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Google Tasks alternatives for teams

Google Tasks is a fine personal to-do list and a poor team tool. Here are 8 alternatives for 2026, in two groups: apps that keep your tasks in Google, and tools you switch to.

By the Team Tasks team · Published October 26, 2026 · Prices checked against each vendor's own pricing page: ClickUp and Todoist October 26, 2026; TasksBoard and GQueues October 24, 2026; Trello and Asana August 19, 2026.

What teams outgrow in Google Tasks

Teams usually start looking for an alternative for the same reasons. Lists cannot be shared. Tasks have no assignee, so "who has this?" gets asked in chat. There is no board, so nobody can see what is in progress. And there are no comments, so the context for a task lives in email threads.

Before you pick a tool, decide one thing: do your tasks need to stay in Google Tasks? If people rely on seeing tasks in the Gmail and Calendar sidebars or the Google Tasks app, pick from the first group below. If not, the second group gives you more features in exchange for a migration.

All 8 alternatives at a glance

Prices are each vendor's published rates as of the dates in the byline and can change; most are higher on monthly billing (for example ClickUp Unlimited is $10 and Todoist Business is $10 per user per month billed monthly). Team Tasks is an independent product and is not affiliated with Google, TasksBoard, Atlassian, Asana, ClickUp, Doist, or GQueues.

Group 1: Keep your tasks in Google Tasks

These options add collaboration while your tasks stay real Google Tasks, so nothing has to be migrated and anyone who prefers the Gmail sidebar can keep using it.

1. Google Chat spaces (Google's own option)

If everyone is on Google Workspace, start here. Every space in Google Chat has a Tasks tab where members create shared tasks and assign them to each other, and an assigned task also appears in the assignee's own Google Tasks. It is free with Workspace and already installed. It does not work for personal Gmail accounts, the shared view lives inside Chat, and there is no board. Our guide to assigning tasks in Google Tasks has the steps.

2. Team Tasks (that's us)

Team Tasks adds shared kanban boards, assignees, comments with @mentions, labels, and departments on top of Google Tasks, with two-way sync. Shared boards are backed by a designated team Google account, so there is one copy of each task in Google Tasks, and on a Google-synced board each column is one of that account's lists. Boards can also be shown as a list, table, or calendar, and each person gets a My Day agenda across departments. It works with personal Gmail and Workspace accounts.

It is free for companies of up to 3 members, then $2 per user per month with a $10 monthly minimum, after a 14-day free trial. The honest limits: no native desktop or mobile apps, no automations, no timelines, and no third-party integrations. If you need those, look at Group 2.

3. TasksBoard

TasksBoard is the most established Google Tasks board app. It shows your lists as a full-screen kanban board and shares lists between individual Google accounts, with each collaborator getting their own copy of a shared list. The free plan covers one board and up to 5 shared lists you own. Shared boards need Pro ($4.79 a month) or Team ($4.99 per user per month), billed yearly, for everyone on the board. It is a good choice for sharing a few lists between a few people. Team Tasks vs TasksBoard compares the two in detail.

Group 2: Switch to a dedicated tool

These tools have their own task systems. You get more features, but you import or re-create your tasks, and they stop being Google Tasks.

4. Trello

Trello, from Atlassian, is the classic kanban app: boards, lists, and cards, with automation and a large catalog of integrations. The free tier covers up to 10 collaborators per workspace, and Standard is $5 per user per month billed yearly. Pick it if your team thinks in boards and wants something mature and simple. More in Team Tasks vs Trello.

5. Asana

Asana is a full work-management platform with projects, timelines, goals, portfolios, and reporting. The free plan covers 2 users, and Starter is $10.99 per user per month billed yearly. Pick it when you are managing projects with dependencies and deadlines across teams, not just shared to-dos. More in Team Tasks vs Asana.

6. ClickUp

ClickUp tries to be everything at once: tasks, docs, whiteboards, goals, and many views. Its Free Forever plan allows unlimited members and unlimited tasks, with limits such as 60MB of file storage and 5 spaces. Unlimited is $7 per user per month and Business is $12, both billed yearly ($10 and $19 billed monthly), and AI features cost extra. Pick it if you want one tool for all your team's work and are willing to spend time setting it up.

7. Todoist

Todoist is the closest in spirit to Google Tasks: fast to capture, clean, and good on every device, but with shared projects and task assignment. The free plan allows 5 personal projects with up to 5 people each. Pro, for individuals, is $5 a month, and Business, for teams, is $8 per user per month billed yearly ($10 billed monthly). Pick it if your team wants a better to-do list rather than a project-management system.

8. GQueues

GQueues is a task manager designed to feel at home in Google, with native mobile apps, two-way Google Calendar sync, and a Gmail add-on. It imports your Google Tasks once but does not sync back, so it replaces Google Tasks rather than extending it. The Lite plan is free, and Business is $4 per user per month billed yearly. More in Team Tasks vs GQueues.

How to choose

• Everyone is on Workspace and the needs are simple: try Google Chat space tasks first. They cost nothing extra.
• The team lives in Gmail and wants a shared board with owners and comments: Team Tasks.
• A few people want to share a few lists: TasksBoard's free plan.
• You want a better to-do list, not a project tool: Todoist.
• You want simple boards with automations and integrations: Trello.
• You are managing real projects with timelines and reporting: Asana or ClickUp.

Whatever you pick, try it on one real project for a week before moving everyone. Most of these have a free plan or trial, and the right tool is usually the one your team still opens on day five.

Frequently asked questions

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