Microsoft Planner is often the first task management tool teams encounter inside Microsoft 365. It's simple, visual, and easy to adopt. But as teams grow, workflows become more complex, and collaboration extends beyond bare Kanban boards, many organizations start looking for Microsoft Planner alternatives that offer deeper project visibility, automation, and cross-team coordination.
In this guide, we explore the best Microsoft Planner alternatives, including both free and paid options, to help modern teams manage tasks, projects, and collaboration more effectively. Whether you're searching for free alternatives to Microsoft Planner, tools that work outside the Microsoft 365 ecosystem, or advanced platforms for scaling operations, this list will help you find the right fit.
Key takeaways: Best Microsoft Planner alternatives
1. Lark: A modern all-in-one alternative to Microsoft Planner
2. Trello: A simple Kanban-based alternative to Microsoft Planner
3. Asana: Structured task and workflow management
4. ClickUp: Customizable task and project management
5. Notion: Flexible workspace with task management
Enjoy smooth workflows and team collaboration
Overview snapshot of alternatives to Microsoft Planner
For a quick overview, the table highlights the five best Microsoft Planner alternatives, allowing you to compare features, pricing, and suitability at a glance. If you're looking for a more detailed review, we've covered additional tools and in-depth analysis in the upcoming sections of this guide, helping you find the perfect solution for your team's needs. A review of and can provide additional insight into project management software costs.
Information source: Official vendor sites
Update time: 2025-12-20
Note: Pricing and plan details reflect publicly available data as of the update date and may vary based on region, billing cycle, and number of agents.
What is Microsoft Planner, and where does it fit best?
Microsoft Planner is a included within Microsoft 365 that helps teams organize, assign, and track work using simple Kanban-style boards. It allows users to create plans, add tasks, set due dates, assign owners, and monitor progress through visual buckets, making it easy for teams to collaborate on day-to-day work. Planner integrates closely with Microsoft Teams, Outlook, and other Microsoft 365 apps, which makes it convenient for organizations already invested in the Microsoft ecosystem.
Image source: microsoft.com
Why do people seek Microsoft Planner alternatives
While Microsoft Planner works well for basic task tracking inside Microsoft 365, it often falls short as team needs grow more complex. This is why many organizations start exploring Microsoft Planner alternatives that offer greater flexibility, visibility, and scalability.
- Limited workflow customization: Microsoft Planner offers a fixed with minimal workflow controls. Teams that need custom statuses, conditional automation, or multi-step approvals quickly outgrow their capabilities. This limitation drives users toward Microsoft Planner alternatives that support tailored workflows.
- Lack of : Planner provides only fundamental rule-based automation through Power Automate, adding setup complexity. As processes scale, maintaining these automations becomes time-consuming and fragile. Many Microsoft Planner alternatives offer native automation that is easier to manage and adapt.
- Weak reporting and analytics: Reporting in Microsoft Planner is surface-level and lacks actionable insights. Teams cannot easily track workload distribution, cycle time, or performance trends. This gap pushes organizations to Microsoft Planner alternatives with built-in analytics and customizable dashboards.
- Poor cross-team visibility: Planner is best suited for small, isolated teams rather than organization-wide planning. Tracking dependencies or progress across multiple teams requires manual coordination. Microsoft Planner alternatives often provide unified views across projects, teams, and departments.
- Limited support for non-Microsoft ecosystems: Microsoft Planner works best when teams are fully committed to Microsoft 365. For organizations using mixed tool stacks, integrations can feel restrictive. Many Microsoft Planner alternatives are designed to work seamlessly across diverse apps and platforms.
