Project Insight vs GanttPRO: 2024 Comparison

Project Insight and GanttPRO 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

a. Project Insight

You can understand Project Insight workspace with the help of the following hierarchy:

Project Home > Project > Work List > Tasks > Issues

  • Project Home: First screen that gives you access to all Projects in your workspace.
  • Project: A dedicated space for all Project-related information.
  • Work List: Contains any Tasks, Issues, approvals, or assignments you’re currently working on and their status.
  • Task: Actionable items that need to be completed in order to complete the Project.
  • Issues: Independent to-dos that emerge during the course of a Project.

b. GanttPRO

Organize your workspace with the help of an easy-to-understand Hierarchy. 

Project portfolio > Project > Mileston > Task > Subtasks

  • Project portfolio: All projects are displayed on the same screen to give you a complete overview of all work in one glance.
  • Project: A sequence of tasks headed towards the same goal.
  • Milestone: Key, zero-duration events in a project’s lifecycle, showcased as diamonds.
  • Task: Specific to-dos that lead up to a milestone and comprise a project.
  • Subtask: Smaller to-dos that need to be completed in order to complete a task. 

2. Views

a. Project Insight

The default view to see your Tasks in Project Insight is a List displayed on your Work List page. But almost every page has Page Display Options that let you pick and choose what you want to view on the page.

b. GanttPRO

While a Gantt chart is its default view, GanttPRO lets you work with four more views. These are:

  • List: A table format displaying all tasks one after the other. 
  • Board: A Kanban-board-style representation of tasks categorized by their current statuses.
  • Portfolio: Make top-level changes across all projects in a single view. 
  • Dashboard: Add widgets to display key project metrics and other information. 
  • Gantt: A detailed timeline view containing all task details, such as deadlines, assignees, milestones, and more, to help you track project progress. 

3. Tasks & Subtasks

a. Project Insight

You can find Tasks in your Project Insight Work List. Each Task houses information essential for its completion, such as:

  • Status
  • Related Items (or files you can attach)
  • Comments
  • Time tracked so far
  • Location

A Task can have multiple Predecessor and Successor Tasks. This decides the order in which your team must tackle them and automatically calculates the Project timeline.

Each parent task is known as a Summary Task in Project Insight. These can be split into smaller to-dos in the form of a Child Task.

b. GanttPRO

Tasks in GanttPRO are steps to be completed as part of the whole project. You can set up the following four levels of tasks:

  • Summary tasks: A small group of tasks that forms a phase
  • Tasks: Stand-alone to-dos within the project
  • Subtasks: A smaller version of the task that leads to the completion of the summary task.
  • Milestones: A zero-duration task that marks a significant event in the project lifecycle.

But there’s more. You can break your tasks down into 16 levels. Each time you create a new level, the parent task turns into a summary task. GanttPRO automatically generates a Work Breakdown Structure (WBS) that indicates this hierarchy in appropriate bulleting. 

4. Statuses

a. Project Insight

Choose from one of the following default Statuses to indicate Task progress in Project Insight:

  • Not Started
  • Started 
  • In-Progress
  • Almost Done
  • Done

Besides these, you can add a column for Percent Complete that lets users indicate progress with percentages the Admin has set in a drop-down. 

b. GanttPRO

You can assign project statuses to indicate their exact position. 

The default statuses in GanttPRO are No status (cannot be deleted), On track, At risk, and Off track. You can edit their names and colors and even create new statuses.

Additionally, you can set one of the following default statuses for tasks: 

  • Open
  • In Progress
  • Done
  • Closed

Moving the status changes the progress percentage in the Progress field of a task, too. 

Use the Custom fields functionality to add and edit these statuses. 

5. Checklists

a. Project Insight

Project Insight doesn’t offer any native checklist feature.

b. GanttPRO

GanttPRO doesn’t offer any native checklists.

6. Task Templates

a. Project Insight

Task templates exist as part of Project Templates in Project Insight.

You can either craft a Project Template from scratch or save an existing Project as a Template in a folder. This will also save the structure and components of all its Summary (parent) Tasks that make it up.

If you wish to create a Task via a Template, you must access a Project Template and select the particular Task you want to recreate.

 

b. GanttPRO

In GanttPRO, you can create a project from scratch, add a bunch of tasks to it, add milestones and dependencies, and save it as a reusable template. The next time you use a self-created or GanttPRO’s default template, you can access the task template it contains too.

