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Choosing a task manager for Google Workspace

Your company runs on Google Workspace and needs a shared place for tasks. Here is what Google already includes, what to check before you approve a third-party app, and which tools fit which teams in 2026.

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

What Google Workspace already includes

There is no project-management app in Workspace, but there are three task features worth knowing before you buy anything:

• Google Tasks is each person's own to-do list, in the side panel of Gmail, Calendar, Docs, and Drive and in the mobile app. It cannot be shared and has no assignees.
• Google Chat space tasks let members of a space create shared tasks and assign them to each other. Assigned tasks also appear in the assignee's Google Tasks. There is no board view.
• Google Docs checklists can be assigned to people, and those items show up in their Google Tasks with a link back to the document. Good for meeting action items.

If your teams just need to hand each other the occasional task, Chat spaces cost nothing extra and need no approval. Teams tend to outgrow them when they want to see all their work on one board, discuss tasks in comments, or organize work by department. Our guide to assigning tasks in Google Tasks walks through both native options.

What to check before approving an app

A task manager touches your users' Google accounts, so treat it like any third-party app. Six questions cover most of the risk.

1. Where do the tasks live?

Some tools work on top of Google Tasks through its API, so tasks stay in your users' Google accounts. Others keep tasks in their own database. Neither is wrong, but it decides whether people can keep using the Gmail Tasks panel and what you have to migrate later.

2. Which Google permissions does it request?

Look at the OAuth consent screen, or the app's privacy policy, for the exact scopes. A task app should not need to read Gmail or Drive. Prefer apps that ask only for what they use and that have passed Google's OAuth verification, so users do not see an unverified-app warning.

3. Can you control it from the Admin console?

In the Google Admin console, under Security › Access and data control › API controls, you can manage third-party app access: mark an app as trusted, limit it, or block it, and choose whether users may sign in to apps you have not reviewed. Any app that uses Sign in with Google appears there once someone in your domain connects it, so you can approve it once for everyone.

4. How does it handle people and departments?

Check whether access follows your structure: separate spaces or departments for different teams, roles for admins and members, and guest access for contractors without giving them everything.

5. What happens when someone leaves?

Ask where a departing employee's tasks end up. In a separate system, they stay with the company account in that tool. With apps on Google Tasks, personal tasks live in the user's Google account, so suspending or deleting the account follows your normal Workspace offboarding. Shared work should live somewhere the company owns, not in one person's account.

6. How is it billed?

Per-seat pricing is standard, but check minimums, yearly versus monthly rates, whether guests count as seats, and whether one bill can cover several departments.

The options, by where tasks live

Prices are each vendor's published rates as of the dates in the byline and can change. Team Tasks is an independent product and is not affiliated with Google, TasksBoard, Atlassian, Asana, ClickUp, or GQueues.

How Team Tasks answers the checklist (that's us)

So you can hold us to the same standard, here is how Team Tasks does on each question:

• Where tasks live: in Google Tasks. Shared boards are backed by a designated team Google account, which your company controls, so shared work does not live in one employee's account. Title, notes, due date, and done state sync both ways. Assignees, comments, and labels are stored in Team Tasks, because Google's task format has no place for them.
• Permissions: Google sign-in (name, email, photo) and Google Tasks read and write. Read-only access to events on calendars the user owns is requested only if they turn on the calendar overlay. Never Gmail or Drive. Our OAuth consent screen is verified by Google.
• Admin control: Team Tasks uses Sign in with Google, so it appears under third-party app access in your Admin console, where you can trust, limit, or block it.
• Structure: a company is divided into departments, each with its own boards and members. Company owners and admins manage people, billing, and every department; members see only the departments they belong to. Guests can be added per board for free. Departments are isolated from each other with Postgres row-level security.
• Offboarding: remove the person from the company in Team Tasks. Shared boards stay in the team account, and leaving Team Tasks never deletes anything from Google Tasks.
• Billing: free for companies of up to 3 members. From the 4th member, $2 per user per month on one bill for every department, with a $10 monthly minimum, after a 14-day free trial with no credit card.

And the limits, stated plainly: no native desktop or mobile apps (it is an installable web app that works offline), no automations, no timelines, and no third-party integrations. Full details are in our help center under privacy, permissions, and your data and inviting your team.

Which one fits your company?

• Occasional hand-offs inside existing Chat spaces: use Chat space tasks. Nothing to approve.
• Teams that live in Gmail and want shared boards by department, at low cost per seat: Team Tasks.
• A few people sharing a few lists: TasksBoard's free plan.
• Simple boards with automations and integrations: Trello.
• Cross-team projects with timelines, goals, and reporting: Asana or ClickUp.

Whatever you choose, pilot it with one team for two weeks before rolling it out. Approve it in the Admin console only once that team is still using it.

Frequently asked questions

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