Project.co and MeisterTask 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 Project.co workflow as follows:
Dashboard > Projects > List > Tasks > Subtasks
- Dashboard: A combination of various elements like projects, templates, tasks, etc., for quick access.
- Projects: A space to view either all projects regardless of assignment or projects specifically assigned to you.
- List: A series of tasks in a clear and linear format. Select multiple views, such as Calendar, Scheduler, or Kanban.
- Tasks: A collection of tasks within projects, each containing further details like attachments, comments, subtasks, and more.
- Subtasks: Granular action items within each task, which you can create by dragging and dropping tasks or through other methods.
In MeisterTask, you can organize your workspace with the help of an easy-to-understand Hierarchy.
Dashboard > Project > Section > Task > Subtask
- Dashboard: A personalized overview of all your Projects (unique for every user).
- Project: Core workspace where you can organize and visualize your Projects.
- Section: Divide Projects into sections to categorize Tasks and represent different workflow stages.
- Tasks: Actionable deliverables that can be assigned to individuals or groups.
- Subtasks: Break down complex tasks into smaller manageable parts.
Project.co comes with the following default views:
- List View: Display items in a list and sort, group, edit, or reorder them easily.
- Cards View: Visualize all items assigned to each team member to assess their capacity.
- Calendar View: Display items as colored blocks based on the start and due date.
- Scheduler View: View items on a timeline and group them by project, status, date, assignee, etc.
- Kanban View: View items in columns and group them by any field so you can track progress through different stages.
MeisterTask allows you to see your work with these eight views:
- Dashboard View: Get a personalized overview of all your Projects, Notifications, and Widgets with customizable backgrounds and drag-and-drop reordering.
- Project Boards: Organize and visualize Tasks related to a specific Project in your workspace with a color-coded column view.
- Kanban Boards: Visually track your team’s progress in vertical columns with the flexibility to drag and drop Tasks from one column to the next when their Status changes.
- Static Board: View sections of your Project organized by type instead of progress in a grid-style view.
- Timeline View: Monitor Projects and Tasks in a calendar view to identify bottlenecks and ensure deadlines are met — similar to a Gantt chart.
- Agenda View: Personal board unique to each user that lets you pin and organize your most essential Tasks from any Project in one place.
- Filter View: View only those Tasks relevant to your needs and avoid cluttering your Project boards by filtering your view by Assignees, Tags, Due date, Status, etc.
- Activity Stream: Stay up to date with all Project activities on the Activity stream. View all changes made to Tasks and Projects in real time.
3. Tasks & Subtasks
Create multiple or individual tasks for a clear view of the entire team’s work across all projects.
Tasks can provide a variety of information, like:
- Access (Creators, Collaborators, or both)
- Due Dates
- Task Description
Also, split tasks into smaller to-dos as subtasks within parent tasks.
You can create a New Task in MeisterTask and add a range of details to make your Task informative and easy to execute. This can include:
- Assignees and Watchers
- Due dates
- Custom Fields
- Task Relationships
You also have the option to divide the Parent Task into smaller, more manageable Subtasks. A Subtask can include:
- Due date
- Option to ‘Mark as Complete’
Create color-coded custom statuses to outline the workflow of your projects and tasks.
You can remove all existing statuses aside from Active and Completed. However, you can edit the name and color of the Active status.
The Task Status feature in MeisterTask lets you track and manage Task progress. Its default Statuses include:
However, you can create custom Statuses depending on your project’s needs and workflows. This can include common Statuses like:
- In Progress
Project.co doesn’t have native checklists for to-do items.
In MeisterTask, you can add Checklists to your Tasks to manage multiple to-do or action items within each Task.
You can create a new Checklist or use predefined Templates to save time and ensure consistency across Tasks.
You can also share Checklist items with Project members, using ‘@mentions’ to ensure effective communication and collaboration.
6. Task Templates
Develop task templates in Project.co so you don’t have to set up projects from scratch every time. Adjust fields like Status, Due Dates, and Account privacy settings.
