Not all teams organize their efforts into “to-do” lists, with each employee siloed at a different workstation, never to speak to their coworkers except when handing off a task to the next responsible party in the chain of operations. For some, work is parallel, synchronous, and/or simultaneous. 

This is where project scheduling tools come in. By providing these teams with a way to coordinate, schedule, and organize larger efforts and more complex calendars, this kind of software can empower the kind of work that constructs skyscrapers, manufactures tens of thousands of product units, and builds advanced computer technologies. 

Let’s take a look at some of the foremost vendors in the market, and their optimal use cases.

Monday: Best all-around project scheduler


  • Prioritizes “scheduling” over “task management”
  • Customizable by industry
  • Easily coordinate both internal and external team efforts 


  • Gantt charts unavailable to free or Basic subscribers
  • Less than responsive support
  • Less than transparent pricing
  • Simple but functional schedule management
  • Customizable automation and templates
  • Easy-to-learn UI
  • Rapid implementation
  • Free — no cost, up to two seats
  • Basic — $12/seat/month, or $9/month when billed annually
  • Standard — $14/seat/month, or $12/month when billed annually
  • Pro — $24/seat/month, or $19/month when billed annually
  • Enterprise — Contact

As a project management solution, Monday easily stands up to brands with better visibility in the market. With many of the core features offered at prices toward the lower end of the market range, it’s an excellent choice for teams dealing with tight budgets. Where Monday stands out most, however, is how quickly a team can put the tool in place.

With an intuitive UI, minimal need for adjustments during setup, and flexible customization options, Monday makes it easy to quickly adopt and use the system, reducing time-to-value. Even if you’re just looking to dip your toes in the PM space, Monday provides a low-risk option for getting started.

Monday is a project management solution with a broad feature set, built to improve work efficiency everywhere from software development, marketing, sales, and even HR. While it can accommodate a number of common use cases and implementations, the focus here is the schedule management offerings. With timeline views, calendar tools, and Gantt chart functionality, it’s a lot of helpful tools for its comparatively low price point. 

It has a few noteworthy drawbacks that may limit its usefulness for some teams (and a brand name that may make result in some confusion conversations, e.g. “It’s on Monday”). But the most important to mention here is the limitations on schedule functions: only Standard subscriptions and above get access to Gantt charts and timeline views. Even so, it’s still one of the cheapest options on this list for those very features.

Wrike: Best for distributed teams


  • More expansive functionality for free and Team subscribers
  • Includes free user seats for external partners
  • Unlimited projects and task nesting


  • No Gantt charts for free users
  • Limited storage that’s tied to user count
  • Simple, easy-to-use PM functionality for free and Team subscribers
  • Advanced BI, reporting, automation, and security features for Enterprise and above
  • 20 free collaborator accounts, plus external request support for all paid users
  • Free
  • Team — $9.80/user/month
  • Business — $24.80/user/month
  • Enterprise — Call for quote
  • Pinnacle — Call for quote

Wrike and Monday share a lot in common with regard to core features. Wrike, however, makes it easier for teams to include external users and stakeholders in the process, without adding to the expense. Plus, interactive Gantt charts become available at a slightly lower cost than with Monday, leaving Wrike as the decidedly better option for teams using processes depending on external input.

Wrike is, in many ways, a BI and analytics tool, with a project management suite built on top as the user interface. Top-tier subscribers can even leverage the full extent of those ML and AI tools to supercharge their task and scheduling management. Any team looking to maximize their process efficiency with the budget to spend can leverage Wrike to achieve quite a bit.

It makes this list, however, not because of the advanced algorithms or automation tools, but because of the low-cost access to calendar and schedule management. As it turns out, any team looking for functionality more robust than a simple shared Google calendar may struggle to find it at a price point they can swallow. Wrike handily fills that market need.

Nifty: Best for dev teams


  • Designed especially for product and software development teams
  • Built to provide “single pane of glass” functionality for project managers and teams
  • Robust reporting options


  • Limited customizability
  • Many integrations are Zapier-dependant
  • Minimal mobile app functionality
  • Native scheduling, time-tracking, and chat features
  • Project and file organization tools, including document storage and sharing
  • Extensive automation options for workflow management
  • Free
  • Starter — $5/user/month
  • Pro — $10/user/month
  • Business — $16/user/month
  • Enterprise — Call for quote

Nifty is specifically geared toward teams in verticals like software, legal, and product development, where timelines and milestones are a priority. While not as broadly adaptable to as many use cases as tools like Wrike or Monday, its narrow focus and all-in-one approach can help reduce tech stack bloat and efficiency bottlenecks for these teams.

Nifty is an all-in-one project management solution, targeting some very specific industries and use cases. By providing a single application that includes schedule management, team communication, and shared file access, Nifty reduces the number of apps teams need to juggle in their everyday work. For teams that sink or swim based on their ability to meet project deadlines, it’s a hard contender to beat. 