- Scalability challenges as teams grow: As task volumes increase, Planner boards become cluttered and hard to manage. There is little support for hierarchy, advanced filtering, or long-term planning. This makes Microsoft Planner alternatives more attractive for growing and distributed teams.
10 best Microsoft Planner alternatives
1. Lark: A modern all-in-one alternative to Microsoft Planner
is one of the best Microsoft Planner and for teams that need more than bare task boards. It combines , real-time collaboration, documents, calendars, and into a single connected workspace. Unlike Microsoft Planner's isolated task experience, Lark supports structured workflows, multiple task views, and cross-team visibility. This makes it a strong choice for modern teams looking to scale beyond simple planning.
Structured workspaces instead of flat task boards
Microsoft Planner is built around lightweight with limited structure. Tasks live inside a single plan, with no actual data model behind them. , by contrast, is a complete database-driven workspace. Teams can create multiple tables within a single Base to separate tasks, milestones, resources, risks, or OKRs. Records are structured with field types such as assignees, progress, dates, formulas, links, and statuses. This allows teams to , not just simple to-do boards, while keeping all related data connected.
Multiple live views powered by one data source
Planner mainly offers a board view, with limited timeline and chart options. Each view feels like a surface-level visualization. In Lark Base, views are simply different ways to display the same underlying data. Grid, Kanban, Calendar, Gantt, Gallery, and Form views are all created from one table. Any edit made in one view is instantly reflected everywhere else. This means a manager can plan in the Gantt view, contributors can work in the Kanban view, and leadership can review timelines in the Calendar view, without duplicating tasks or manually syncing data.
Built-in data collection through forms
Microsoft Planner has no native way to collect structured input from teammates or external users. Lark Base Form view turns any table into a shareable form. Teams can collect task requests, bug reports, intake submissions, or project briefs, with responses automatically syncing to the Base. Forms can be embedded directly inside Lark Docs, allowing people to submit information without leaving documentation. This turns Lark into both a planning and intake system, which the Planner cannot support.
Automation that removes manual coordination
Dashboards built on real-time project data
Planner offers lightweight charts but lacks deep, customizable reporting. Lark Base dashboards are built directly from live tables and views. Teams can add progress charts, countdowns, workload summaries, metric blocks, and filters that respect user permissions. As soon as data changes, dashboards update automatically. This gives managers and executives continuous visibility without exporting data or rebuilding reports, something Planner does not handle well.
Collaboration is embedded directly into the work
Planner separates tasks from discussion, often pushing teams to rely on external chats or comments with limited context. In Lark, is native to the workspace: Task lists can be synced into Lark Base; Docs can insert Lark Base tables; Meetings can be called from Lark Messenger; Calendar can display the current events and tasks. Teams can discuss work where it lives, follow records for updates, and keep decisions visible. This makes execution smoother and context clearer than the Planner's task-only experience.
:
- Starter plan: Free forever plan that includes 11 powerful tools for up to 20 users. It also comes with 100GB of storage, 1000 automation runs, AI translations, and more.
- Basic plan: $6/user/month (billed annually) for up to 500 users. It includes everything in Starter plus group calling for up to 500 attendees, 5TB of storage, 1000 automation runs, and more. For more details, please .
- Pro plan: $12/user/month (billed annually) for up to 500 users. It includes everything in Basic plus group calling for up to 500 attendees, 15TB of storage, 50,000 automation runs, and more.
- Enterprise plan: for custom pricing. Supports unlimited users and includes even more automation runs and advanced security, compliance, and management features.
For small teams with simple communication needs

