Project Management guide · Tools and software
Project Management Software Features: The Essential Checklist
Project management software features are the capabilities a tool offers for planning, tracking, collaborating and reporting on work. Knowing which ones you genuinely need stops you paying for complexity or choosing a tool you will outgrow.
Key takeaways
- Separate essential features from advanced ones you may not need.
- Score tools against your must-haves and check which plan includes each.
- Wrike offers the broadest planning, resource and portfolio feature set in our review.
Essential features
| Feature | Why it matters |
|---|---|
| Task management | Owners, due dates, priorities and subtasks for every piece of work |
| Multiple views | List, board, calendar and Gantt views for different people |
| Dependencies | Linking tasks so date changes ripple through; see task dependencies |
| Collaboration | Comments, mentions, file sharing and notifications in context |
| Dashboards and reporting | Live progress without manual reports |
| Permissions and guest access | Safe sharing with clients and suppliers |
| Mobile apps and integrations | Working on the go and connecting email, calendars and storage |
Advanced features
| Feature | Who needs it |
|---|---|
| Resource and workload management | Teams sharing people across projects; see resource leveling |
| Portfolio management | PMOs and leaders overseeing many projects |
| Time tracking | Agencies, professional services and anyone billing time |
| Automations | Teams with repeatable workflows and hand-offs |
| Request forms and intake | Teams receiving work requests from others |
| Proofing and approvals | Marketing and creative teams reviewing assets |
| Agile tools | Teams using sprints, backlogs and story points |
| Built-in AI | Summaries, task suggestions and risk alerts |
| Enterprise security | Single sign-on, audit logs and admin controls |
How the leading tools compare
| Feature | Wrike | monday.com | Asana | Jira | Trello |
|---|---|---|---|---|---|
| Gantt / timeline | Yes | Yes | Yes | Yes | Partial |
| Resource and workload management | Yes | Partial | Yes | Partial | No |
| Portfolio management | Yes | Yes | Yes | Partial | No |
| Proofing and approvals | Yes | Partial | Yes | No | No |
| Agile / sprint tools | Partial | Partial | Partial | Yes | Partial |
Wrike covers the broadest set of planning, resource and portfolio features, which is why it ranks first in our project management tools review. Availability depends on the plan, so check the full feature tables in each review and the comparison pages.
Build your feature checklist
- List the problems you want to solve, such as missed deadlines or overloaded staff.
- Translate each problem into the features that address it.
- Mark each feature as must-have, nice-to-have or not needed.
- Score shortlisted tools 0 to 2 on each must-have.
- Check which plan tier includes each feature.
- Test the must-haves in a free trial with a real project.
Example scoring
| Must-have feature | Tool A | Tool B | Tool C |
|---|---|---|---|
| Gantt with dependencies | 2 | 2 | 1 |
| Workload view | 2 | 1 | 0 |
| Client guest access | 2 | 2 | 2 |
| Time tracking | 2 | 1 | 1 |
| Total (out of 8) | 8 | 6 | 4 |
Tool A meets every must-have, so it goes forward to a team trial even if Tool C looks simpler.
Free templates for this topic
Frequently asked questions
What project management software features are essential?
At minimum: task management, multiple views, dependencies, collaboration, dashboards, permissions and integrations.
What are advanced project management software features?
Resource and workload management, portfolio views, time tracking, automations, request forms, proofing, Agile tools, AI and enterprise security.
Which tool has the most project management software features?
Wrike and ClickUp are among the most feature-rich; Wrike ranks first in our review for depth in planning, resources and portfolios.
Is a Gantt chart a must-have project management software feature?
If your projects have dependencies and fixed dates, yes; see Gantt chart software.
What is workload management as a project management software feature?
A view of how much work each person has across projects, so you can spot and fix overload.
How does portfolio management work as a project management software feature?
A roll-up of many projects showing status, priorities and resources for leaders and PMOs.
Are AI project management software features worth paying for?
They can save time on summaries and updates. Test them on your own projects before paying for a higher tier.
Which project management software features matter for Agile teams?
Backlogs, sprints, boards, story points, burndown charts and integrations with development tools.
Which project management software features matter for agencies?
Time tracking, guest access, proofing and approvals, and budgeting.
How do I compare project management software features across tools?
Use a scored checklist of your must-haves and our comparison pages, then confirm in a trial.