ClickUp and monday are two of the most popular project management tools available today.
But how do they stack up against each other?
Which one manages tasks better?
Which one helps you allocate resources more effectively?
Which one is more affordable?
Discover all the answers in our detailed comparison guide.
A. Project and Task Management
Get. Things. Done.
You and every project manager likely live by those words.
It’s also the heart and soul of any project management software.
This is why, before anything else, you must evaluate a tool’s ability to help you manage your tasks and projects.
Features to look out for:
- Project structure: A simple, intuitive way to organize work and toggle through multiple projects, tasks, boards, etc.
- Views: Board, list, timeline, Gantt, and other types of views that let you visualize various types of information within each project.
- Tasks & subtasks: Dedicated spaces offering the ability to drill down to the smallest level of actionable detail about each project item.
- Statuses: Effortless ways to communicate the exact progress of each task, board, project, etc.
- Checklists: Quick to-do lists for each task so things don’t fall through the cracks
- Task templates: Easy-to-copy templates to create identical tasks at scale across multiple projects.
- Assignees: The ability to assign tasks, boards, or projects to individual team members, groups, or even teams.
- Priorities: A way to communicate the urgency level of each task, subtask, or project.
- Automations: Trigger-based (if X happens then do Y); ways to automate repetitive actions such as notifications, comments, status updates, etc.
1. Project Structure / Hierarchy
Organize your workspace with the help of an easy-to-understand Hierarchy.
Workspace > Space > Folder > List > Task > Subtasks
- Workspace: The team that your ClickUp account is affiliated with
- Space: Various categories, each representing projects, teams, high-level initiatives, clients, etc.
- Lists: A collection of tasks within a particular category under a Space.
- Folders: Optional ways to zip various Lists together so you can spot them easily.
- Tasks: Actionable deliverables that can be assigned to individuals or teams.
- Subtasks: Granular action items within each task with the option to create nested subtasks.
Use monday’s clean folder system to help everyone find relevant projects and tasks easily.
Workspace > Folder > Sub-folder> Dashboard/Board/Workdoc
- Workspace: A space shared across the account that contains all the folders, sub-folders, boards, etc. You can create multiple workspaces.
- Folder: Groups all dashboards and Workdocs within a Folder to reduce clutter. You can use a Folder each for a project, department, team, etc.
- Sub-folders: Add another level of organization within each Folder.
- Boards: A visual overview of the project where all team members can collaborate on day-to-day tasks within a Folder/Subfolder. Toggle between multiple views, such as List, Calendar, Timeline, etc., to change how your project is displayed.
- Items: Individual action items — represented as rows on the Board — that can be assigned to individuals or teams.
ClickUp allows you to see your work with these 11 views:
- List: Displays all tasks in a Space, Folder, or List, with their crucial details, grouped by task status in a list-based format.
- Board: Visualize task progression based on status and shift tasks within your workflow by dragging and dropping on a Kanban-style board.
- Calendar: Your hub for planning, scheduling, and resource coordination in a calendar format. Sync with your Google Calendar and more.
- Team: View individual capacity, completed tasks, and Sprint points per person in a box format.
- Gantt: Use the Gantt view for project planning, time management, and deadline setting.
- Activity: See a list of activity updates and who did what within a Space, Folder, or List.
- Timeline: Prioritize, organize, and collaborate seamlessly on projects with an overview of task timelines.
- Workload: Visualize team capabilities and oversee resources.
- Mind maps: Create visualizations of workflows, hierarchies, and task Dependencies.
- Map: A clear visual of task locations, helpful if you have a remote team or clients in different areas.
- Table: Spreadsheet-style overviews of tasks with custom fields for details like task progress, attachments, priority, and more.
monday offers 12 ways to visualize work:
- Chart: Users can create various reports using different chart types to analyze their workflow.
- Gantt: This flexible view displays milestones and dependencies between items, providing a clear overview of projects and associated tasks.
- Calendar: See all tasks with a date/timeline in a calendar format, customizable by day, week, or month.
- Workload: This view shows how work is divided among team members, indicating who’s got their plate full.
- Table: Provides a filtered view of the board’s main table, which you can customize to show information by person, status, column, or group.
- Kanban: Use the Kanban project management technique to prioritize tasks and balance demands with available capacity.
- Form response: Converts boards into forms to collect information from contacts as new items.