18 months message history

1000 Base automation runs/month

2000 rows per table in Base
Most POPULAR
For companies with comprehensive collaboration and management needs

Unlimited message history

500-participant video meetings

50k Base automation runs/month

20k rows per table in Base
For large companies with advanced security and organizational management needs
Get a personalized demo and pricing

Unlimited message history

500-participant video meetings

15 TB storage + 30 GB storage/user

500k Base automation runs/month

50k Base automation runs/month
Most POPULAR
For companies with comprehensive collaboration and management needs

Unlimited message history

500-participant video meetings

50k Base automation runs/month

20k rows per table in Base
2. Trello: A simple Kanban-based alternative to Microsoft Planner
Trello is a visual project management tool built around Kanban boards, ideal for teams who want simplicity and clarity. It allows you to organize tasks into boards, lists, and cards, making it easy to track progress at a glance. Trello works well for small teams, startups, and departments, replacing Microsoft Planner. Its Power-Ups and integrations extend functionality for automation, reporting, and collaboration. Teams can scale from lightweight task tracking to structured workflows without losing ease of use.
Image source: trello.com
Key features:
- Kanban-style boards: Organize tasks into customizable lists and cards that clearly show status, ownership, and progress.
- Power-Ups & integrations: Extend functionality with calendar views, automation, reporting, and integrations with Slack, Google Drive, Jira, and more.
- Butler automation: Automate repetitive actions like moving cards, assigning members, or setting due dates using simple rules.
- Collaboration tools: Add comments, mentions, attachments, and checklists to keep discussions and task details centralized.
- Multiple views (Premium): Access Timeline, Dashboard, Calendar, and Table views for better planning and reporting.
Pros:
- Extremely easy to learn and use
- Clean visual layout ideal for task tracking
- Strong free plan for small teams
- Flexible with automation and add-ons
Cons:
- Limited native reporting and dependencies
- Not ideal for complex or large-scale project planning
Pricing:
- Free: $0 – Free for up to 10 collaborators per Workspace
- Standard: $5/user/month (annual)
- Premium: $10/user/month (annual)
- Enterprise: $17.50/user/month (annual)
3. Asana: Structured task and workflow management
Asana is a powerful platform designed to help teams plan, track, and manage projects effectively. It's perfect for teams that need more structure than Microsoft Planner offers, with clear task hierarchies and dependencies. Asana supports timelines, rules, dashboards, and reporting, making it suitable for complex workflows. Cross-functional teams benefit from real-time collaboration and transparency across tasks. Its flexibility allows teams to adapt the platform to a wide range of project management needs.
Image source: asana.com
Key features:
- Task & project hierarchy: Organize work into projects, tasks, subtasks, and sections to maintain clarity across initiatives.
- Timeline & dependencies: Visualize project schedules and define task dependencies to prevent delays and bottlenecks.
- Workflow automation (Rules): Automate task assignments, status updates, and notifications based on predefined triggers.
- Multiple project views: Switch between List, Board, Timeline, Calendar, and Dashboard views for flexible planning.
- Progress tracking & reporting: Monitor milestones, workload, and project health using real-time dashboards.
Pros:
- Strong structure for complex workflows
- Excellent visibility into progress and ownership
- Robust automation and reporting tools
- Scales well for growing teams
Cons:
- It can feel overwhelming for small teams
- Advanced features are locked behind paid plans
Pricing:
- Starter: $10.99/user/month (annual)
- Advanced: $24.99/user/month (annual)
- Enterprise: Custom pricing
4. ClickUp: Customizable task and project management
ClickUp is an all-in-one productivity tool that combines tasks, docs, goals, and automation into a single workspace. It's ideal for teams that want complete control and flexibility beyond Microsoft Planner. Teams can customize statuses, fields, views, and workflows to match their real working processes. ClickUp scales from individual users to large enterprises with complex, multi-department projects. Its comprehensive features help teams stay organized, reduce tool switching, and increase productivity.
Image source: clickup.com
Key features:
- Highly customizable tasks: Create custom statuses, fields, priorities, and task types to fit unique workflows.
- Multiple views: Manage work using List, Board, Gantt, Timeline, Calendar, and Mind Map views.
- Built-in automation: Automate task updates, assignments, and status changes with no-code rules.
