We Tested the 10 Best AI Task Managers in 2024

Let’s face it: managing a to-do list is tough, and it gets even tougher when you have to coordinate with teammates over calendars, project timelines, task status, and workflows.

As someone who’s been through this, I understand how daunting it can be to handle cross-functional projects and ensure everyone stays on the same page.

This is where AI task management tools come in. With the power of machine learning algorithms and AI, these tools streamline task management processes, automate scheduling, and optimize productivity, making team collaboration more efficient than ever.

I’ve spent considerable time testing these traditional task managers myself. Based on those experiences and thorough research, and with the help of the team here at ClickUp, I’ve curated a list of the best AI task manager apps and other top task management software tools to help you optimize projects more efficiently. Read on!

Top 10 AI Task Managers of 2024

What Should You Look for in an AI Task Manager?

The best AI task managers don’t just keep track of your tasks; they become intelligent partners in your productivity journey over time.

Here’s what to prioritize when choosing an AI task manager:

Smart scheduling and automation: Look for an AI task manager that analyzes workloads and suggests optimal scheduling for task management. Automated reminders and recurring task creation can further free up mental space
Seamless collaboration: Go in for task managers that offer real-time task updates, file sharing, and communication features essential for team-based projects
Contextual insights and analytics: AI in the workplace can analyze work patterns, identify bottlenecks, and offer personalized recommendations to optimize workflows. Select a tool that can perform these tasks effectively
Integrations: Opt for an AI task manager that seamlessly integrates with existing tools, such as team calendars, email platforms, and communication tools. This ensures a cohesive and unified workflow across all essential applications
Customizability and scalability: Choose an AI task manager that allows customization of workflows and scales with the team’s growth, changing needs, and increasing productivity over time

Also read: How to create a task dashboard

10 AI Task Managers to Use in 2024

Project management and AI tools go hand in hand today to deliver advanced features like predictive analytics, automated task assignments, and real-time insights, improving efficiency and productivity.

With AI tools and the right task manager apps and managers, I can easily transform my task management process, ensuring efficient workflows, timely task completion, and enhanced collaboration.

Here are my top picks for the ten best AI task manager software worth exploring:

1. ClickUp (Best all-in-one project management tool)

ClickUp tops our list as the ultimate AI-based productivity platform for teams, allowing them to plan, organize, and collaborate using Docs, Chat, Goals, Whiteboards, and more.

Its AI-powered assistant, ClickUp Brain, helps me enhance my productivity through smart automation and personalized insights. When it comes to task management, it acts as an ideation partner, creates progress updates and project summaries, analyzes data, and enhances written communication.

ClickUp Brain makes task management easier by helping me estimate the time for each task and set realistic deadlines. Additionally, it prioritizes the most crucial tasks to focus on first. This helps me stay focused on high-priority objectives.

With ClickUp Custom Fields, I can easily indicate whether an action item is approved or if I require clarification. This enhances collaboration by providing clearer visibility to my other team members.

Thanks to ClickUp Automations, managing repetitive tasks is no longer a hassle for me. I can choose from over a hundred AI workflow automations to simplify workflows, handle routine tasks, and manage project handoffs seamlessly.

ClickUp Tasks condenses complex projects into bite-sized actions for more efficient task management. It also helps me prioritize tasks and focus on what matters most, with four priority levels: urgent, high, normal, and low. These levels are color-coded for easy identification so I can quickly act on tasks that need my attention.

Moreover, I can use ClickUp Brain to add reminders for specific tasks, so I never miss a deadline.

Additionally, there are hundreds of pre-defined templates built for different departments, such as sales, customer support, engineering, task management, and more. This ensures that different teams always have access to tailored solutions that meet specific needs, saving time and ensuring efficiency across AI tools, tasks, and workflows.

The ClickUp Task Management Template is one such template that provides a customizable framework for various tasks and projects, which eliminates the need to start from scratch every time.