However, GanttPRO doesn’t let you create templates just for tasks.

7. Assignees

a. Project Insight

You can assign an entire Project to team member(s), which will end up assigning them all the Tasks within it too. You could also assign single Tasks to individuals or multiple team members.

b. GanttPRO

Once you add them to a project, you can assign tasks to people or virtual resources in GanttPRO. Virtual resources are either external teams, their members, or physical resources (for ex: materials) that can be added to your projects.

Here are ways you can assign tasks in GanttPRO:

  • Use the standard Assigned field in a task
  • Use task settings to Add assignee
  • Assign tasks in the My tasks tab
  • Draw the task bar and drop it to the required resource or person

8. Priorities

a. Project Insight

While you cannot add Priorities to individual Tasks in Project Insight, you can do this for Projects and Issues.

Choose from the default High, Medium, and Low priority levels for your Projects and Issues. 

b. GanttPRO

Choose between any of GanttPRO’s five default Priority levels for any task: Highest, High, Medium, Low, and Lowest. 

9. Automations

a. Project Insight

Project Insight requires you to get Add-ons to execute Project-level automation. 

b. GanttPRO

GanttPRO doesn’t offer any native automations.

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

a. Project Insight

Project Insight uses an Intelligent Scheduling system to calculate due dates. 

This means that once you set the start date for a Project, Project Insight automatically calculates and sets all start and end dates for Tasks within it.

Additionally, if you add a start date and estimated number of Duration (in workdays) and Work Hours a Task is estimated to take (or allotted), Project Insight adds all due dates automatically. This shifts dynamically as you move around dates and hours for its preceding and succeeding Tasks. 

b. GanttPRO

Set a date on any GanttPRO task by:

  • Picking a date on the calendar
  • Typing it in manually

2. Time Estimates

a. Project Insight

Every Project in Project Insight has Target settings you can edit. This page will allow you to update the estimated hours for the Project in the Target Budget Hours field. 

On a Task level, you can add Duration (in workdays) and Work Hours in separate columns of the Work List. 

b. GanttPRO

GanttPRO gives you the option to set the following for each task:

  • Estimation: The number of hours a task should be completed in 
  • Duration: The time span (number of days) that a task should be completed in

You may set one or both of these. Using this data, GanttPRO will automatically calculate by what date and time the assigned resource(s) should complete the task and set the due date accordingly. 

3. Time Tracking

a. Project Insight

Enter time used per Task by:

  • Directly adding worked hours on a specific Task 
  • Editing a grid containing all Tasks you’ve worked on
  • Starting a Timer on each Task while you work on it 

b. GanttPRO

Log time on GanttPRO using any one of the following three ways:

  • Manually enter time in a task’s time log
  • Start the automatic timer on each task window when you work on it
  • Add your time in My time log (containing a list of all your tasks) in the left sidebar

C. Reporting

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

a. Project Insight

Project Insight doesn’t offer any native features for goal tracking.

You can designate a certain Task as Milestones, denoting their importance in the Work List. Project Insight will give Milestone Tasks diamond icons to help them stand out. 

b. GanttPRO

GanttPRO offers no dedicated features to set and track project goals.

However, you can set milestones as important events on your project timeline. These milestones — displayed as diamonds — can easily be spotted on the Gantt chart.

2. Dashboards

a. Project Insight

Every Project Insight user can access a central Dashboard that contains their active and upcoming Tasks.

A Project Manager can configure this to include key Project details and customize it to include any information they want to access instantly. These could include Tile components, such as:

  • Approvals
  • Calendars
  • Charts
  • Issues
  • Project Requests
  • Notifications
  • And much more

Users can save a particular layout on these Dashboards, rename them, and share them with others in the team.  

b. GanttPRO

Use GanttPRO’s Dashboard tab to get a quick overview of key project data, such as:

  • Performance against baselines
  • Risks and opportunities
  • Budgets
  • Schedules and delivery, etc.

By default, the Dashboard tab contains the following widgets:

  • Project info & description 
  • A bar chart with Time spent on tasks
  • A bar chart and a table with Milestones
  • A bar chart with a Schedule
  • A bar chart with Costs
  • A pie chart with Task status

3. Gantt Charts

a. Project Insight

To access a Gantt Chart view on your Work List or Project home page, go to the Page Display Options and configure the particular information you wish to display in it.