- Docs & collaboration: Create shared documents, wikis, and notes directly linked to tasks and projects.
- Goals & reporting: Track progress against objectives with dashboards, goals, and performance reports.
Pros:
- Extremely flexible and customizable
- Replaces multiple tools on one platform
- Strong automation and reporting features
- Generous free plan for individuals
Cons:
- Interface can feel complex at first
- Performance may slow with very large workspaces
Pricing:
- Free forever: Free – Best for individual users
- Unlimited: $7/user/month – Best for small teams
- Business (Popular): $12/user/month – Best for mid-sized teams
- Enterprise: Custom pricing – Best for large teams
5. Notion: Flexible workspace with task management
Notion is a versatile workspace combining notes, databases, and task management for teams that value flexibility. It works well as a Microsoft Planner alternative for teams needing document-first collaboration alongside task tracking. Teams can create custom workflows, project boards, and templates for planning, content, and marketing projects. Notion fosters transparency with shared pages, real-time collaboration, and commenting. Its adaptability makes it suitable for creative, operational, and content-heavy teams.
Image source: notion.com
Key features:
- Database-powered task management: Create structured task databases with filters, relations, and rollups.
- Custom workflows: Design task boards, lists, calendars, and timelines tailored to team needs.
- Docs + tasks in one place: Combine project plans, meeting notes, and tasks within shared pages.
- Templates for teams: Use ready-made templates for project planning, content calendars, and roadmaps.
- Real-time collaboration: Comment, mention teammates, and co-edit pages simultaneously.
Pros:
- Extremely flexible and customizable
- Excellent for documentation-heavy teams
- Clean, intuitive interface
- Strong template ecosystem
Cons:
- No built-in task dependencies or advanced automation
- Requires setup to function as a full project tool
Pricing:
- Business: $20/member/month
- Enterprise: Custom pricing
6. OpenProject: Open-source alternative for structured projects
OpenProject is a robust, open-source project management tool ideal for structured workflows and collaboration. It provides task management, timelines, Gantt charts, and Agile boards for teams needing transparency and organization. OpenProject works well for IT, engineering, and cross-functional departments looking for a Microsoft Planner alternative. Role-based access ensures team members see relevant tasks, while reporting helps track progress. Its open-source model allows self-hosting and cost-effective scaling.
Image source: openproject.org
Key features:
- Task & project management: Create tasks, subtasks, and milestones, and manage dependencies to ensure evident project progress.
- Gantt charts & timelines: Visualize project schedules, track deadlines, and easily adjust plans.
- Agile & Scrum support: Manage sprints, backlogs, and boards for software development or iterative projects.
- Role-based access: Assign permissions to ensure team members see only relevant tasks and information.
- Reporting & analytics: Generate detailed project, task, and resource reports for better decision-making.
Pros:
- Fully open-source and self-hosted options
- Strong project planning and timeline management
- Agile support for iterative workflows
- Detailed reporting and role-based controls
Cons:
- The interface can feel complex for new users
- Some features require self-hosting or paid cloud plans
Pricing:
- Professional: $13.50/user/month
- Premium: $19.50/user/month
7. Zenkit: Visual task management with multiple views
Zenkit is a flexible project management platform designed for teams who want multiple ways to organize work. With Kanban boards, tables, calendars, and mind maps, Zenkit supports diverse workflows. It's ideal for marketing, product, and operations teams seeking a Microsoft Planner alternative with strong collaboration features. Teams can filter tasks, add custom fields, and automate repetitive actions for efficiency. Zenkit's cross-platform accessibility ensures teams can work seamlessly from anywhere.
Image source: zenkit.com
Key features:
- Multiple project views: Switch seamlessly between Kanban, table, calendar, and mind map views for flexible planning.
- Custom fields & filters: Track important task details and filter views to focus on priorities.
- Collaboration tools: Comment, assign, mention teammates, and share attachments for efficient teamwork.
- Task automation: Automate repetitive actions such as status changes, notifications, or recurring tasks.
- Integrations: Connect with Slack, Google Workspace, Zapier, and other productivity apps for streamlined workflows.
Pros:
- Highly flexible with multiple visualizations
- Strong collaboration and task management features
