Trello and Nifty 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
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.
Find everything on Nifty by navigating this easy-to-understand hierarchy:
Workspace > Portfolios > Projects > Milestones > Tasks > Subtasks
- Workspace: A place for all your work on Nifty
- Portfolios: A collection of projects grouped by teams, departments, etc.
- Projects: Designated spaces to manage and collaborate over Milestones, Tasks, docs, etc.
- Milestones: High-level objectives in a project comprising several Tasks
- Tasks: Single to-dos that can be assigned to individuals or multiple team members
- Subtasks: A breakdown of Tasks into smaller to-dos that comprise them
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.
Work on these six views on Nifty:
Nifty allows you to see your work with these 11 views:
- List: Shows all Tasks one after the other in a simple list.
- Timeline: Track the overall progress of a Project by mapping it from Milestone to Milestone.
- Calendar: A master view showcasing all Task volumes and due dates.
- Kanban: A view to move Tasks (represented as cards) easily and facilitate an easy drag-and-drop working style.
- Swimlane: A Kanban-style display that showcases Tasks across multiple Milestones, allowing you to move them around with drag-and-drop motions.
- Custom: Apply various filters to sort Tasks and save the particular view for future reference.
3. Tasks & Subtasks
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
- Custom Fields
You can also track and monitor task progress via a Checklist of smaller to-dos within the task.
Tasks are the individual objectives within a project that live inside Task Lists and can be assigned to single to multiple assignees.
Completing Tasks contributes towards completing Milestones.
Edit a task with details like:
- And more
Further split a Task into Subtasks, each with its own level of detailing as a Task. Each Subtask has its own set of descriptions, comments, assignees, etc. Completing Subtasks doesn’t contribute to Milestone completion.
Move cards to specific lists that indicate the workflow stage they’re in. Customize these lists to suit your workflow.
Nifty offers four default Statuses: To Do, In Progress, Review, and Completed — displayed on all Boards. You can change the Statuses for each Task or Milestone to reflect these. Besides these, users can customize their Board and add more statuses or change their colors.
Moreover, you can use custom statuses to visualize Project-level status too.
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.
Nifty lets you add multiple Checklists to each Task and Subtask. Marking items on the Checklist reflections completion percentage on a progress bar for each list.
6. Task Templates
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.
Save the layout of any Task or Milestone as a Template that you can reuse and apply to other Tasks or Milestones.
Each template contains fields for:
- Start / Due Date offsets
- Custom Fields
Once saved, you can customize it further.
Assign a Card by going to the Members icon and selecting a member or multiple people from the dropdown.
Nifty lets you assign Tasks, Subtasks, and Portfolios to single or multiple team members. Assigning a Task to a team member will automatically assign its Subtasks to them, too.
Use the custom fields functionality to add a Priority field to each Card.
Nifty offers four default Priority tags: High, Medium, Low, and Blocked. Besides these, you can create and edit any number of custom Priority tags.
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
Nifty lets you create the following automations:
- Custom If/Then Workflow Automations
- Automated Progress Reporting with Milestones
- Automated Task Assignments based on Task Status
- Automated Task Grouping
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
Trello lets you add and edit start dates, due dates, and due date reminders in a card.
When you set due dates for your Tasks, Nifty will automatically calculate the due date for Milestone based on the duration for all Tasks that comprise it.
Moreover, Tasks Dependent on each other have cascading due dates. This means that when you change the due date for one Task, Nifty automatically changes them correspondingly for the other Dependent Tasks.
2. Time Estimates
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.
Nifty allows you to add Story Points to each Task. Based on them, it automatically sets time estimates for Milestones. Typically 1 point accounts for roughly 1 day of work.
3. Time Tracking
Trello doesn’t offer any native time-tracking features.
Use Nifty’s native Time Tracker to track time for each individual Task. You can easily edit this tracked time information or add manual entries of the time you worked on each Task.
Users can access detailed Logs of all their recorded time on Nifty.
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
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.
A Milestone in Nifty refers to a collection of Tasks that form a high-level objective in a Project. Which is why they’re also referred to as ‘Task Lists.’ Each Milestone is auto-updated as and when you move around the Tasks that comprise it.
You can even create Dependencies between various Milestones within a Project. This blocks the Tasks in Dependent Milestones until the preceding Milestone is achieved.
A step further than this is a Goal. A Nifty Goal lets you track progress across Projects and Portfolios. To set a Goal, you need to select:
- Progress Source: The Tasks and Lists (Milestones) that make up the Goal
- Track Metric: Whether the Goal depends on the number of Tasks completed, time tracked, Story Points, or any other Custom Field you decide
- Target: Whether the Track Metric will dynamically update itself or will need a static (predefined) target
Goals progress as the Tasks within them progress.
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.
A Nifty Project Dashboard uses widgets to display the status of Roadmaps, Tasks, Discussions, Docs, and Files in a particular Project.
3. Gantt Charts
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
Milestones — or a List of Tasks that form a high-level objective in Nifty — can be displayed as a Gantt chart.
This timeline-style view lets you see the selected Task’s name, due date, and assignees in the sidebar, while the main view gives you a complete overview of where the Task stands in the Milestone.
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
Trello doesn’t let you create custom user groups with different permission levels.
Besides the four default user roles, you can create Custom Roles on Nifty and tailor every bit of access they get.