Each template can contain tools like discussions, attachments, notes, and so on. If you don’t have a template, their templates gallery offers 30+ free templates.
In MeisterTask, you can create and use pre-set Templates for your Recurring Tasks.
Once the Template is created, it can be set to repeat Weekly, Monthly, or Annually, with the option to select a Start date.
You can customize Task details within this Template by adding:
- Task Name
- Checklist Items
- Due date
Assign projects, tasks, roles, etc. to individual members, entire teams, or groups of people with your Project.co account.
In MeisterTask, you can delegate Tasks to your team members and collaborators by adding Assignees.
You can assign Tasks to any collaborator, either from the Task window or directly from the Project Board view.
Set your Project.co tasks to High, Medium, and Low levels — visualized by different colored flags on each task. Creator Plus and Creator Admin users can also set up custom priorities.
Set customizable Priority levels for each Task by adding color-coded Tags and Labels to your Tasks.
You can create and assign Tags to each Task in MeisterTask to specify custom Task priority levels and use colors to represent priority levels – High, Low, or Medium.
Project.co doesn’t have native automations.
In MeisterTask, Automation applies to the entire Project Section and affects all the Tasks in that Section.
You can add multiple Automations to a Section and decide their execution order.
MeisterTask offers 11 different Automations, which include:
- Assigning Tasks
- Changing the Task Status
- Moving Tasks to another Project
- Updating a Due date
- Starting or stopping Time tracking for a Task
- Adding or removing Tags from a Task
- Adding a predefined Checklist
- Automating Recurring Tasks
- Sending Emails to Project members, Assignees, or others
- Sending messages to Slack channels
- Alerting your Office365 team about a New Task.
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
Set start and due dates for your Project.co projects, tasks, and subtasks.
In MeisterTask, you can set the Start and End dates to assign Due dates to your Tasks directly from your In-task Calendar.
These Due dates are visible on your Project Board, and when a Task is due, it’s highlighted in orange with a “Due Today” Label.
2. Time Estimates
In Project.co, you can add time estimates for how long a task or project will or should take. You can also use charts to see the difference between time allocated and actual time spent on tasks.
Only Creator Plus and Creator Admin roles can delete and edit allocated time on projects.
In MeisterTask, you can assign a specific time frame to each Task and Project on the Timeline to specify how long each Task will or should take.
During the planning phase, you can modify the Start and End dates or remove them from the Timeline if the deadlines are tight or priorities change.
3. Time Tracking
Use Project.co’s manual timesheets or its in-built timer to record how long each project and task takes. Creators and higher-level roles can manage time entries.
You can use MeisterTask’s native time tracker, displayed as a Time-tracking Widget on your Dashboard, to track the time you and your team members spend on a Task.
With MeisterTask’s Time Tracker, you can:
- Enable and Disable time tracking for specific Projects
- Easily start and stop the Time tracker for individual Tasks
- View time-tracking information in the background via Line graphs or Tables
- View each team member’s Time Slips as time is recorded transparently
- Manually add/ edit your recorded time
- Export time tracking data in CSV or Excel format
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
Project.co doesn’t have features to set goals and milestones.
MeisterTask has no native goals and milestone tracking feature.
Project.co has a welcome dashboard that allows you to quickly access different elements you’ve created or been invited to.
These elements include:
Within each project dashboard, you can add and embed files from other tools like YouTube, Google Docs, Figma, and more.
The MeisterTask Dashboard is the central hub for managing your Tasks and Projects.
The Sidebar, positioned on the left of the Dashboard, lists all your current Projects (excluding Guest projects) and lets you:
- View your Active Projects
- Filter Projects
- Create New Projects
- Organize your Project list into Groups
- Import Projects
- Access your Agenda
- Generate Reports
- Open MeisterNote
You can also customize your Dashboard by changing the background and reordering the arrangement of your Projects on the Dashboard.
3. Gantt Charts
Project.co has a Gantt chart view that allows Creators to set up task dependencies and move multiple tasks simultaneously.
MeisterTask offers a feature called Timeline, which works like a Gantt chart.