Once generated, you can adjust Task dates and Milestones, review the Project’s Critical Path, change Dependencies, and more on your Gantt Chart. 

b. GanttPRO

As one of its central features, GanttPRO offers immense customizability in its Gantt charts.

For instance, you can:

  • Add a Today marker line on the chart to indicate the current date when planning
  • Customize how the chart looks using the Skin mode
  • Format the chart to add indents and outdents and improve visibility
  • Show people’s Avatar on the chart to easily spot assigned tasks

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

a. Project Insight

Project Insight lets you create the following types of Users:

  • System Administrator Roles:
      • System Administrator
      • User Manager
  • Power User Roles:
      • Company Manager
      • Project Creator
      • PMO Manager
      • Department Manager
      • Project Template Manager
      • Approval Manager
      • Approval Template Manager
      • Issue Manager
      • PTO Manager
      • Expense Report Approver
      • Time/Expense/Invoice Manager
  • Team Member Roles:
    • Project Resource
    • Project Report Viewer
    • Resource allocation Viewer
    • Time/Expense Report Viewer

Besides these, you can create various Resource Types that denote the types of skill sets your Users represent. These could be designers, product managers, content writers, etc.

b. GanttPRO

The People tab in GanttPRO lets you see all the people invited to be members of a particular project. The Project Owner can then add or delete team members as needed and even edit their permissions. 

2. Permission Levels

a. Project Insight

All Project Insight Users have different permission levels depending on:

  • Their User System Role (Ex: System Administrator, Power User, Team Member, etc.)
  • The Communication Settings for the particular item
  • Project Permissions

b. GanttPRO

All GanttPRO plans let you set up the following default types of account types:

  • Account Owner: Can manage the subscription and other key account-level functionality
  • Account Admin: Have project-specific permissions that don’t extend to adding/deleting users or to other projects they’re not in charge of
  • Account Member: Have limited access to the projects they’re invited to — as set up by Account Ownder and Admin

Besides these, an Account Owner using an Enterprise plan can create a Custom role with a completely unique set of permissions. 

3. Guest Users

a. Project Insight

Project Insight does not allow you to share any information from your Workspace with external users nor lets you create guest user profiles.

b. GanttPRO

GanttPRO doesn’t offer a dedicated feature for onboarding guest users.

However, one can use one of the two following methods to invite guest users:

  • Create Account Member seats with limited project access
  • Enterprise plan customers can create Custom user roles

E. Collaboration

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

a. Project Insight

Add a comment to any of the Tasks you’re working on to communicate with your team members within Project Insight. If you @mention your team members, they’ll be notified too.

 

b. GanttPRO

You can access task comments using one of the following methods:

  • The comment icon on a task
  • An Activity feed that shows a timeline of all project activities
  • Your personal Communication hub

GanttPRO’s Communication hub shows you people’s comments from across all their projects, mentioned under respective tasks. This saves you the time of having to browse every project space for the latest updates. 

Moreover, GanttPRO organizes comments into read and unread stacks.

Users can tag each other and send important project updates via these comments.  

2. File Management

a. Project Insight

All Tasks in Project Insight allow you to add files as Related Items to any Task. 

b. GanttPRO

Drag and drop or upload files directly onto tasks on GanttPRO with ease. You can keep track of all task attachments in a single space below the comments section.  

3. Notifications

a. Project Insight

Project Insight offers a comprehensive list of Notification settings. Among other things, you can set a number of auto-alert options. 

b. GanttPRO

To stay on top of all project updates, GanttPRO users can receive:

  • Activity feed notifications (in-app) that are by default sorted by date. These cannot be deactivated.
  • Email notifications
  • Push notifications that must be activated for the app and browser.

You can customize how you receive email and push notifications in your settings.