Plus, you can add Custom User Tags to a user’s profile to indicate things like their geography, work shifts, departments, etc. This will help you sort and filter users via tags.
2. Permission Levels
Set different permission levels for all team members. Choose who can comment, react, invite, or remove members on your Trello boards.
Nifty offers four default types of user roles:
- Owner: In charge of billing
- Admins: Can create Portfolios and Projects, invite other Team Members and Guests, and promote them as Admins
- Team Members: Can create Projects and invite other Team Members and Guests to Nifty
- Guests: Can join only by invite and cannot access anything not shared with them
Barring a few core functionalities, such as those related to the creation of realms and inviting/removing members, most other permissions are shared across all users on Nifty.
Team Members predominantly have edit and invite/remove access only to their Projects.
3. Guest Users
Invite guest users to one or multiple Boards to view and edit Cards.
Guest users on Nifty get access only to the specific Projects shared with them.
In project management, collaboration and communication are like a ballroom dance — if everyone isn’t in sync, you’re just stepping on each other’s toes!
A project manager should encourage their team to be on the same page regarding everything happening on the project. This could involve regular meetings, periodic status updates, shared checklists, etc.
But things can get tricky when you add different team structures (remote, hybrid, distributed, etc.).
The trick is to balance ‘informing everyone’ with ‘over-communicating.’
The solution is to forge a shared space where the whole team can contribute without hampering individual productivity. Picking a suitable project management software is the first step toward achieving this goal.
Features to look for include:
- Comments: Simple ways to send feedback or discuss a task or project.
- Threads: Keep all relevant comments in a single thread.
- Tagging/@mention: Mention a team member on a task, in comments, or in any shared space to notify them.
- Sharing tasks: Share tasks with relevant team members for efficient collaboration.
- File management: Attach and store files, create and annotate documents, etc., for ready access to project documentation.
- Notifications: Customize how team members receive notifications.
1. Comments, Threads, & Tagging
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.
Team Members can have project-specific discussions on dedicated channels for each Project in Nifty. Here, they can post a message in text, emoji, or GIFs and even react to each other’s messages.
Nifty discussion channels let you create threads and pin messages too.
2. File Management
Attach files to cards to offer more insight into the task.
Trello automatically makes it the Card cover if it’s an image file.
Nifty’s Files tool lets you upload and manage all relevant files with ease. You can even comment on them directly in Nifty to keep your feedback organized and accessible.
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.
Nifty currently offers support for browser push notifications across Chrome. Firefox, Internet Explorer 11, and Microsoft Edge.
You can change your Nifty notifications to pick and choose what you get notified for.
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
- 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
- Help Center: A single source for all tool-related questions
- Change logs: An updated list of all newly released features and updates
- Support: Live chat and 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
- Browser: Chrome, Safari, Firefox, Edge
- Desktop: Mac, Windows
- Mobile: iOS, Android
- Browser: Chrome, Firefox, Internet Explorer 11, Microsoft Edge
- Desktop: Mac, Windows
- Mobile: iOS, Android
Whether you have deep pockets or shoestring budgets, there’s project management software out there for every kind of organization.
But the confusing combination of features and numbers on pricing pages can make it difficult to choose.
Here are some easy tips for starters.
If you plan on buying the software subscription for just yourself or a small team that’s not likely to grow rapidly anytime soon — stick to the free plan as long as possible. Or pick the cheapest monthly subscription possible. These should cover most of your feature requirements comfortably in most cases.
However, if you expect to hire rapidly and grow to a sizable number, go for a plan that grows with you — ideally with a per-user rate that doesn’t add up exponentially.
Finally, most software offers flexible enterprise plans that let you cherry-pick your favorite features into a custom package. If you’re part of such a team, it’s best to contact the sales team and get the best deal possible.
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
Nifty offers a 14-day free trial, without any credit card. Post this, you can choose from the following pricing plans:
- Free forever: Unlimited Members, 100 MB storage, up to 2 Projects, along with all Core features
- Starter ($49 per month): 10 Members, 100 GB storage, 40 Projects, Unlimited Guests and Clients.
- Pro ($99 per month): 20 Members, 500 GB, Unlimited Projects, Unlimited Guests and Clients.
- Business ($149 per month): 50 Members, 1 TB storage, Unlimited Projects, Unlimited Guests and Clients.
- Unlimited ($499 per month): Unlimited Members, storage, Projects, Guests, and Clients.
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 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.
Nifty lives up to its name in more ways than one.
It’s a fantastic project management tool with a comprehensive feature set that covers most basic to intermediate use cases. A tool for many trades, Nifty packs quite the punch — starting with its multiple views.
Besides the standard List and Calendar views, a Nifty user can view their tasks in the Swimlane view that pulls information from multiple Milestones/Lists simultaneously. This unique twist on a traditional view allows you to compare progress and multitask like never before!
And then there’s the ability to add multiple Checklists within Tasks, letting you add every intricate detail to each to-do. Finally, users can create as many custom Priority tags as they need.
A few sore points stick out, though.
For example, many users find the lack of resource allocation, cost-tracking, and visual ideation (mind mapping or whiteboards) features jarring. Moreover, its free plan — allowing just two projects — is extremely limiting to all but the smallest scale of operations.
However, despite these limitations, features like interactive Gantt charts, time estimates in Story Points, Milestones, and more endear Nifty to Scrum Masters and Agile project managers.
This is why Nifty remains a versatile project management software that offers tough competition to market leaders.