Track task time and priority levels to gain productivity insights with ClickUp's Task Management Template — Track task time and priority levels to gain productivity insights with ClickUp’s Task Management Template

Here’s how this template transforms my productivity levels:

Assign tasks to team members and set realistic deadlines to ensure everyone is on the same page
Attach relevant documents, images, or files directly to tasks, keeping all project information centralized and accessible
Establish task dependencies to ensure a logical workflow and avoid roadblocks in your project timeline
Automate repetitive tasks and workflows within ClickUp to free up your mind for more strategic work

Download This Template

ClickUp best features

Create custom fields, views, priority settings, and deadlines for each task
Use AI for operations management and efficient task handling
Leverage AI to automate repetitive tasks, suggest optimal scheduling, and generate automated reminders
Use a variety of task views (List, Board, Kanban, etc.) to suit your preferences
Free up your time and mental energy to focus on more strategic work with smart workflows
Integrate with other business apps to connect your task management hub to the rest of your workflow ecosystem
Collaborate with your team through real-time task updates, built-in chat functionality, and file-sharing features
Refine and error-proof your written communication

ClickUp limitations

The mobile app has fewer functions than the desktop version

ClickUp pricing

Free Forever
Unlimited: $7/month per user
Business: $12/month per user
Enterprise: Contact for pricing
ClickUp Brain is available on all paid plans for $7 per Workspace member per month

ClickUp ratings and reviews

G2: 4.7/5 (9,000+ reviews)
Capterra: 4.7/5 (4,000+ reviews)

2. Trevor AI (Best for task scheduling and time blocking)

Trevor AI task manager — *via* *Trevor AI*

Trevor AI is a user-friendly task manager designed to streamline your daily workflow through intelligent scheduling. It’ll help you organize your tasks and calendar for improved productivity and focus.

The tool features AI-powered scheduling, customization options, and tools for teamwork and task sharing. It also highlights overdue tasks in your inbox, ensuring you don’t miss anything important, and provides rescheduling suggestions to find the best time for adjustments.

You can use Trevor AI to automate workflows like scheduling tasks and time blocking, ensuring you make the most of the workday.

Trevor AI best features

Drag and drop tasks onto the calendar to create visual time blocks, promoting focused work sessions and better time management
Analyze workload and suggest optimal scheduling for tasks, taking into account your calendar events and priorities
Reschedule overdue tasks with automatic suggestions at a single click
Get email updates about your daily agenda, with tailored suggestions on improving your planning

Trevor AI limitations

The dashboard visuals were somewhat limited in terms of adding static elements like text, images, lines, and sections
The import/export function is restricted to a specific number of records, depending on your plan

Trevor AI pricing

Basic: Free
Pro plan: $3.99/ month

Trevor AI ratings and reviews

G2: Not enough reviews
Capterra: 4.8/5 (20 reviews)

3. Taskade (Best management tool for task tracking and organizing)

Taskade AI task manager — *via* *Taskade*

Taskade is an all-in-one AI task manager that combines AI task management apps, note-taking, and project planning on a single platform. With its supreme task management skills, it can help you organize and complete tasks and collaborate seamlessly with team members based anywhere. You can create a range of AI agents with Taskade to automate a range of tasks for you.

Taskade best features

Use multiple project views (lists, boards, mind maps, etc.) to cater to different work styles and project needs
Leverage AI to generate and brainstorm ideas for your articles
Automate repetitive tasks, suggest deadlines and flag potential roadblocks in your projects
Collaborate seamlessly with team members through shared workspaces, in-app chat, and video conferencing features
Use Custom AI Agents to automate your writing process, boosting efficiency with AI Agents tailored to your specific needs
Chat with AI Agents within your projects to gain fresh perspectives and access a wide selection of AI-expert personas

Taskade limitations

Compared to some dedicated task automation software, Taskade’s AI features might feel less prominent for some users
The reporting and analytics lack depth and customization options

Taskade pricing

Basic: Free
Pro: $10/month per user
Teams: $20/month per user

Taskade ratings and reviews

G2: 4.6/5 (40+ reviews)
Capterra: 4.7/5 (60+ reviews)

4. Motion (Best AI-powered assistant for scheduling and managing tasks)

Motion AI task manager for scheduling — *via* *Motion*

Motion is an AI task management tool designed to optimize daily workflows and alleviate scheduling overwhelm. This tool can save your calendar from spiraling out of control.

If you’re wondering how to use AI for daily life tasks, take note of how this AI task manager operates. It will analyze your workload, commitments, and meetings to suggest optimal scheduling, ensuring an organized daily schedule.

Moreover, Motion identifies uninterrupted blocks in your calendar and recommends dedicated time for focused work on essential tasks.

