Trello vs GanttPRO: 2024 Comparison

Trello vs GanttPRO: 2024 Comparison

Trello 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. Trello

Track your workload in Trello by organizing it into:

Workspaces > Boards > Lists > Cards

  • Workspaces: A container for all the Boards in your team. You can create multiple Workspaces to classify your work further.  
  • Boards: A simple Kanban board interface to view task progress within a Workplace.
  • List: A series of tasks (Cards) at the same progress stage. For example, To-do List, Doing list, Done List, etc.
  • Cards: The smallest component of the board with all the actionable aspects of the project.

Trello_Project_Structure

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. Trello

Trello provides seven project views, namely:

  • Boards: View your tasks on a Kanban board. It’s the simplest way to go from idea to action, plan projects, and track tasks.
  • Timeline: Stay on top of project timelines, sprints, and goals. It’s great for adjusting dates on the fly and spotting potential gaps.
  • Calendar: Perfect for managing schedules or to-dos; plus, you can sync it with third-party calendars.
  • Dashboard: Offers a bird’s-eye view of projects and processes, helping you manage workloads and spot bottlenecks before they start.
  • Map: Ideal for location-based data. Great for tracking properties, planning events, or organizing fieldwork.
  • Workspace: Manage work across multiple Boards. Create custom overviews for detailed tracking of both minor tasks and large projects.
  • Table: See your work like a spreadsheet. Sort and filter to focus on what matters.

Trello_Views

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. Trello

Manage tasks, goals, or anything that needs to get done via cards on Board. 

Your cards can hold a variety of useful information, like:

  • Members who are responsible for the task
  • Due dates 
  • Attachments
  • Labels 
  • Comments
  • Location
  • Custom Fields

You can also track and monitor task progress via a Checklist of smaller to-dos within the task.

Trello_Tasks_Subtasks

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. Trello

Move cards to specific lists that indicate the workflow stage they’re in. Customize these lists to suit your workflow.

Trello_Statuses

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. Trello

Add multiple checklists to a single card. @mention team members in checklist items to notify them. 

You can also track checklist completion with the help of a progress bar at the top that shows the completion percentage. 

Finally, turn checklist items into cards to move them to the main board.

b. GanttPRO

GanttPRO doesn’t offer any native checklists.

6. Task Templates

a. Trello

Trello allows you to create a default Card Template. You can do this from a blank or new card, where you can: 

  • Format the description
  • Add custom fields
  • Copy over checklists, and more.

Trello_Task_Templates

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. Trello

Assign a Card by going to the Members icon and selecting a member or multiple people from the dropdown.

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. Trello

Use the custom fields functionality to add a Priority field to each Card.

b. GanttPRO

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

9. Automations

a. Trello

Trello’s automation features include:

  • Card and board buttons: Adds buttons to automate the next step in a workflow
  • Rules: Set triggers to automate actions
  • Scheduled automations: Set up recurring actions
  • Due date automations: Trigger actions when a task reaches its due date

Trello_Automations

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. Trello

Trello lets you add and edit start dates, due dates, and due date reminders in a card.

b. GanttPRO

Set a date on any GanttPRO task by:

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

2. Time Estimates

a. Trello

Trello doesn’t have a dedicated time estimates feature. However, you can create a custom field to note a time estimate for working on a card.

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. Trello

Trello doesn’t offer any native time-tracking features.

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. Trello

Browse the Trello template library for templates to help you set and track goals. For example, you can clearly define project goals and track milestones with the OKR (objectives and key results) template.

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. Trello

Trello keeps it simple and user-friendly, so its reporting mainly consists of the Dashboard View — a bird’s-eye perspective on your projects and how much work needs to be done.

You can add bar or pie charts in tiles that tabulate the number of cards (tasks) per list, due date, member, and label.

Trello_Dashboards

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. Trello

Trello doesn’t have any native Gantt chart capabilities. However, it does offer a timeline view that provides a visual representation of project interconnections and deadlines.

It allows you to:

  • Adjust start and end dates for issues
  • View by day, week, month, or quarter
  • Group by member, list, and label
  • View unscheduled cards

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. Trello

Trello doesn’t let you create custom user groups with different permission levels.

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. Trello

Set different permission levels for all team members. Choose who can comment, react, invite, or remove members on your Trello boards.

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. Trello

Invite guest users to one or multiple Boards to view and edit Cards.

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. Trello

Click any card to open the comments section and leave a comment. Add attachments in them and @mention team members to collaborate on tasks. 

Edit your comments to keep them up to date with the latest information. Or delete them to avoid miscommunication. 

Right-click the timestamp to get a share link. Share these comments with others to invite more people to view and comment on the cards.

Trello_Comments_Threads_Tagging

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. Trello

Attach files to cards to offer more insight into the task.

Trello automatically makes it the Card cover if it’s an image file.

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. Trello

Send and receive notifications for various actions such as adding cards, being mentioned on them, changing due dates, moving cards, and more.

Change how and when you receive these notifications.

Trello_Notifications

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

Trello

  • Atlassian University: Product training and certification for Jira, Confluence, Trello, and more
  • Atlassian Playbook: Free workshop resources to address common team challenges 
  • Atlassian Documentation: Help to administer Atlassian products
  • Developer Resources: Build, deploy, and manage your apps while Atlassian takes care of security, computing, and storage
  • Atlassian Community: Ask questions to product experts
  • Atlassian Support: Resources for users and administrators
  • Migration Program: Cloud migration support for all teams
  • Enterprise Services: Support for enterprise teams
  • Support: Email/Help Desk, Chat, 24/7 Live rep, 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

Trello

  • Browser: Chrome, Safari, Firefox, Edge
  • Desktop: Mac, Windows
  • 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. 

Trello Pricing

Trello’s four pricing plans are as follows:

  • Free: Up to 10 boards, 250 workspace commands a month
  • Standard ($6/user/month): Everything in Free plus unlimited board, 1,000 Workspace commands a month
  • Premium ($12.50/user/month): Everything in Standard plus extra views, Unlimited Workspace command
  • Enterprise ($17.50/user/month): Everything in Premium plus unlimited workspaces, public board management, SSO and user provisioning

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.

Trello Verdict

Trello is an exceptionally user-friendly and intuitive PM tool. It focuses heavily on visualizing work, especially on Kanban boards (though other views are available in higher-paid tiers). And its customization features make your workspaces visually engaging to make work more fun.

These factors make Trello perfectly suited to PM beginners, startups, and SMEs with relatively simple processes and small teams.

It’s also great for personal productivity and project management — E.g., if you’re a freelancer or you’re planning a big party.

The tradeoff for simplicity is, of course, limited complexity. Trello isn’t the best choice if you want to manage big projects with lots of simultaneous tasks, team members, and moving parts.

For example, Trello’s commenting functionalities are quite linear and not well-suited to multiple conversation threads at once.

There are extensive options to expand the app’s functionality with account upgrades, integrations, and power-ups. However, these will also cost extra money and time.

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.