Using the Timeline feature, you can:
- Visualize Projects and Tasks in a calendar-based format
- Add/edit Task Start and End dates
- Assign Tasks to your team members
- Monitor your Task and Project Status in the workflow
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
In Project.co, account administrators or higher-level users can create groups for each client company, department, and team and assign members to the appropriate group.
Groups serve as filters for projects, tasks, payments, and time. If you add groups to any one of these elements, you can then filter them by their allocated group. This helps you with time tracking, invoicing, and understanding who is responsible for which projects.
Users with a Collaborator (or Collaborator Plus) role can invite people to their groups, but they can only add people to their own group.
In MeisterTask, admins can create User Groups within their teams.
If you have a large team, you can create User Groups to share Projects and Notes with specific departments, regional offices, leader groups, teams, or sub-teams within your organization.
You can also send messages to multiple users in a group by using ‘@-mentions’ to tag a User Group.
2. Permission Levels
Project.co offers five user roles (Collaborator, Collaborator Plus, Creator, Creator Plus, and Creator Admin), each with its own set of permissions. Assigning one of these roles allows you to:
- Set different levels of visibility, from organization-wide to invite-only access.
- Choose which users can define roles for the people they invite.
- Select Creator Admins who can access all account settings.
- Choose who can create projects, manage tasks, or view notes.
- Decide whether members can modify or delete groups, time entries, and payments.
In MeisterTask, you can assign different Roles and Permissions to collaborators on your Projects to decide which users can access certain privileges and restrict the others.
There are five Roles with different Permission levels in MeisterTask:
- Project Administrator: Has complete control over Tasks and Projects.
- Project Member: Can change Task settings but not Project settings.
- Guest: Has limited access and can only see Tasks assigned to them or Tasks they are mentioned in.
- Commenter: Can view Projects and add Comments but can’t make changes.
- Viewer/Read-only: Can only view Projects and read Comments without editing rights.
3. Guest Users
The Collaborator role in Project.co is ideal for external users because it grants them limited access to specific projects or tasks, enabling collaboration while maintaining your control over sensitive project information and overall system security.
In MeisterTask, you can collaborate with external users by assigning them a ‘Guest Role’.
Guests have limited access and can only edit and view the Tasks that have been assigned to them or Tasks they are mentioned in. They can:
- Update Task descriptions
- Add Attachments
- Create Checklists
- Add Comments
- Assign Tasks
- Mark Tasks as Done
However, Guests can’t remove Task Watchers. Plus, all Project details are hidden from them to ensure external collaborators don’t get access to sensitive information.
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 role in Project.co can add comments, create threads, react to comments with emojis, use @mention to notify people, and reply in-app or by email. However, Collaborator and Collaborator Plus roles can’t edit or delete comments.
The Comments section in MeisterTask lets you communicate and share Task-related information with your team members.
You can add Comments to exchange ideas, link attachments, and notify team members of important updates by mentioning them using the ‘@ key’.
You can also reply to Comments by other users in a thread, add an Emoji reaction, or Edit and Delete your Comments.
2. File Management
You can attach images and documents to projects, tasks, discussions, and notes so assignees have everything they need to collaborate efficiently.
MeisterTask allows you to attach files or notes to any Task by dragging and dropping them in the Task window. This makes it easy to share documents with collaborators.
You can also mark these attachments as ‘favorites’ or share them with other users to ensure everyone can access the necessary information.
You also have the option to rename, download, or delete your files.
Receive in-app or email notifications for invitations, comments, mentions, assigned tasks, changes to tasks, and payment success in your Project.co account.
When logged in, users don’t receive email notifications straight away to reduce email overload. Instead, you’ll receive an in-app notification. All users can set their notification preferences in settings.
In MeisterTask, you can receive In-app and Email Notifications to stay up to date on your Project or Task progress.
You’ll receive an In-app Notification when:
- You’ve been invited to collaborate on a Project
- You’ve been assigned a New Task
- You’ve been Tagged on a Comment or Checklist item by another user
- A Task you’re watching has been modified
- A Checklist item has been added to your assigned Task
- Another user leaves a Comment on a Task you were assigned to or are monitoring.
