see when all the team tasks are due on one screen. The Action view turns the project into a spreadsheet, making it easy to see the due date, assignees, comments, and media in different columns.
(Credit: Taskade/PCMag)Taskade can also automatically convert a structured document into a mind map or org chart. It has an infinite canvas mind map, which is good for brainstorming alone or with other team members.
Generative AI
Taskade AI is integrated throughout the app and in the business plans it’s not limited by tokens or the number of requests. To call up the AI assistant, type the forward slash (/) command anywhere in the project. You can ask it to generate questions, tasks, summaries, or to expand on selected text. Additionally, a classic AI chatbot assistant is available in the Chat sidebar. Here, you can ask questions and get responses in a specific persona and tone, such as a humorous response or something that sounds like it comes from a marketing expert. To use the text generated in a chat, copy and paste it where you need it or add it to your Taskade document.
(Credit: Taskade/PCMag)At the start of a project, you can give the AI a prompt to create an entire project plan. Taskade AI generates the project, complete with headings, tasks, and subtasks. It even adds a conclusion paragraph to tie it all together. Based on our testing, Taskade overdoes it by creating too many ancillary tasks. When managing any work, there's a fine line between what you need to write down as a task and what you assume will be done without creating a task. As you can see from the image, Taskade felt the need to break down the subtask of researching a topic into three sub-subtasks, which just isn't necessary in the real world. You can take care of these types of issues by either asking Taskade AI to make the list shorter or by manually deleting tasks after the AI creates the project.
(Credit: Taskade/PCMag)Taskade’s AI is limited to generating tasks and projects. It can’t actually manage tasks for you. For instance, you can’t ask it to move blocks or create automations. The Chat tool is not content-aware, so you can’t ask it questions about the document either. Microsoft Copilot handles those types of requests well.
As with any generative AI tool, a natural comparison point is ChatGPT. In comparing the two, Taskade does a better job of providing actionable steps. By default, ChatGPT creates written answers instead of lists. If you want lists from ChatGPT, you have to specifically ask for them. After editing the prompt to include a checklist, ChatGPT gave descriptive tasks but failed to break them into actionable subtasks. Taskade AI, however, delivers a structured list with subtasks in seconds.
For many users, the combination of generative AI and a to-do app can be head-scratching, as it was to me when I started testing Taskade. After all, most people come to a work management app already knowing what needs to be done. However, the way that Taskade AI is integrated into the product can help anyone who is not fully confident or sure about what needs to be done. Using Taskade AI to give yourself a starting point could be useful for some people as long as you prune the tasks you don’t need or ask Taskade AI for clarifications and revisions.
Collaboration in Real Time
Real-time collaboration is enabled by default for all projects with multiple team members. You can see who’s online from the top toolbar. Project updates appear in real-time, whether someone is adding to a document or completing a task. But Taskade sorely lacks the color-coded live cursor that many of us have grown accustomed to in Google Workspace apps, like Google Docs, which is the gold standard for collaborative document editing.
You can track changes in Taskade using the Version History tool. You can revert to any previous edits, and each edit is marked by the user who made them, providing handy context.
Chat and Calls
Taskade has a separate Chat room for each project. It shows up as a floating button in the bottom-right corner of the screen. This opens up the Chat sidebar, consisting of linear chat messages from all team members. It also includes comments and actions like task completion and task assignment.
The call button lets you quickly create a meeting link or join an already-occurring meeting in the current project. Group video calls and screen sharing are available on the free plan. You need to pay for this in Slack (prices start at $8.75 per person per month).
Taskade’s Chat sidebar and video calls offer quick ways to clarify questions or get clarification as you collaborate in real time. But that’s all it’s good for. For more robust communication, we recommend using a dedicated asynchronous messaging tool like Slack, which supports channels, group chat, and direct messages.
Permissions
Taskade offers five different permission levels, and you can invite someone to be a part of an entire workspace or a single project. Owners can create and edit projects and templates, manage settings, and customize billing options. Admins can configure and edit projects but can’t access billing options.
Editors can edit projects and templates in the workspace but can’t manage the workspace settings themselves.
The last two permission levels, checkers and viewers, are for adding guests or outside collaborators to your workspace. Checkers can complete and comment on tasks but can’t edit tasks, projects, or templates. Viewers are limited to only commenting and chatting in projects. They can’t create or edit projects, templates, or tasks.
Given that Taskade is not a full-blown task management app, it lacks some crucial features that managers depend on. For instance, there’s no way to reassign work automatically, and there’s no way for managers to get notified when someone is missing deadlines and how it will affect the next step in the project.
Get By With a Little Help From AI
Taskade delivers on the concept of a real-time collaboration app with AI. The AI is a helpful sidekick for now, though it would be much better if it could manage, reassign, and organize tasks and projects. The app's document structure takes time to get used to and won't work for every team. If you’re a small remote team looking for a way to collaborate on projects with some assistance from AI, Taskade is a good choice. Our Editors' Choice remains Asana, which is so flexible it's suited to many kinds of work and teams. Our top picks for more traditional project management are GanttPro for newbies, Zoho Projects for growing teams on a budget, and Teamwork if your business handles client work.