- Cards: Displays all items assigned to each team member to assess their capacity.
- Files: Manages all files in one place, offering a consolidated, gallery-like view of board files.
- Blank: A customizable space where users can choose multiple widgets to display on one page, similar to a dashboard.
- Map: Use the map view to manage your location logistics.
- Timeline: Offers a visual representation of project timelines.
3. Tasks & Subtasks
Create Tasks to indicate minute, actionable aspects of the project.
Add rich detail to each Task with the help of:
- Task descriptions
- Due Dates and Time Estimates
Track tasks within a workflow by creating items on a project board.
When you add an item, you can add information such as:
- People who will work on it
- Due dates
You can also add subitems to break each task down further.
Develop Custom Statuses at Space, Folder, and List levels to indicate the team’s workflow. Default statuses include Active, Done, and Closed. You can add as many types of color-coded statuses as you want.
Customize the Status Column labels according to your workflow.
Click the ‘+’ sign on the top right of each Status label to leave a comment with details about status changes.
Create a nested Checklist for to-do items within a Task. Assign Checklist items to multiple team members.
Add a Checklist in the Update section of each item.
Items containing Checklists show a small tick mark icon to indicate how many Checklist items are currently completed.
6. Task Templates
Generate Task templates from live Tasks to suit your workflow and save time. Apply these templates to all Tasks in a List.
Each template can contain:
- Due dates
- Comment attachments
- Time Estimates
- Task statuses
- Start date
- Recurring settings
- Custom fields
- And more
monday’s item default value lets you set specific values that will be applied to all new items or tasks on a board.
Once set up, you’ll see a pop-up that lets you set default values for:
- Phases 1, 2, and 3
- Time estimate
Assign Tasks, Comments, and Checklist items to individual team members, a group of people, or an entire team.
Designate ownership by assigning a team member, multiple team members, or even entire teams and sub-teams to an item on the board.
Set tasks to Urgent, High, Normal, and Low Priority levels — visualized by different colored flags on each task.
Add a Priority column and choose between high, medium, and low priority for each item on the board.
ClickUp natively offers 100+ Automation rules consisting of Triggers and Actions to automate repetitive Tasks. You can also create custom Automations and set up automatic Recurring Tasks.
monday allows you to create custom automation rules with triggers, conditions, and actions. Alternatively, pick a rule template from the library to fill in and apply to your boards. The rules also allow for automations between boards.
You can also automate recurring tasks by time period.
B. Time Management
Time is money for a reason.
The right software can be the difference between pinching pennies and raking in the big bucks.
Effective project management software offers effortless time management features to help you befriend the clock.
With the right one, expect to keep all your tasks running as scheduled and meet your deadlines with ease.
Features to look out for include:
- Due dates: Communicate expected delivery dates.
- Time estimates: Make capacity decisions based on how much time each task or project is expected to take.
- Time tracking: Measure productivity with accurate time consumption data for each team member.
1. Due Dates
Stay ahead of task and project deadlines by adding due dates.
You can add and edit due dates on tasks, subtasks, and entire lists.
You can add due dates to monday items by adding a date column and selecting a date. You can also customize the column with deadline mode to visualize task progress by time or set up reminders.
2. Time Estimates
You can add a time estimate for how long a task will or should take. However, the workspace owner or admin needs to enable the feature for you to use it.
monday doesn’t have a dedicated time estimates feature. However, you can set time estimates for items in a list by adding a number column, naming it time estimates, and noting the estimated time.
3. Time Tracking
You can use ClickUp’s native time tracker to measure how long each task takes to plan timelines accurately.
You can also stop the timer to return to the task later and open a detailed log to see who tracked time for a task and when.
monday’s native time tracking widget tracks the time spent on tasks for projects. It shows you the total time spent on tasks across one or more boards — both on an individual level (for the people assigned) and for the entire team.
What you can’t measure, you can’t improve.
Reporting and analytics features can help you track real-time progress, monitor key metrics, and sniff out bottlenecks like a detective.
Armed with these insights, your team can stay ahead of the curve no matter the situation.
Expect better resource management, superior deadline compliance, and a more focused and decisive team.
Features to look out for include:
- Goals and milestones: Record targets for the whole team to see and work towards.
- Dashboards: Visualize data from all corners of the team into a user-friendly, interactive interface.
