A deadline slips by. A client follow-up gets buried under messages. A teammate misses a status update because the reminder was sitting in the wrong inbox.
These small misses pile up into delays, lost trust, and unnecessary stress.
Project Management Software that sends reminders and alerts keeps the whole team accountable, realigning priorities when plans change and preventing tasks from getting missed.
In this blog post, we’ll walk through the top three tools that deliver on this promise. 🎯
Top 3 PM Software That Sends Reminders and Alerts
- Top 3Project Management Software That Sends Reminders and Alerts: At a Glance
- What Should You Look for in Project Management Software That Sends Reminders and Alerts?
- The Best Project Management Software That Sends Reminders and Alerts
- Other Notable Mentions
- How to Manage Multiple Priorities Effectively (Tips + Best Practices)
Summarize this article for me pleaseTop 3Project Management Software That Sends Reminders and Alerts: At a Glance
Here’s a glimpse of the three best Project Management Software tools that send reminders and alerts you can use for your project plan:
| Tool | Best for | Key features | Pros & cons | Pricing* |
| ClickUp | AI-powered project management and collaboration for individuals, startups, and enterprises | Reminders, ClickUp Brain (AI task assignment, updates, and alerts), AI Autopilot Agents, Automations, Calendar (smart scheduling and rescheduling) | Pros: 🌟 Converged AI Workspace for all your work 🌟 Lets you snooze, reschedule, delegate, or convert reminders into tasks 🌟 Includes AI tools for writing, planning, and task automation 🌟 Offers flexible project views, including List, Board, Calendar, Gantt, and Timeline Cons: 🧐 Steep learning curve for new users due to its wide feature set 🧐 The mobile app doesn’t yet have all the features of the desktop app | Free forever; Customizations available for enterprises |
| Asana | Flexible, cross-functional project management for startups and mid-sized project teams | Task reminders and notifications (via email, push, or desktop), dependencies and subtasks, automations for task updates and alerts, timeline and calendar views, Slack/Google Calendar integrations | Pros: 🌟 Reminds teams of routine tasks and check-ins 🌟 Helps managers reduce follow-ups 🌟 Keeps everyone updated regardless of time zones Cons: 🧐 Limited external access for collaborators 🧐 Advanced features are locked behind paywalls 🧐 Difficult for small teams to set up | Free; Paid plans start at $13.49/month per user |
| Trello | Visual task management and prioritization for individuals and small teams | Due date alerts, card assignment reminders, activity updates, Kanban boards, Butler automation (rule-based reminders), 200+ integrations via Power-Ups | Pros: 🌟 Supports mobile and desktop access for work on the go 🌟 Sets reminders on Google Calendar and other tools through integrations via Power-Ups Cons: 🧐 Limited reporting and dashboard features without Power-Ups 🧐 Restrictions on how many projects you can track at a time 🧐 Not suitable for large teams or complex projects | Free; Paid plans start at $6/month per user |
Summarize this article for me pleaseWhat Should You Look for in Project Management Software That Sends Reminders and Alerts?
The best project management software ensures reminders are timely, contextual, and adaptive to your workflow. Here’s what to look for when picking one:
- Delivers reminders across devices (desktop, mobile, browser, chat apps) so you never miss a deadline on the go
- Automates alerts based on triggers like status changes, dependencies, or inactivity, reducing manual follow-ups
- Distinguishes urgent deadlines from routine check-ins, ensuring critical work always gets top visibility
- Tracks responses to alerts, so you know whether tasks are acknowledged, snoozed, or completed
- Integrates alerts into workflows, for example, turning comments or notifications into follow-up email reminders
- Uses AI to reprioritize reminders, summarize pending tasks, and escalate blockers automatically
- Syncs with external calendars (Google, Outlook, iCal) to prevent double-booking and keep schedules aligned
🧠 Fun Fact: The oldest ‘reminder system’ humans used was tying knots in strings. Ancient cultures, including the Incas with their Khipu system, used knotted cords to track tasks, numbers, and obligations.
Summarize this article for me pleaseThe Best Project Management Software That Sends Reminders and Alerts
How we review software at ClickUp
Our editorial team follows a transparent, research-backed, and vendor-neutral process, so you can trust that our recommendations are based on real product value.