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

Project Insight

  • Getting Started Guide: Get started with a few basic videos. 
  • Video Tutorials for Add-ons and Features.
  • Project Insight Community: User-generated content on Project Insight.
  • User Manual: A written manual with detailed explanations of Project Insight features.
  • Dev Tool Kit
  • Developer tools and REST API resource center
  • Request a Feature: Vote on current feature requests or submit a new one. 
  • Webinars and Tutorials
  • Free Live Training Hours: Weekly, live, in-person training with our expert team.
  • Blogs
  • Support: Email, phone

GanttPRO

  • Learning center: Help portal with detailed documentation on all GanttPRO features
  • Video tutorials: A YouTube channel with walkthrough videos on how the platform works
  • Customer Stories: Case studies from GanttPRO customers to demonstrate the software’s successful deployment
  • Blog: Writings on project management, productivity, remote work, and more
  • Customer support: Live chat, email

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

Project Insight

  • Browser: Firefox, Chrome (Desktop and Android), Safari, Microsoft Edge
  • Desktop: Not available
  • Mobile: iOS, Android

GanttPRO

  • Browser: Google Chrome, Opera, Safari, or Firefox (recommended)
  • Desktop: Windows
  • Mobile: iOS, Android

H. Pricing

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 Insight Pricing

Project Insight has the following pricing plans:

  • Free: For up to 3 users only. 1 Custom Field, Unlimited Projects and Task Management, Unlimited Project Templates, Unlimited Views, and more core features.
  • Pro ($9 per user/per month): Unlimited Users, 5 Custom Fields, everything in the Free plan + advanced features such as Budgeting and Costing, Work Timers, Timesheets, and more.  
  • Business ($19 per user/per month): Unlimited Users, 15 Custom Fields, 3 custom items, everything in the Pro plan + advanced features such as Invoice Records and Billing, QuickBooks Online Integration, Portfolio Management, and more.
  • Enterprise (contact for a quote): Unlimited Users, 100 Custom Fields, everything in the Business plan + advanced features such as Cross-project Dependencies, Resource and Capacity Management, Critical Path Tools, and more.

You can try all but the Enterprise plan for free.

GanttPRO Pricing

GanttPRO offers a 14-day full-feature free trial plan, after which you can choose from any of the following pricing plans for a team of five and above:

  • Basic ($7.99 per user/month): All core feature such as Gantt charts, project calendar, auto scheduling, and virtual resources.
  • Pro (12.99 per user/month): Core features + advanced planning tools such as overdue tasks, custom fields and filters, calendar exceptions, and custom project templates. 
  • Business ($19.99 user/month): Everything in Pro + workload management, portfolios and reports, budget planning, and time tracking.
  • Enterprise (price on request): Everything in Business + SAML Single sign-on, custom roles and rights, enterprise onboarding assistance, and priority support

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 Insight Verdict

Project Insight prides itself on offering a platform that aligns with the essential project management principles. 

And rightly so.

With features like Intelligent Scheduling, thorough capacity management, and nuanced levels of permissions for each user, Project Insight indeed puts its best foot forward in the project management game.

Busy project managers, especially in bigger teams, will relish the extremely customizable Page Display Options and its bulk edits functionality.

What you might miss, though, is a slightly easier, more visual interface.

New users, especially those without a background in project management, could be put off by Project Insight’s complexity.

For example, while the Work List can be customized, it could benefit from a few standard (default) views that users can deploy from the get-go.

Additionally, Intelligent Scheduling doesn’t let users manually set timelines for their own Tasks without changing the entire project’s timeline. This works out great for project managers who need complete oversight and control of the Work List but may feel restrictive to team members working on smaller Tasks.

However, if your project has complex (and hyper-specific) requirements, Project Insight’s steep learning curve may be worth the ride!

GanttPRO Verdict

GanttPRO makes a solid case for Gantt chart-focused project management. 

Its comprehensive project management core features nearly cover all bases for a team with basic requirements. This includes a feature-rich Gantt chart view with every kind of customization imaginable and automatic timeline calculation. 

Then there’s the detailed ask planning that lets you split your work breakdown structure (WBS) into 16 levels!

Moreover, you can plan for not just human but also virtual resources such as material and external labor. Such diverse functionality makes GanttPRO a PM tool of choice for all kinds of teams — from software developers to construction companies. 

The flip side?

A lack of a free plan (with paid plans starting at $7.99 per user/month) makes GanttPRO inaccessible to many. And even with a Pro subscription, you will not have access to project management staples, such as:

  • Time tracking
  • Custom project templates
  • Overdue tasks
  • Custom user roles

Finally, GanttPRO gives you a minimal — yet capable — mobile app for Android and iOS, but skips adding a Mac desktop app to the bag.

All in all, this project management tool has some ground to cover before it becomes a top-tier PM tool. But if you’re willing to pay and sure about what you need, GanttPRO might just be what you’re looking for.