Motion best features

Schedule your day optimally with AI suggestions based on your workload, meetings, and commitments
Avoid overbooking and create a more balanced schedule
Reschedule tasks and meetings based on a real-time schedule, minimizing disruption and keeping focus
Identify and block uninterrupted time in your calendar for focused work

Motion limitations

The mobile app is slow to load. This could impact user experience, particularly during time-sensitive tasks or when quick access is essential
There is a lack of features for team collaboration and task delegation, which might be important for managing complex projects

Motion pricing

Individual: $34/month per user
Team: $20/month per user

Motion ratings and reviews

G2: 4.1/5 (80+ reviews)
Capterra: 4.3/5 (40+ reviews)

5. TimeHero (Best for tracking time and managing productivity)

TimeHero is a task management software that focuses on automated scheduling and time tracking to boost productivity. Its time-tracking features provide insights into time usage patterns.

These AI-powered insights will help you identify areas for improvement and other actionable tasks to ensure efficient time allocation for maximum productivity.

TimeHero best features

Analyze workload, priorities, and deadlines to suggest a daily schedule automatically
Monitor time usage patterns and suggest areas for improvement, helping identify time sinks and optimize workflows
Get started quickly with pre-built, customizable task management templates for common tasks and workflows
Create and manage recurring tasks to improve efficiency

TimeHero limitations

Occasional bugs and a less intuitive interface often hinder usability
Its features for team collaboration and project management are not comprehensive enough for complex project needs

TimeHero pricing

Basic: $5/month per user
Pro: $12/month per user
Premium: $27/month per user

TimeHero ratings and reviews

G2: 4.4/5 (20 reviews)
Capterra: 4.7/5 (20+ reviews)

6. Trello (Best for flexible collaboration across teams)

Trello is renowned for its intuitive Kanban-board interface, enhanced with AI features that cater to visual task management preferences. This visual approach of this AI task management tool lets you create customized workflows using lists, cards, and labels to track project progress effectively.

Additionally, Trello’s Power-Ups provide AI-driven tools like card automation and smart calendars, integrating AI scheduling. While it’s not the most feature-rich AI task manager, Trello remains powerful with its user-friendly interface and strong emphasis on visual task management.

Trello best features

Create highly customizable Kanban boards with drag-and-drop functionality
Visualize workflows and track task progress with custom lists, cards, and labels
Automate repetitive tasks on Trello boards, such as assigning due dates or moving cards between lists based on triggers
Create a more balanced schedule based on Trello tasks

Trello limitations

There’s a lack of advanced reporting and analytics features compared to some dedicated AI task managers
Its built-in AI features are limited compared to some competitors that offer a more comprehensive AI-powered experience

Trello pricing

Basic: Free
Standard: $6/month per user
Premium: $12.50/month per user
Enterprise: $17.50/month per user (billed annually)

Trello ratings and reviews

G2: 4.4/5 (13,000+ reviews)
Capterra: 4.5/5 (20,000+ reviews)

7. Todoist (Best personal task management tool)

Todoist is a widely recognized AI task manager tool praised for its clean interface, basic features, and emphasis on productivity. It integrates AI features like natural language processing for effortless task input and smart scheduling.

The tool analyzes your workload, suggesting optimal task scheduling to enhance daily planning. While it may not match the robust features of complex project management tools or AI-centric task managers, Todoist excels as a user-friendly, AI-enhanced to-do list app for individual productivity.

Todoist best features

Easily add tasks and set due dates with natural language processing. For instance, type ‘Call client on Monday at 2 PM’ to schedule a task precisely
Analyze tasks and suggest optimal scheduling based on priority and urgency. This helps plan the day more effectively
Manage tasks efficiently with task priorities, labels, task descriptions, filters, and sub-tasks
Track your tasks using list, board, and calendar views

Todoist limitations

The text creation feature occasionally experiences misunderstandings and command detection issues
Advanced features, such as time tracking and assigning due dates to subtasks, are limited

Todoist pricing

Beginner: Free
Pro: $5/month
Business: $8/month

Todoist ratings and reviews

G2: 4.4/5 (700+ reviews)
Capterra: 4.6/5 (2,000+ reviews)

8. Fellow (Best for recording insights and organizing meetings)

Fellow is a popular AI task manager for meetings. It suggests topics and captures important information as meetings progress. With its AI transcription, you can participate fully while it automatically creates meeting notes and summaries effortlessly. Another useful feature is its AI agenda builder, which generates AI meeting notes and talking points based on meeting titles and calendar descriptions.

