Project.co and Workzone 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.
Organize your workspace with the help of Workzone’s simple hierarchy.
Welcome Page > Workspaces > Projects > List > Tasks > Subtasks
- Welcome Page: A default welcome page you can tailor to each user role, containing elements such as Documents, Projects, Requests, Calendar, and Reports.
- Workspaces: A collection of folders or buckets under which you store work, letting users access the content most important to them.
- Projects: A series of projects most relevant to a specific user role.
- List: An organized view of all tasks within a particular project or category.
- Tasks: A series of actionable deliverables that represent different aspects of a project.
- Subtasks: A collection of deeper subtasks contained within parent tasks.
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.
Workzone allows you to see your work with four views:
- List: Display items in a list, the default view of your main projects and the tasks within them. You can filter projects and tasks by status.
- Board: Visualize and organize work items using a customizable Kanban-style board with drag-and-drop functionality.
- Calendar: Schedule, organize, and track events or project tasks by client or department in a date-based format. You can combine separate calendars into a master calendar for the whole organization.
- Gantt: Use the Gantt view for a visual overview of the start and end dates within a project.
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.
Create tasks within Workzone to organize projects into multiple phases, activities, and groups at different levels.
When adding tasks, you can add the following details:
- Due Dates
- Task dependencies
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.
Within the status column, a faded-gray checkbox transforms into a green check mark, indicating the task’s completion.
You can also adjust completion percentages for individual tasks and subtasks to reflect progress. Workzone will use these percentages to calculate overall project progress.
Projects and phases that slip behind schedule are automatically flagged with triangular colorful caution symbols in place of the green check mark. Yellow symbols represent late subtasks, while red symbols represent late summary tasks.
Project.co doesn’t have native checklists for to-do items.
Each user gets an automatic To-Do List, providing a focused view so you can organize work across projects.
You can sort to-do items by date and customize views for users, groups, and individual or multiple workspaces. It also allows you to update task details directly from the list.
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.
Capitalize on past success with time-saving and reusable project or task templates.
Each template can contain the following items:
- Due dates
Assign projects, tasks, roles, etc. to individual members, entire teams, or groups of people with your Project.co account.
Assign workspaces, documents, tasks, and more to individual team members or groups of people.
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.
Assign tasks a numerical value ranging from one to ten to indicate their importance or urgency, with one representing the highest priority.
Project.co doesn’t have native automations.
Workzone offers automated To-Do List updates, notifications, and Calendar events.
Set up triggers to receive automatic email alerts for various task activities, such as:
- Project field updates
- New tasks
- Upcoming deadlines
- Late tasks
You can also create recurring events on a weekly, monthly, or yearly basis in Workzone’s Calendar.
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.
Keep on top of task and project deadlines by adding due dates. If you shift the date for any task, the dates for all dependent tasks will move accordingly.
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.
If enabled, the work column will provide time estimates for how long tasks will or should take. This feature lets you generate reports comparing the time spent on tasks against budgeted hours.
Additionally, Workzone can calculate new dates and durations if you make changes to any relevant fields.
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.
Workzone’s native time tracker feature allows you to measure how long specific tasks take and ensure accurate timelines. However, if you want to manually record time, Workzone offers task timesheets so responsible users can input and track hours.
Additionally, you can track projects with or without billable time, meaning you can differentiate between internal and client-related projects.
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.
While Workzone doesn’t have goal tracking, you can use milestones to track key project phases and stay on track. View progress percentages, deliverables, assignees, and critical evaluation points within your project plan.
You can also filter projects to show milestones exclusively, allowing you to share project progress with anyone who doesn’t need in-depth visibility.
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.
Workzone dashboard reports provide quick insights into completed or active project and task data. You can visualize this information in donut or bar charts based on workspace, status, or assignee.
Customizable dashboards are an Enterprise-only feature that includes further options like table, donut, bar, column, and line charts.
You can also generate workload reports with metrics like user capacity, user availability, assigned tasks, workload, and utilization, which you can filter by timescale, group, or completion.
3. Gantt Charts
Project.co has a Gantt chart view that allows Creators to set up task dependencies and move multiple tasks simultaneously.