- Gantt charts: Keep your plans flexible with Gantt charts that allow you to adjust timelines based on changing resource availability and task completion ratio.
1. Goals & Milestones
Goals in ClickUp allow users to visualize and edit Goals and their targets alongside team metrics on Dashboards.
- See your Goals’ progress percentages, target numbers, owners, and last update details.
- Sort, filter, duplicate, refresh, and delete Goals.
- Control who has access to see your Goals.
Set up OKR boards using monday board templates and track your goal progress.
monday also offers a Goal Widget you can add to your dashboard, which lets you:
- Choose a board to base your goal on.
- Set a goal target (sum or average).
- Select a column to calculate your goal.
- Get goal progress updates.
ClickUp has a Dashboards Hub that allows you to quickly locate and access different Dashboards you’ve created or been invited to.
Create custom dashboards to:
- Track progress
- Time tracked
- Sprint performance,
- Custom, and more.
Customize them with charts, calculation fields, tables, and embedded external apps (E.g., Figma, YouTube, Google Sheets).
monday’s dashboards offer a consolidated view across boards, aiding in monitoring project progress, budget tracking, workload estimation, and more.
Add widgets to your dashboard to process and display data from any boards.
- Progress batteries
- Number column overviews
You can further customize your dashboards by:
- Turning live data on or off
- Filtering by boards, groups, columns, and advanced filters
- Expanding the view for full-screen or TV mode
- Toggling between dark and light mode
- Setting up email notifications for updates
3. Gantt Charts
ClickUp’s Gantt charts let you:
- Create, delete, and edit Tasks and Subtasks on the timeline.
- Drag and drop to reschedule groups of Tasks.
- Sort tasks by Assignees, Dates, Priority, and more.
- Draw lines between Tasks to add and visualize Dependencies.
- See a progress percentage of completed Tasks compared to Tasks in the group.
- Select multiple Tasks and edit them simultaneously.
- Set color codes on your chart by Task Statuses, Priority, or List.
- Set Milestones and display them as diamonds on your chart.
monday’s Gantt view allows you to:
- Choose which timeline, date, or week column you want to display.
- Display your items by group, board, or column.
- Label your items by group, item name, owner, status, and more.
- Color your chart by group, column (E.g., status), or board.
- Drag and drop to reschedule items and their dependencies.
- Take a baseline snapshot of your project to compare against future progress or delays.
- View your chart in days, weeks, months, quarters, or years.
- Set milestones and view them on your chart as diamonds.
D. User Management
Software, features, and other tech things aside, the real heroes of any project are your team members. So make sure to pick the kind of project management software that puts them front and center!
How do you do this?
Look for software that knows what different team members need and helps you deliver the right experience.
Features to look out for include:
- User groups: Create internal teams representing various departments, functions, or projects.
- Permission levels: Grant different access levels depending on the users’ information requirements and the company’s security concerns.
- Guest users: Invite team members from other companies/teams to collaborate with your team without compromising on confidential data.
1. User Groups
As a Workspace owner or admin, you can set up Teams that can include a select set of team members — including Guest users.
You can adjust their permission levels and share Folders, Lists, Tasks, Checklists, Dashboards, Goals, and Docs with the Team in one go.
Users can also @mention Teams in comments, assign them comments, or add them as watchers.
Create a Team by adding users working on or cross-collaborating over a shared goal or project. Team members can also request to join these teams.
However, you cannot add guest users to a Team.
@mention these Teams in Updates, assign them items or projects, and add them to boards.
2. Permission Levels
Choose to give members access to View only, Comment, Edit, or Full access. Protect important information by making Spaces, Folders, Lists, and Tasks private.
Adjust permissions for workspaces, boards, dashboards, and even columns.
3. Guest Users
Collaborate with external users by giving them Guest access and sharing only the most relevant information.
Invite Guest users to view or edit multiple Boards shared with them.
In project management, collaboration and communication are like a ballroom dance — if everyone isn’t in sync, you’re just stepping on each other’s toes!
A project manager should encourage their team to be on the same page regarding everything happening on the project. This could involve regular meetings, periodic status updates, shared checklists, etc.
But things can get tricky when you add different team structures (remote, hybrid, distributed, etc.).
The trick is to balance ‘informing everyone’ with ‘over-communicating.’
The solution is to forge a shared space where the whole team can contribute without hampering individual productivity. Picking a suitable project management software is the first step toward achieving this goal.