Here’s a detailed rundown of how we review software at ClickUp.
Let’s look at the top three Project Management Software that send reminders and alerts.
1. ClickUp (Best for AI-powered project management and collaboration)
ClickUp for Project Management is the everything app for work that combines PM, documentation, and team communication, all in one platform—accelerated by next-generation AI automation and search.
ClickUp Reminders centralize all follow-ups and task alerts in one place via ClickUp Home. It doesn’t matter if you’re working from a browser, desktop, or mobile device; your reminders are always visible and actionable.
Suppose a startup founder is coordinating product launches across multiple teams. They can create a reminder for a critical client call, attach relevant documents, and even assign it to a team member.
Comments in ClickUp Tasks or notifications can also be turned into Reminders. Plus, with options to snooze, reschedule, or delegate, Reminders keep everyone accountable.
Keep your projects moving with AI
ClickUp Brain adds an AI-powered layer to project management, saving you roughly a day per week by automating routine tasks and meetings. When prompted, it automatically assigns tasks based on availability, tracks progress, and adjusts priorities dynamically.
For instance, a project manager coordinating a new app release prompts ClickUp Brain to: ‘Plan the release tasks for the next two weeks, assign them to developers, QA, and marketing, and flag any delays automatically.’
AI instantly creates tasks for each team, assigns owners based on expertise, sets deadlines, and monitors progress. If a QA task falls behind, Brain updates priorities and sends alerts to the relevant team members.
📌 Try these prompts:
- Set a reminder for the design team to submit wireframes by Friday at 3 p.m.
- Create recurring reminders every Monday for the team to update their project progress
- Notify me if the development task isn’t completed 24 hours before the deadline
Automate your workspace without coding
ClickUp Automations, powered by AI, let you describe a workflow in plain English to set up instantly.
For instance, when a designer marks a task as ‘Done,’ an automation can move it into the ‘Review’ list. It also notifies the project manager and assigns it to QA.
Create smart schedules
ClickUp Calendar centralizes all tasks, events, and deadlines into one smart, dynamic view to actively manage your schedule.
Unlike static calendars, ClickUp Calendar auto-blocks focus time, reprioritizes tasks when plans change, and syncs with Google Calendar or Outlook to avoid double-booking.
Paired with ClickUp Brain, it can even find meeting times, send invites, and generate searchable transcripts with assigned action items.
Here’s how to use it for optimized scheduling:
ClickUp key features
- Unify AI tools: Access a powerhouse of AI tools for deeper automation, project intelligence, and smarter task management with ClickUp Brain MAX
- Turn conversations into tasks: Capture ideas, action items, or quick updates on the go by simply speaking them out with Talk-to-Text in ClickUp
- Generate polished content: Turn to ClickUp Brain’s AI Writer for Work to draft emails, meeting agendas, reports, or project updates
- Find answers in seconds: Retrieve the exact information you need across tasks, docs, chats, and projects with ClickUp Enterprise Search
- Capture meetings effortlessly: Record, transcribe, and summarize discussions, then turn key points into actionable tasks with the ClickUp AI Notetaker
- Delegate busywork: Deploy customizable ClickUp AI Autopilot Agents that monitor tasks, update statuses, and send alerts as per your specific needs
ClickUp pros
- Unifies tasks, docs, chats, whiteboards, dashboards, and goals in one workspace
- Lets you snooze, reschedule, delegate, or convert reminders into tasks with a single click
- Provides extensive AI tools for writing, planning, and task automation
- Offers flexible project views, including List, Board, Calendar, Gantt, and Timeline
ClickUp cons
- Steeper learning curve for new users due to its wide feature set
ClickUp pricing
free forever
Best for individual users
Free Free
Key Features:
60MB Storage
Unlimited Tasks
Unlimited Free Plan Members
unlimited
Best for small teams
$7 $10
Everything in Free +
Unlimited Storage
Unlimited Folders and Spaces
Unlimited Integrations
business
Best for mid-sized teams
$12 $19
Everything in Unlimited +
Google SSO
Unlimited Message History
Unlimited Mind Maps
enterprise
Best for many large teams
Get a custom demo and see how ClickUp aligns with your goals.