Workzone’s interactive Gantt charts let you:
- Build, view, and edit project schedules directly on the timeline
- View assignees, progress, and task dependencies
- Drag and drop bars to adjust start and end dates
- Sort by timescale (Weeks, Months, Quarters, or Years), dates, and priority
- Draw lines between tasks to create dependencies
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 Workzone, Administrators can set up user groups to include a set of team members or individuals outside of your organization. However, you can only assign user groups if every member of the group has access to the task or project.
You can also @mention users with access in messages or comments.
Note: You can only have ten users maximum per project or task.
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.
Workzone allows you to set different permission levels for team members with five roles: Partner Users, Reviewers, Contributors, Managers, and Administrators.
This lets you:
- Select Administrators who have full access to everything and control user access.
- Choose which workspaces users can access and what they can do or access within them.
- Define user capabilities, including the ability to create, modify, or delete items, documents, tasks, and users.
- Specify who can view, add, and manage items within folders, documents, calendars, and projects.
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.
The Partner User role is well-suited for external users, because it ensures they can only manage the documents, tasks, attachments, etc. you assign to them.
Managers and Administrators can also create screening rooms in Workzone to provide guests with access to important files.
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.
You can leave comments on each project task and document. Keep the whole team in the loop with organized, time-stamped logs of all important discussions.
You can @mention users with access to the same item or area you’re typing in.
2. File Management
You can attach images and documents to projects, tasks, discussions, and notes so assignees have everything they need to collaborate efficiently.
File sharing in Workzone is a seamless and secure process.
Users can easily upload files by dragging and dropping them from their desktop into projects, tasks, or documents. You can also send email alerts for updated files, approvals, or comments.
Furthermore, Workzone allows for precise control over folder or document permissions, ensuring that each individual has access only to the information that is relevant to them.
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.
You can set up a variety of automatic notifications for newly created tasks or to remind users when work is due.
Whenever you assign new tasks to a user, Workzone sends emails to them. Administrators can customize whether or not users receive notifications.
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.
- Product Tour: Guides that walk you through the basics of using Workzone.
- Knowledge Base: Articles and resources that offer in-depth information and solutions for various aspects of using the product.
- Resources: Collection of pages, such as FAQs, best practices, webinars, and more.
- Professional Services: Premium support and hands-on help from the Professional Services team.
- How-To Videos: Short videos explaining specific features and processes.
- Customer support: 24/7 Live rep, Chat, Email, Help Desk, Phone.
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: Chrome (Desktop and Android), Firefox, Microsoft Edge, Safari
- Desktop: Mac, Windows, Linux
- Mobile: N/A
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.
Workzone has the following pricing plans:
- Team ($24/user/month): Unlimited project and task management, 100GB storage, advanced reporting, and more.
- Professional ($34/user/month): Everything in Team plus 150GB storage, custom project intake forms, enhanced time-tracking controls, and more.
- Enterprise (Contact sales for pricing): Everything in Professional plus single sign-on (SSO), public access forms, advanced reporting, custom project and task fields, and more.
Note: Contact the sales team for a demo or free trial.
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.
Workzone is a robust platform that caters to a wide range of teams, particularly small and medium-sized businesses. Its feature-rich paid plans offer comprehensive solutions for effective project management.
Balancing sophistication with simplicity, Workzone offers user-friendly and intuitive features like personalized to-do lists, precise time estimates, and efficient time tracking.
Additionally, Workzone’s real-time status alerts and in-depth workload reports are ideal for users who require advanced automations and analytics. With several visualization methods, this tool is a solid choice for handling complex projects, streamlining workflows, and promoting effective communication across departments.
That said, it’s worth noting that Workzone is strictly a web-based tool and doesn’t currently offer a dedicated mobile app. This lack of mobile support may hinder productivity for companies seeking a seamless workflow across devices.
Although geared primarily toward SMEs, Workzone doesn’t provide a free plan that you would expect for smaller teams. Furthermore, it limits views and lacks custom dashboards and fields, which are Enterprise-exclusive features.
Altogether, Workzone is user-friendly and adaptable, catering to teams with varying levels of experience. While it has its limitations, its overall simplicity and functionality still make it a valuable choice for many organizations.