Project Management with a Bit of Magic
Plan, manage, and deliver projects efficiently. Merlin Project for macOS and iOS
Merlin Project vs. MeisterTask
Looking for a MeisterTask alternative on Mac with pro-grade scheduling? Let's compare MeisterTask with Merlin Project, a professional project management tool on macOS and iOS.
Merlin Project
Project management software on Apple Devices
MeisterTask
Web-based task & work management
Quick Comparison Chart
| Capability | Merlin Project (macOS/iOS) | MeisterTask (web/mobile) |
|---|---|---|
| Project planning & Gantt | Advanced Gantt with critical path, dynamic baselines, constraints | Timeline (Gantt-style) plus task relationships ("blocks / blocked by"); strong for lightweight schedules. No documented baselines; variance typically handled via fields/reports. |
| Resource management | Robust: people/equipment/materials, utilization, multi-project leveling | Assignments + Reports to view workload across projects; capacity is process/structure-driven, no automatic leveling. |
| Budget & cost tracking | Built-in costs, rates, planned vs. actual reports | Time tracking is native; budgets/costs via templates, fields or integrations—less native than desktop PM. |
| Collaboration | File-based sharing; comments, attachments; works offline and online | Real-time web collaboration, automations, and integrations (Slack, Google Drive, Teams, etc.). |
| Multi-Project Management | Advanced: master/subprojects, shared resource pools, portfolio reports | Cross-project Reports and personal Tasks/Agenda; up to ~200 projects per custom report; no native resource pooling/leveling. |
| Portfolio/large projects | Handles thousands of activities locally; fast on device | Scales for teams, but performance depends on setup and volume; users report slowdowns with very large numbers of projects/attachments. |
| Platform | native Mac, iPad, iPhone, Vision Pro | Browser + iOS/Android. Desktop apps discontinued Apr 28, 2025; mobile offline supported with limits. |
| Pricing | See price list | See pricing |
| Trial | 30-Days Free Trial | 14-Day Free Trial (self-serve) |
| Best for | PMOs/pro PMs on Apple who need advanced scheduling, resource management & costs tracking functionality | Teams wanting a Kanban-first tool with Timeline, automations, and reports—and who don't need deep, baseline/leveling-grade scheduling. |
Enterprise-grade project control: Your MeisterTask alternative
Planning & Scheduling
Merlin Project: Professional Project Planning
Start by capturing ideas with mind maps that automatically transform into work breakdown structures. Move to professional Gantt charts with full dependency modeling, then execute using Kanban boards while keeping everything synchronized. Track the critical path in real time and maintain dynamic baselines to compare your original plan against current progress.
MeisterTask: Timeline with Task Relationships
MeisterTask provides a Timeline view that works like a Gantt chart, letting you place tasks on a calendar and coordinate dates. The system supports task relationships like "blocks" or "blocked by" to show dependencies between work items. This approach works well for simple to mid-complexity schedules where you need visual coordination without heavy scheduling constraints, though complex project requirements often need creative workarounds.
Managing Your Team
Merlin Project: Complete Resource Control
Assign resources like people, equipment, and materials with different characteristics. The auto-leveling feature automatically balances workloads across multiple projects, suggesting schedule adjustments when team members become overloaded. The system works even when collaborators don't use Merlin - assign work to contractors or equipment without requiring them to learn new software.
MeisterTask: Assignment-Based Workload Views
Teams assign tasks to contacts and use Reports to check workload across multiple projects. You can filter by assignee, date, and tags to see who has too much work or available capacity. The system can include up to 200 projects per custom report. Capacity planning is process-driven rather than automated - you'll need consistent estimates and naming conventions to make reports useful, but this gives you flexibility in designing your own workflow.
Tracking Money
Merlin Project: Built-in Financial Management
Set budgets for entire projects or break them down by phases and individual activities. Assign costs to tasks and hourly rates to people, then watch the system track expenses automatically as work progresses. Compare planned versus actual costs at any level to see which parts cost more or less than expected. Multiple cost accrual methods handle different billing scenarios, keeping you prepared for stakeholder meetings with real-time financial data.
MeisterTask: Time Tracking with Budget Templates
MeisterTask includes built-in time tracking with background timers and manual time entry options. This works well for tracking how much time people spend on different tasks and projects. However, budgets and cost rollups typically require templates, custom fields, or external integrations like TimeCamp and TrackingTime. If you need detailed cost accounting, you'll likely handle calculations in spreadsheets or third-party tools.
Multi-Project Management
Merlin Project: Portfolio Command Center
Link multiple projects into a master document with live subprojects that update bidirectionally. Changes in individual projects automatically roll up to the portfolio level, while master-level decisions flow down to affected projects. Shared resource pools provide portfolio-level workload and cost control with consolidated Gantt views and reports across all projects.
MeisterTask: Cross-Project Reporting
MeisterTask organizes work into separate project boards that you can view together through Reports. These reports aggregate data across many projects using filters for assignee, status, date, and tags. The personal Tasks/Agenda view pins important items from anywhere in your workspace. This gives you good visibility into what's happening across your portfolio, but coordination between projects requires manual oversight rather than built-in portfolio management features.
Working Together
Merlin Project works through file sharing where team members save the same project file on cloud services like iCloud or Dropbox. The program prevents conflicts when multiple people edit simultaneously. You can add comments and attach files to activities, and people who don't use Merlin can view projects through web pages.
MeisterTask is built for real-time browser collaboration with multiple editors working together instantly. The system includes automations for routine steps like moving tasks between stages or assigning work based on triggers. Many integrations with tools like Slack and Google Drive extend collaboration beyond the core platform. Setup is quick, but governance becomes important as teams scale.
Trade-offs of web vs desktop
Web tools centralize access and automate workflows but require internet connectivity and depend on vendor infrastructure. Desktop software keeps data local and performs consistently offline, but requires a file sharing strategy. Choose based on compliance requirements, uptime needs, and team composition.
MeisterTask note: Desktop apps were discontinued on April 28, 2025, so you'll use the web application. Mobile offline exists with limits - about 100 changes cached per device. Plan accordingly if offline laptop work is essential for your team.
Performance & Scale
Merlin Project: Local files handle thousands of activities smoothly with no server round-trips required.
MeisterTask: Collaboration works well at team scale, but architecture matters for larger deployments. Very large portfolios with hundreds of projects and many attachments can experience slower performance. Users report that initial loading can slow down with extensive project collections, though daily usage typically feels responsive.
Understanding Platform Choices
Merlin Project: Apple Ecosystem Integration
Merlin Project works exclusively on Apple devices - Mac, iPad, iPhone, and Vision Pro. This intentional design choice enables deep integration with Apple's ecosystem. Teams already using Mac computers get software that feels natural and works seamlessly with existing workflows and other Apple applications.
Best for: Teams committed to Apple's ecosystem who value native performance, offline capability, and local data control.
MeisterTask: Web-First with Mobile Support
MeisterTask runs in any modern web browser plus iOS and Android apps. Desktop applications are discontinued, so you'll work primarily through the browser interface. The system includes strong automation capabilities and integrations designed for mixed-platform teams working in different tools and environments.
Best for: Teams prioritizing Kanban-style work management, quick setup, and web-based collaboration over advanced scheduling mechanics. Works well when you need simple coordination rather than complex project planning.