Everything in Business +
White Labeling
Conditional Logic in Forms
Subtasks in Multiple Lists
* Prices when billed annually
The world's most complete work AI, starting at $9 per month
ClickUp Brain is a no Brainer. One AI to manage your work, at a fraction of the cost.
ClickUp ratings and reviews
- G2: 4.7/5 (10,400+ reviews)
- Capterra: 4.6/5 (4,300+ reviews)
Why it’s great for managing multiple priorities
ClickUp’s comprehensive suite of features helps individuals and teams organize, visualize, and prioritize tasks efficiently.
It provides four clear priority flags, including Urgent, High, Normal, and Low. This way, everyone on the team instantly knows which tasks require immediate attention and which can be scheduled for later.
What are real-life users saying about ClickUp?
From a G2 review:
📮 ClickUp Insight: 50% of people structure their time by dedicating certain days to admin vs. focused work, but only 22% say they automate or delegate tasks.
Manual time management helps, but it doesn’t eliminate the repetitive tasks that still eat into deep work. ✔️
ClickUp’s Calendar, Time Blocking, and AI Agents work together to protect your time. Automatically schedule repetitive work, move tasks based on priority, and trigger reminders—so your week runs itself.
💫 Real Results: Lulu Press saves 1 hour per day, per employee using ClickUp Automations—leading to a 12% increase in work efficiency.
2. Asana (Best for flexible, cross-functional project management)
Asana is a task management software that lets you set up notifications through email, mobile push, or desktop alerts. Customize when and how often these fire, whether that’s a one-time deadline reminder or recurring pings for regular tasks.
You can inform specific team members, set reminders based on project phases, or trigger notifications when dependencies change. The system integrates with your existing workflow through visual project boards, timelines, and calendar views.
Its automation features streamline this further with custom rules that can assign tasks, update statuses, or send alerts. It connects with tools like Microsoft Teams and Google Calendar, so notifications can flow into your workspace without context switching.
Asana key features
- Set task dependencies and subtasks to break down complex work and manage task order
- Assign roles, due dates, and priorities to tasks with customizable fields for effectiveness
- Manage workloads and resource allocation dynamically with drag-and-drop ease
- Create reusable templates for projects and tasks to standardize best practices
- Build AI workflows or set up templated AI agents to take on repetitive tasks
Asana pros
- Encourages consistency by reminding teams of routine tasks and check-ins
- Helps managers reduce follow-ups since reminders handle much of the nudging
- Supports remote and distributed teams by keeping everyone updated regardless of time zones
Asana cons
- Limited external access; collaborators can only view tasks, not input or track hours
- Advanced features are locked behind paywalls, unlike Asana alternatives
- It’s difficult for small teams to set up
Asana pricing
- Free
- Starter: $13.49/month per user
- Advanced: $30.49/month per user
- Enterprise: Custom pricing
- Enterprise+: Custom pricing
Asana ratings and reviews
- G2: 4.4/5 (12,300+ reviews)
- Capterra: 4.5/5 (13,500+ reviews)
Why it’s great for managing multiple priorities
Asana is reliable for managing multiple projects. It provides you with a workspace to organize and prioritize tasks by urgency, importance, and due dates. Additionally, its customizable priority matrices and automated reminders help you balance workloads and avoid missing deadlines.
What are real-life users saying about Asana?
A G2 review shares:
🔍 Did You Know? Studies show that people are more likely to follow through on goals when they set time-based reminders (‘remind me at 7 a.m.’) rather than vague ones (‘remind me tomorrow’). The specificity tricks the brain into treating it like a deadline.
3. Trello (Best for visual task management and prioritization)
Trello is a free project management software built around visual Kanban boards to make task tracking straightforward. You can create cards for tasks, move them through customizable lists (To Do, In Progress, Done), and get a view of where everything stands.
The platform handles notifications through due date alerts, card assignments, and activity updates, so team members stay informed.
For teams that need more, Trello offers Calendar and Timeline views in paid plans. It also gives an extensive Power-Up library that integrates with tools like Slack, Google Drive, and various time-tracking apps.