Features to look for include:
- Comments: Simple ways to send feedback or discuss a task or project.
- Threads: Keep all relevant comments in a single thread.
- Tagging/@mention: Mention a team member on a task, in comments, or in any shared space to notify them.
- Sharing tasks: Share tasks with relevant team members for efficient collaboration.
- File management: Attach and store files, create and annotate documents, etc., for ready access to project documentation.
- Notifications: Customize how team members receive notifications.
1. Comments, Threads, & Tagging
Any ClickUp user (who has comment access to a particular task or item) can leave comments and create threads. Use rich text formatting, @mention to notify people, and react to comments with emojis.
Additionally, instantly turn comments into tasks by assigning them to team members.
Share links to comments to improve the discoverability of conversations.
Open any item you wish to communicate on, go to the Updates section, and leave a text message or @mention a team member, multiple people, or a team. People can respond to the update in text, gif, attachments, or leave an emoji reaction.
2. File Management
Attach documents and images to tasks for better task collaboration.
Add Comments to images, PDFs, and videos. Turn your feedback into Assigned Comments for members to execute as Tasks.
Add a File column to your board. Click inside the cell to attach files to specific items. Once uploaded, the File column will mention the files attached to items.
Click images, PDFs, and video files in the File column to start annotating. Leave feedback in comments, @mention your team members, and resolve comments.
Stay organized with notifications grouped by nature — E.g., newly created Tasks, Task status changes, Tasks assigned to you, etc.
Never forget about any notifications. Respond to or Assign Comments, set reminders, copy comment URLs, and more, right from the notification tray.
Customize whether or not (and where) you receive notifications for specific actions.
Notify team members with in-app and email notifications on important updates. Use monday’s ‘automation recipes’ to notify someone based on preset trigger actions.
F. Customer Support
Individual users in smaller teams often face a steep learning curve with most project management software.
In their case, having access to responsive support executives and a wealth of helpful resources can make a significant difference, turning a frustrating experience into a positive one.
However, customer support is just as crucial for larger teams.
Even if these teams initially received thorough onboarding and training, their needs and use cases tend to evolve over time. Continuous and adaptable customer support becomes essential to address these changing needs effectively.
With adequate customer support, you can:
- Derive maximum value from the app with the help of professional guidance whenever required
- Ensure your team is making full use of all the features you’re paying for
- Learn from case studies of other teams using the same software
- Expand your use cases with time
- Learn about the features your team uses the most and avoid spending on those you don’t need
- Solve minor issues on your end by going through help resources
- Get hands-on support when you get stuck
- Keep a record of all your complaints and feedback for the platform to aid future buying decisions
- Send feedback to the app’s developers so they can design the features you most desire
Features to look for include:
- Detailed knowledge bases and documentation to aid DIY solutions to common issues
- Case studies, templates, guides, and other resources
- Easy access to resources for all types of users — free or paid
- Async support executives to cover for the time difference
- Live agents who can respond via chat or phone
- Screenshots and recordings to display how the tool works
- Translations to resources in other languages, if needed
- ClickUp University: Interactive courses to improve productivity
- Demos: Quick videos on the basics of working on ClickUp
- Help Docs: Answers to questions about how the tool works
- Professional Services: Premium support and hands-on help from the Professional Services team
- Communities: A global community of other ClickUp users
- Customer support: 24/7 Live rep, Chat, Email, Help Desk, Phone
- Help center: Videos, articles, and more about monday
- monday academy: Free courses, webinars, live training
- Community: Platform discussions, announcements, feature requests, and community events with fellow monday users
- Technical documentation: Support to use the monday API
- Customer support: Email, Help Desk, Chat, 24/7 (Live Rep), Phone
- 24/7 support: Live chat, email, call
G. Platforms Supported
Distributed and field teams might not always be armed with laptops or computers.
But that doesn’t mean productivity has to stop.
With a mobile-friendly project management tool, the workflow keeps humming along, turning those smartphones into mighty workflow tools.
More reason to look into this?
If your company follows a Bring Your Own Device (BYOD) approach, your team members need the freedom to switch between various devices.
With support for all types of apps, you can:
- Ensure uniform access irrespective of device type
- Save on the cost of buying the same types of devices for the whole team
- Give all team members a chance to log work from anywhere, anytime
Features to look for include:
- App support for the latest Mac, Windows, iOS, and Android versions.