Moreover, the Meeting Copilot feature allows you to record, transcribe, and summarize any meetings you attend. This enhances your ability to stay organized and informed.

Fellow also promotes real-time collaboration when scheduling meetings by enabling team members to contribute to agendas, take notes, and assign tasks. These features enhance meeting productivity and keep everyone aligned.

Fellow best features

Create clear and focused agendas with Fellow
Suggest talking points and ensure all relevant information is captured before meetings
Collaborate on agendas, take notes, and assign action items in real time during meetings
Use AI to track action items assigned during meetings. It can also suggest follow-up reminders to ensure accountability and keep projects moving forward
Generate meeting transcripts and summaries with the AI Meeting Copilot

Fellow limitations

Occasionally, meetings don’t appear in the app, which leaves you without access or requires you to ask for meeting links again
Once a meeting is closed, you always need to return to the link to access it again
Integrations with other project management tools could be improved to allow for a more holistic workflow

Fellow pricing

Basic: Free
Pro: $11/month per user (5 or more users)
Business: $10/month per user (billed annually; 10 or more users)
Enterprise: Custom pricing

Fellow ratings and reviews

G2: 4.7/5 (2000+ reviews)
Capterra: 4.9/5 (30+ reviews)

9. Timely (Best tool for improving project profitability)

Timely is a unique AI-powered personal assistant that focuses on intelligent time tracking for personalized insights. It’s ideal for users who want to manage tasks while gaining insights into time management and project profitability.

It automatically tracks tasks and project time using AI, analyzing patterns to help improve efficiency. It also lets you assign costs to completed tasks, aiding in project profitability tracking.

Timely also integrates with ClickUp so you can combine the two for a more productive way of working.

Timely best features

Categorize tasks and projects for better organization
Create visual reports to analyze time usage patterns
Assign, track, and prioritize tasks for improved productivity
Gain valuable insights into project profitability by tracking time spent and associating costs with specific tasks
Use insights to make informed decisions about resource allocation and project budgeting

Timely limitations

The mobile app’s functionalities are limited compared to the desktop version
Its features for task creation, delegation, and team collaboration are less comprehensive, potentially limiting its utility for complex team workflows

Timely pricing

Starter Plan: $11/month per user (up to 5 users)
Premium: $20/month per user
Unlimited: $28/month per user
Enterprise Plan: Custom pricing

Timely ratings and reviews

G2: 4.8/5 (400+ reviews)
Capterra: 4.7/5 (700+ reviews)

10. Reclaim (Best for tracking schedules and work allocation)

Reclaim AI is among the top smart calendar AI task management tools used by professionals looking to efficiently manage and schedule tasks to save time. Unlike project management tools, it specifically focuses on optimizing your daily schedule.

Use it to streamline daily tasks, prioritize important meetings, and maintain a balanced workflow throughout the day. It can pull details from different calendars while keeping meetings private.

Its Focus Mode uses AI to block distractions, ensuring uninterrupted work. Plus, smart time allocation suggestions keep you on track and help you avoid procrastination.

Reclaim best features

Leverage AI to analyze workload, emails, and multiple calendars to suggest optimal scheduling for tasks and meetings
Create recurring habits and automate time consuming tasks, freeing up mental space for more strategic work
Minimize distractions with focus mode, which helps block out dedicated time slots for focused work
Auto-schedule and reschedule meetings considering every attendee’s calendar
Track and analyze time spent on different kinds of meetings

Reclaim limitations

Its task management is basic, focusing on prioritizing tasks and setting deadlines. For larger projects and more detailed task management, users may find it lacking in advanced capabilities
It lacks the basic ability to add basic questions for someone to answer upon filling out the booking link
The free plan has limited features and no analytics

Reclaim pricing

Free Forever
Starter: $10/month per user
Business: $15/month per user
Enterprise: Custom pricing

Reclaim ratings and reviews

G2: 4.8/5 (80+ reviews)
Capterra: 5/5 (Not enough reviews)

Elevate Your Efficiency With the Best AI Task Managers of 2024

All the AI task management software mentioned above have been absolute game-changers, helping teams manage complex tasks much more effectively and boosting productivity across the board.

Among them, ClickUp stands out as a powerful productivity tool. With customizable task management tools, an AI assistant, templates, and collaborative features, this software optimizes your workflow and enables seamless, efficient execution of team tasks.

Questions? Comments? Visit our Help Center for support.