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
- Knowledge Base: Pages providing written guidance and information on Project.co’s features.
- Community: Pages for community engagement and support.
- Inspiration: Pages with examples of different ways to use Project.co.
- How-To Videos: More detailed videos explaining specific features and processes.
- Contact Support: 24/7 Live rep, Chat, Email, Phone.
- MeisterTask Academy: Informative courses and videos to improve productivity
- Tutorial Videos: Quick YouTube tutorial videos on the basics of how MeisterTask works
- Communities: An interactive community of 5000+ MeisterTask users
- Help center: Find answers and get details about all tool features
- Customer support: Contact the support team via email or phone, ask questions in the Meister community, and get expert consultations
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: Chrome (Desktop and Android), Firefox, Microsoft Edge, Safari, Brave
- Desktop: Mac, Windows
- Mobile: iOS, Android
- Browser: Google Chrome, Mozilla Firefox, Safari, Opera, Microsoft Edge
- Desktop: MacOS (10.9 Mavericks+), Windows (7+)
- Mobile: iOS (15+), Android (8.1+)
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.
Project.co has two pricing plans:
- Free: Unlimited tasks & collaborative notes, 1GB storage total, six tools per project, and more.
- Paid ($8/user/month): Everything in Free plus unlimited tools per project, 20GB file storage (per user seat/account), 100,000 AI tokens (user/month), and more.
MeisterTask has the following pricing plans:
- Basic (free forever): Basic task management features for one user, lets you add unlimited team members, access customizable Project Boards, etc.
- Pro ($8/per user/month): Everything in Basic plus External sharing, unlimited Projects and Notes, Agenda, unlimited Integrations, Automations, Private Projects, etc.
- Business ($14.50/per user/month): Everything in Pro plus Subtasks, Timelines, Roles and Permissions, Custom Fields, Priority email/phone support, and Security restrictions.
- Enterprise (Contact sales for pricing): Everything in Business plus Tailored pricing options, dedicated Account Manager, personalized Onboarding Assistance, etc.
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.
Project.co is a versatile project management tool, most suitable for smaller businesses.
Compared to other project management tools, Project.co stands out for its user-friendliness, offering an intuitive interface and features.
However, its simplicity may not be suitable for companies with more intricate processes. For example, it offers only a limited selection of views and lacks dashboard widgets, recurring payment options, native automation, task checklists, and goal or milestone tracking. As a result, it might not fulfill the advanced requirements of large-scale operations.
On the positive side, Project.co provides robust controls for managing extensive teams, enabling seamless collaboration, project monitoring, and data security. Additionally, small teams can significantly expand the tool’s functionality for a very affordable $8/user/month.
Overall, Project.co serves as a dependable organizational hub, especially for smaller companies. While it may not match the feature richness of some competitors, its flexibility and ease of use make it a valuable choice in the realm of project management tools.
MeisterTask is a Task and Project management tool known for its intuitive interface and flexible task organization system.
Its strength also lies in its user-friendly interface, extensive Integrations, Automations, and task management features like Kanban Boards, Checklists, Priorities, etc.
However, while MeisterTask excels in these areas, it does have its limitations.
MeisterTask may not be the best choice for complex projects as it lacks a native goal and milestone tracking feature, making it difficult to track project goals and task milestones. Additionally, it limits collaboration since you can only assign one user per task, restricting teamwork across users or teams.
The most commonly reported shortcoming of this tool is that most of its advanced features aren’t available for users who don’t use Business and Enterprise subscription plans.
Some of these features include:
- User Groups
- Roles and permissions
- Exporting time data in CSV and Excel format
- Customer support (via phone and email)
This restricts user’s functionality and isn’t a budget-friendly choice for smaller teams or individuals with limited budgets.
So, before deciding on MeisterTask, consider your project needs and budget to see if it’s a good match for your team.
That said, even with its limitations, MeisterTask stands out as a user-friendly and comprehensive project management solution, making it a strong contender in the project management space.