The more focused use cases limit Nifty’s range a little; the platform is less suited for adapting the features to fit a non-standard implementation. Customization options may prove too restrictive for some teams, and functions that fall outside its core purpose are usually unsupported or low on the priority list. Despite this, Nifty outshines nearly all other market options when it comes to its target market.

Microsoft Project: Best for information security


  • Complete Microsoft Office interoperability
  • Built according to Microsoft’s trademark standards for security and stability
  • On-prem versions available for teams that need them


  • Steeper UI learning curve
  • Requires more technical expertise to implement and maintain
  • Reduce value for teams that don’t already use other Microsoft products
  • Full Microsoft Office integration
  • Premium-level security and privacy
  • Deeper feature set to support larger, more complex projects and use cases


  • Project Plan 1 — $10/user/month
  • Project Plan 3 — $30/user/month
  • Project Plan 5 — $55/user/month


  • Project Standard 2021 — $679.99 (one-time purchase)
  • Project Professional 2021 — $1,129.99 (one-time purchase)
  • Project Server — Call for quote

Few, if any, business solutions can offer the extensive security options that Microsoft products do, regardless of category. And while full visibility and control, from server to endpoint, may not be the most common use case, organizations that deal with significant GRC concerns cannot risk using tools with insufficient protection—even when that tool is primarily used to coordinate team calendars.

As always, Microsoft is an industry leader in software solutions designed for business and organizational needs. Microsoft Project is one of the longest-standing project management applications, and just like its other Office offerings, it boasts one of the most extensive feature sets in the market. 

Until very recently, Project was only available as an on-prem solution—maximizing its security while somewhat limiting its usefulness for distributed teams. Now, though, teams that need remote access can opt for a cloud-hosted subscription, while those that still need it can make the most of the administrative control an onsite hosting provides.

Jobber: Best for field services


  • Extensive features tailored to field service teams
  • User-friendly customer portal
  • Robust support for customer history, technician scheduling, and more


  • Issues with data recovery after deletion
  • Mobile app less intuitive than desktop app
  • Not all AR/AP functions supported
  • Comprehensive scheduling tools for assigning technicians, planning routes, coordinating with clients, and more
  • Companion mobile app facilitates easier use for field service techs
  • Native tools for creating quotes, communicating with clients, and more
  • Lite — $19/month, or $9/month when billed annually
  • Core — $42/month, or $40/month when billed annually
  • Connect — $104/month, or $102/month when billed annually
  • Grow — $210/month, or $200/month when billed annually

Jobber is one of the leading options for teams with deskless workers and field techs. It’s designed to support organization and coordination across the entire organization, even when the work involved requires on-site client service. Despite its higher price point compared to other options in this list, it’s one of the few tailored to this particular use case.

Few industries require as much logistical and organizational legwork as field service management. From IT services, to pest control, to nearly any job where staff have a company vehicle instead of a desk, keeping timelines and calendars straight is an existence-level concern. Scheduling inefficiencies can easily snowball out of control without effective management.

Jobber is built with these concerns in mind. Between the desktop app, mobile app, and customer portal, Jobber serves to keep dispatch, techs, and clients in sync. Easier communication, improved transparency, and increased efficiency are all advantages Jobber can offer teams using the platform.

Calendly: Best for appointment management


  • UI consistency across both internal and external portals
  • User-friendly interface and controls
  • Simple to implement, simple to use


  • Designed around appointments, rather than tasks or projects
  • Email reminders restricted to paid subscriptions
  • Narrow functionality limits adaptability (e.g. doesn’t support recurring bookings)
  • Interactive, shared calendars
  • Easy scheduling for both internal users and external clients
  • Analytics and reporting features at higher tiers
  • Surveys, email links, and other key convenience features
  • Basic — Free
  • Essentials — $10/seat/month, or $8/seat/month when billed annually
  • Professional — $15/seat/month, or $12/seat/month when billed annually
  • Teams — $20/seat/month, or $16/seat/month when billed annually

For scheduling meetings, appointments, interviews, and other simultaneous communications, there are few solutions that can compare to Calendly. Nearly every professional has interacted with Calendly at this point, even if just to reserve their spot on the schedule for a job interview. Even if the brand watermark goes unnoticed by many such external users, the market presence is undeniable and rightly earned.

Where most tools on this list come to project scheduling from the project management side, Calendly is doing the opposite. Originally a meeting and appointment scheduling tool, Calendly has grown in the past few years to include some additional functionality more commonly associated with PM suites with bigger brands and price points.

The simple, straightforward platform is perfect for teams that only need the core functionality that Calendly offers. On top of that, the tool is incredibly easy to implement. Pair that with subscription costs on the lower end of the spectrum, and Calendly is a major contender in its own right.