- Maximum coverage for all key features across devices
- Browser: Firefox, Chrome (Desktop and Android), Safari, Microsoft Edge
- Desktop: Mac, Windows, Linux
- Mobile: iOS, Android
- Browser: Chrome, Firefox, Safari, and Microsoft Edge
- Desktop: Mac, Windows
- Mobile: iOS, Android
Whether you have deep pockets or shoestring budgets, there’s project management software out there for every kind of organization.
But the confusing combination of features and numbers on pricing pages can make it difficult to choose.
Here are some easy tips for starters.
If you plan on buying the software subscription for just yourself or a small team that’s not likely to grow rapidly anytime soon — stick to the free plan as long as possible. Or pick the cheapest monthly subscription possible. These should cover most of your feature requirements comfortably in most cases.
However, if you expect to hire rapidly and grow to a sizable number, go for a plan that grows with you — ideally with a per-user rate that doesn’t add up exponentially.
Finally, most software offers flexible enterprise plans that let you cherry-pick your favorite features into a custom package. If you’re part of such a team, it’s best to contact the sales team and get the best deal possible.
ClickUp has the following pricing plans:
- Free: Unlimited tasks and members, 100MB storage, four views
- Unlimited ($10/user/month): Everything in free plus unlimited storage, integrations, and dashboards
- Business ($19/user/month): Everything in Unlimited plus Google SSO, unlimited teams, advanced automations, dashboards, and time tracking.
- Enterprise (Contact sales for pricing): Everything In Business plus white labeling, enterprise API, and VIP support.
monday offers these five pricing plans:
- Free: Up to three board
- Basic ($10/user/month): Everything in free plus unlimited items, 5GB storage, priority support
- Standard ($12/user/month): Everything in Basic plus Timeline, Gantt, and Calendar views, and 250 automations and integrations a month
- Pro ($20/user/month): Everything in Standard plus Chart view, time tracking, and 25,000 automations and integrations a month
- Enterprise (Contact sales for pricing): Everything in Pro plus advanced analytics, tailored onboarding, premium support, and security
I. Best Suited To
Picking the right project management tool is like finding the perfect pair of shoes. They must be a snug fit but also leave you some wiggle room to get comfortable!
In other words, the tool you pick must fit all your current needs and grow alongside your future requirements, too.
So make sure you’ve covered all bases in your research when picking project management software for your team.
One way to do this is to check what types of teams your choice serves best.
For instance, what works for a small software development team might not suit a large marketing agency.
When hunting for a PM solution, it’s vital to match the tool’s features and use cases with your team’s workflow. Tailor your search to find a tool with all the necessary features to manage your tasks and boost productivity.
ClickUp is a versatile tool most suitable for small to large teams.
The free plan is extensive and doesn’t limit the number of users, which is great for small businesses. Additionally, small teams can significantly expand the tool’s functionality for a very affordable $7/user/month.
The feature-rich tool offers over 15 ways to visualize work, making it suitable for agile teams and complex projects. But it’s also great for organizing text-based communication so your team can talk things through.
Also beneficial are its:
- Native Docs and whiteboards
- Goal setting features
- AI add-on
- Project templates
All in all, ClickUp is fairly balanced regarding user-friendliness and complexity, but there is still a learning curve for new users.
Moreover, if you’re the only person looking to use the tool, you could try looking for a simpler project management tool to avoid dealing with features you may not use.
One thing you’ll notice when you look at the monday app interface is colors, colors, colors. And they’re not just for aesthetics; they have function.
The tool aims to make it easy to understand project statuses at a glance without sifting through mountains of text. This way, project managers can get a high-level, big-picture view of all their processes in context.
Its main view is the grid or table form because it shows you more at once. However, there are also many different views and dashboards to help you oversee projects.
This app also does a lot more than just basic project management.
For example, it comes with:
- CRM and content marketing features.
- Reports about progress, productivity, resources, and capacity.
- Separate tools for software development teams and sales CRM teams
In short, monday suits companies of any size, from SMEs to enterprises. It supports various work types, such as sales, development, operations management, and HR.
It does lean to the more complex side of things, which can be a tricky adjustment for PM newbies. However, monday offers extensive support documentation and even daily webinars to help new users make the most of the tool’s features.