Butler, Trello’s automation tool, can set up rule-based actions to reduce manual work. For instance, it can automatically move cards when certain conditions are met or send reminders based on project prioritization.
Trello key features
- Organize tasks by creating detailed cards with due dates, attachments, checklists, and assignees
- Leverage its cross-functional collaboration features, including comments, mentions, and real-time activity logs
- Add custom labels and filters to make large boards easier to organize and prioritize
- Leverage multiple project tracking templates from its extensive library to standardize recurring ones
Trello pros
- Supports mobile and desktop access for work on the go with real-time updates
- Sets reminders on Google Calendar and other tools through its extensive integrations (200+) via Power-Ups
Trello cons
- Limited reporting and dashboard features unless you add Power-Ups
- Restrictions on the number of projects you can track at a time; it’s difficult to switch between projects
- It isn’t the ideal solution for teams with large or complex projects
Trello pricing
- Free
- Standard: $6/month per user
- Premium: $12.5/month per user
- Enterprise: Custom pricing
Trello ratings and reviews
- G2: 4.5/5 (13,700+ reviews)
- Capterra: 4.5/5 (23,600+ reviews)
Why it’s great for managing multiple priorities
Trello provides a clear visual overview of tasks using customizable Kanban boards, allowing you to reorder and prioritize work based on urgency and importance.
Plus, Butler and integrations facilitate AI-powered project execution, helping teams stay focused on the most critical tasks.
What are real-life users saying about Trello?
Here’s what a Capterra user had to say:
🔍 Did You Know? The very first digital reminders appeared in the late 1980s with early personal digital assistants (PDAs) like the Psion Organizer and later the PalmPilot. People were amazed that a handheld device could remember appointments for them.
Summarize this article for me pleaseOther Notable Mentions
While these tools didn’t make it to the top three reminder apps, you can use them to improve project management:
- Monday: Offers automation capabilities to set up alert reminders based on specific triggers, such as approaching deadlines
- Wrike: Provides automated timesheet reminders to help teams submit their logs on time, ensuring accurate meeting payroll, billing, and reporting deadlines
- Hive: Offers audio notifications for meeting alerts, messages, action assignments, and @mentions, adding an extra layer of urgency to important communications
💡 Pro Tip: Why do the mundane day-to-day stuff yourself when you can program an AI Autopilot Agent in ClickUp to do it for you?
Switch on a Prebuilt Autopilot Agent, such as the Weekly Report Agent or the Team Standup Agent, or build your own Custom Autopilot Agents with our no-code builder.
This video will show you how to get started!
Summarize this article for me pleaseHow to Manage Multiple Priorities Effectively (Tips + Best Practices)
When everything feels urgent, it’s tough to know what deserves your attention first. Here are some best practices to get you there.
- Use pre-mortem reminders: Set alerts tied to risk points. For instance, you can create a reminder that triggers if any dependency slips by more than 24 hours
- Adopt the ‘alert stacking’ method: Continue to stack alerts for three critical checkpoints: when a task is created, when it’s halfway done, and when it’s nearing the deadline
- Leverage the fail-safe delegation framework: Pair assignments with automatic alerts that notify you if progress stalls (e.g., status hasn’t changed in two days)
- Apply a two-channel alert: Separate urgent alerts (mobile push) from non-urgent ones (email or in-app) in your to-do list
🧠 Fun Fact: Digital reminders have even been tested in medicine. In clinical trials, patients who received daily SMS reminders to take their medication were up to twice as likely to adhere to their treatment plans.
Summarize this article for me pleaseHere’s a Reminder: Pick ClickUp
At the end of the day, reminders and alerts are about staying in control of your workflow without feeling overwhelmed. While Asana and Trello bring solid features to the table, ClickUp goes a step further.
ClickUp gives you AI-powered reminders, automations, and customizable alerts that adapt to the way you work. Sync alerts across desktop, mobile, and browser so nothing gets missed. Plus, it pings you while also adjusting priorities, auto-assigning tasks, and keeping everyone on the same page.
With project tasks, documentation, reports, and team communication all managed in a single AI-powered platform, ClickUp cuts Work Sprawl to become the one and only Converged AI Workspace you need!
Sign up to ClickUp for free today! ✅
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