- Easy to use and intuitive interface
- Supports cross-platform access (desktop, web, mobile)
Cons:
- Advanced automation requires paid plans
- Limited reporting features compared to enterprise tools
Pricing:
- Business: $21 per user/month
- Enterprise: Custom pricing
8. Todoist: Lightweight task tracking beyond Microsoft Planner
Todoist is a simple yet effective task management tool suitable for individuals and small teams. It's ideal as a lightweight alternative to Microsoft Planner for straightforward task tracking. Teams can create projects, subtasks, labels, and priorities, while recurring tasks and reminders keep work on schedule. Todoist supports collaboration through comments, delegations, and project sharing. Its simplicity, speed, and cross-platform availability make it perfect for everyday productivity.
Image source: todoist.com
Key features:
- Task lists & projects: Organize work into projects and subtasks for clarity and focus.
- Recurring tasks & reminders: Set daily, weekly, or custom repeating tasks with automatic reminders.
- Labels & priorities: Tag tasks, assign priorities, and filter tasks to focus on what matters most.
- Collaboration & comments: Share projects, delegate tasks, and add comments for team communication.
- Cross-platform access: Available on web, desktop, and mobile devices for seamless productivity on the go.
Pros:
- Straightforward and user-friendly interface
- Excellent for personal productivity and small teams
- Lightweight and fast with minimal setup
- Cross-platform support keeps tasks accessible anywhere
Cons:
- Limited advanced project management features
- Not ideal for complex, multi-step workflows
Pricing:
- Business: $8 per user/month
9. Wrike: Robust work management for teams
Wrike is a versatile platform for teams needing visibility, collaboration, and structured workflows. It helps plan, track, and execute projects efficiently, making it a strong alternative to Microsoft Planner. Wrike is beneficial for marketing, creative, and cross-functional teams requiring built-in approvals and reporting. Its multiple views, dashboards, and integrations enhance project tracking and team alignment. Wrike scales from small teams to large enterprises with advanced workflow needs.
Image source: wrike.com
Key features:
- Task & project management: Assign tasks, track progress, and manage dependencies across multiple projects.
- Custom workflows & approvals: Build approval processes and automate task flows to streamline reviews.
- Multiple views: Visualize projects using List, Board, Gantt, and Table views for flexible tracking.
- Reporting & analytics: Gain insights into performance, project health, and team workload with dashboards.
- Integrations: Connect with Slack, Google Workspace, Jira, Salesforce, and other productivity tools.
Pros:
- Excellent visibility and reporting features
- Strong workflow customization and approvals
- Scales from small teams to large enterprises
- Flexible views for project tracking
Cons:
- It can be complex for new users
- Pricing increases with larger teams and advanced features
Pricing:
- Business: $25/user/month
- Enterprise: Custom pricing
- Pinnacle: Custom pricing
10. Smartsheet: Spreadsheet-style alternative to Microsoft Planner
Smartsheet combines the familiarity of spreadsheets with powerful project management features. It's ideal for teams managing structured workflows, budgets, and operational projects as an alternative to Microsoft Planner. Smartsheet supports Gantt charts, Kanban boards, dashboards, and automation for enhanced project tracking. Teams can collaborate in real time with attachments, comments, and shared sheets. Its flexible interface suits operational, project-heavy, and cross-departmental teams.
Image source: smartsheet.com
Key features:
- Spreadsheet-style task management: Manage tasks and projects in a familiar grid interface with filtering and sorting.
- Gantt charts & timeline views: Visualize project schedules and dependencies for better planning.
- Automation & alerts: Automate repetitive workflows, notifications, and approval processes.
- Collaboration tools: Share sheets, comment, attach files, and collaborate in real time with team members.
- Dashboards & reporting: Track progress, KPIs, and project health with customizable dashboards and reports.
Pros:
- Combines spreadsheet familiarity with project management power
- Strong automation and workflow capabilities
- Flexible views and reporting options
- Ideal for operational and project-heavy teams
Cons:
- It can be overwhelming for simple task tracking
- Advanced features require paid plans
Pricing:
- Pro: $9/member/month (billed yearly)
- Business: $19/member/month (billed yearly)
- Enterprise: Custom pricing
- Advanced work management: Custom pricing
How to choose the best Microsoft Planner alternative for your team