ClickUp: Best for growing teams


  • Adaptable feature set for broader application across the organization
  • Feature-rich free plan makes it easy to get started
  • Limitless Gantt charts


  • Advanced features take time to learn and implement
  • Some reports of buggy Android app performance
  • Gantt charts
  • Real-time chat
  • Customizable visual and UI elements (e.g. dashboard widgets)
  • Free
  • Unlimited — $9/user/month, or $5/user/month when billed annually
  • Business — $19/user/month, or $12/user/month when billed annually
  • Business Plus — $29/user/month, or $19/user/month when billed annually
  • Enterprise — Call for quote

ClickUp has the “muscle” of a larger PM SaaS brand, including a clean interface, deep feature set, and wide applicability to various use cases. But it’s tailored to smaller, up-and-coming users, from solopreneurs to mid-sized businesses. It’s more affordable than bigger names on this list, can be added to existing processes quickly, and provides solid customer support. 

For teams that want a tool that treats SMB use cases and enterprise use cases equally, ClickUp is a strong choice.

Though heavily geared toward task management, ClickUp is a very flexible PM solution that can be customized to suit a number of specific implementations. It can be used across multiple departments, improving collaboration and synchronization across teams. And getting started is fairly easy.

Digging deeper into the tool’s extensive library of functions takes some time, and the learning curve can be steeper than some of its peers in the space. But the reward for training up on this software is a powerful productivity booster at a cost smaller teams can actually afford.

What is project scheduling and how is it different from project management?

One detail that might be worth sorting out is what project scheduling is, and how it differs from project management, task management, and similar terms.

Many of the software tools in this space are billed as project management solutions. PM apps come in a lot of shapes and sizes, and not all of them are suited to the same use cases. Without a solid grasp of the definitions in play, it can be painfully easy to waste your subscription budget on a solution meant for entirely different organizations.

Some organizations can easily subdivide their work into small, discrete steps, while others can’t (or gain little value from doing so). Put another way, some are looking for task dependencies and kanban boards, while others are looking for Gantt charts.

Take your average construction crew. Their project management needs are very different from, say, a marketing firm. For the former, progress is measured more broadly with the completion of project phases. Objectives can only be broken down so far before the distinctions become meaningless. 

The marketing team, on the other hand, likely has each step in the process for a given deliverable listed and assigned to individual team members. Daily effort is measured and each handoff to another team member is tracked. It’s very different from construction jobs, where individual workers are rarely responsible for an entire step in the process by themselves. 

When a team can assign separate portions of the work to individual employees—such as writing reports, creating a visual asset, servicing a broken device, etc.—this is often referred to as “task management.” PM tools tend to prioritize this style of workload management, and it’s usually what comes to mind when mentioning project management to business professionals.

Project scheduling, on the other hand, most often refers to the creation of complex calendars, to coordinate efforts across the company. Of course. 

Scheduling is important for any industry where objectives are team efforts, involve logistic concerns, require coordination with third-party assets, depend heavily on adhering to strict timeframes, and the like. General contractors on a building project, scrum masters organizing software development, and manufacturing facilities producing custom physical products are all examples of key use cases for project scheduling.

As a discipline or job function, “project management” can and often does encompass task management or project scheduling. Sometimes even both. That said, PM solutions don’t always provide the features needed for both responsibilities, and those that do may not support both with equal functionality. 

In other words, these terms are all related, but they’re not necessarily synonymous, and careful selection of a PM solution is a must. Otherwise, it can be all to easy to end up with a tool that doesn’t cover the core function you need it to.

Looking for the latest in Project Management solutions? Check out our Project Management Software Guide.

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At TechnologyAdvice, we assess a wide range of factors before selecting our top choices for a given category. To make our selections, we rely on our extensive research, product information, vendor websites, competitor research and first-hand experience. We then consider what makes a solution best for customer-specific needs. By defining business needs, we can determine the essential features organizations in various sectors require, and select platforms that will cover all bases.

Reputable providers known for their ease of use and customer satisfaction are added to our compilation list for further analysis. We then evaluate each solution on the list based on the features they offer, considering the platform’s usability, integration capabilities, customization options, mobile access, and any other relevant functionalities. Price plans, hidden fees, customer reviews, and customer support are also assessed in the selection process.

Technology Advice writers will often take advantage of free trials and demos to get a first-hand user experience of available software. Finally, we curate a comprehensive list based on the previously stated factors, ensuring readers have the necessary tools to make an informed decision.


Project scheduling software tools provide users with a way to synchronize, manage, organize, and optimize timeline-sensitive projects and milestones.

The core function of scheduling software is the schedule itself, and the ability to plan timeframes, asset allocation, routes or workloads, and otherwise set (and then monitor) deadline-specific expectations across a whole team.