Choosing among the many Microsoft Planner alternatives requires more than comparing feature lists. The best alternative to Microsoft Planner should align with your team size, workflow complexity, and long-term collaboration needs while offering flexibility beyond bare task boards.
- Team size and growth plans: Some tools work well for individuals or small teams, but struggle as user counts increase. When evaluating the best Microsoft Planner alternatives, consider how the platform handles growing teams, role-based access, and shared ownership across projects. A scalable solution prevents the need to migrate tools later.
- Workflow complexity and project structure: If your work involves dependencies, milestones, or multiple workstreams, basic planners may fall short. Many alternatives to Microsoft Planner support with timelines, custom fields, and linked tasks. This ensures complex projects remain organized and visible.
- Automation and recurring tasks need: Manual task updates slow teams down as the workload increases. The best Microsoft Planner alternatives are free and paid, and , recurring tasks, and rule-based actions to reduce repetitive work. This helps teams stay consistent without constant manual follow-ups.
- Reporting and cross-team visibility: Microsoft Planner offers limited reporting, making oversight difficult. Advanced alternatives provide dashboards, workload views, and real-time reporting across teams and projects. This is critical for managers coordinating multiple initiatives.
- Integration with existing tools: A strong alternative should integrate smoothly with your chat, document, and calendar tools. Many Microsoft 365 Office Planner alternatives are platform-agnostic, allowing teams to collaborate without being locked into a single ecosystem.
- Budget and pricing flexibility: Cost matters, especially for growing teams. When comparing free alternatives to Microsoft Planner, look for generous free plans and transparent pricing tiers. Affordable scaling ensures long-term value without unexpected cost increases.
Conclusion
Microsoft Planner is a helpful starting point for basic task management, but its limitations quickly surface as teams grow and workflows become more complex. From limited views and reporting to a tight dependence on the Microsoft 365 ecosystem, many teams find they need to explore more flexible and scalable options. Today's Microsoft Planner alternatives offer richer task views, automation, cross-team visibility, and stronger collaboration features to support modern work. Choosing the right alternative depends on your team's size, structure, and long-term goals. For teams seeking an all-in-one, scalable, and collaborative workspace that goes beyond simple planning boards, stands out as a powerful choice.
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FAQs
What is comparable to Microsoft Planner?
Several tools are comparable and often considered the best alternatives to Microsoft Planner, including Trello, Asana, ClickUp, and Notion. These Microsoft Planner alternatives offer similar task assignment and tracking features but add multiple views, automation, and reporting. Teams looking for flexibility often choose these alternatives to Microsoft Planner to support more needs.
Is there a Google alternative to Microsoft Planner?
Google does not offer a direct equivalent to Planner, but tools like Google Tasks, combined with third-party platforms, serve as alternatives to Microsoft 365 Office Planner. Many teams instead adopt standalone tools that integrate with Google Workspace, which are also popular Microsoft Planner free alternatives for organizations not using Microsoft 365.
Which is better, Trello or Microsoft Planner?
Trello is often considered more flexible than Planner due to its customization, integrations, and ease of use. While Microsoft Planner works well inside Microsoft 365, Trello is frequently ranked among the best Microsoft Planner alternatives for teams needing visual simplicity without ecosystem lock-in. Both tools suit basic workflows, but Trello scales better.
Which free Planner app is the best?
The best free alternatives to Microsoft Planner depend on team needs. Trello, Todoist, and Lark are commonly cited as top free alternatives to Microsoft Planner due to generous free plans and ease of use. These Microsoft Planner alternatives offer free options that support , collaboration, and basic automation without requiring paid upgrades.
Can Microsoft Planner alternatives work without Microsoft Teams or Office 365?
Yes, most Microsoft Planner alternatives are platform-agnostic and work independently of Microsoft Teams or Office 365. Many teams prefer these Microsoft Planner free alternatives because they integrate with multiple tools and ecosystems. This flexibility makes them some of the best Microsoft Planner alternatives for cross-functional and external collaboration.
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