Project Management with a Bit of Magic
Plan, manage, and deliver projects efficiently. Merlin Project for macOS and iOS
Merlin Project vs. Microsoft Project Plan 3
Looking for a web-based Microsoft Project alternative on Mac with pro-grade scheduling? Let's compare Microsoft Project Plan 3 (Project for the web) with Merlin Project for planning depth, resources, costs, collaboration, scale, and platform fit.
Merlin Project
Project management software on Apple Devices
Microsoft Project Plan 3 (web)
Web-based project management in Microsoft 365
Quick Comparison Chart
| Capability | Merlin Project (macOS/iOS) | Microsoft Project Plan 3 (web) |
|---|---|---|
| Project planning & Gantt | Advanced Gantt with critical path, dynamic baselines, constraints | Advanced-for-web timeline with dependencies (incl. lead/lag), critical path, milestones, and baseline snapshots; constraint controls are lighter than desktop PM. |
| Resource management | Robust: people/equipment/materials, utilization, multi-project leveling | Assignments & people views; no true org-wide auto-leveling in the web app; deeper capacity/finance live in Project Online/desktop (included with Plan 3), which are Windows-centric. |
| Budget & cost tracking | Built-in costs, rates, planned vs. actual reports | Web app: basic fields & Power BI/reporting; richer costing/rates in Project Online/desktop (part of the Plan 3 license). Timeline export to PDF exists; broader exports often go via Excel/Power BI. |
| Collaboration | File-based sharing; comments, attachments; works offline and online | Microsoft 365 sharing, comments, automation; strong IT governance and integrations. |
| Multi-Project Management | Advanced: master/subprojects, shared resource pools, portfolio reports | Roadmap/portfolio-style rollups across projects; cross-project resource pooling/leveling not native in the web app (Project Online covers this). |
| Portfolio/large projects | Handles thousands of activities locally; fast on device | Enterprise-ready in Microsoft 365; performance depends on model design, automations, and network. |
| Platform | native Mac, iPad, iPhone, Vision Pro | Browser on any OS; Plan 3 also includes Project Online desktop client (Windows). Mac users are effectively web-only. |
| Pricing | See price list | See pricing |
| Trial | 30-Days Free Trial | 1-month free trial available. |
| Best for | PMOs/pro PMs on Apple who need advanced scheduling, resource management & costs tracking functionality | Microsoft 365–centric orgs OK with web-first planning and using Project Online/desktop for deeper capacity/costing; Mac teams limited to the web experience. |
The Alternative to MS Project on macOS and iOS: Merlin Project
Planning & Scheduling
Merlin Project: Native Mac Project Scheduling Power
Create powerful project schedules using professional work breakdown structures that automatically connect to full-featured Gantt charts. The built-in scheduling engine handles complex constraint relationships and calculates the critical path instantly as your project evolves. Capture initial ideas with visual mind mapping tools, then seamlessly transition to detailed scheduling. Execute work through integrated Kanban boards that maintain perfect synchronization with your master timeline. Advanced baseline functionality lets you preserve original plans and analyze performance against multiple comparison points throughout the project lifecycle.
Microsoft Project Plan 3: Timeline with Dependencies
MS Project for the web supports dependencies, critical path, milestones, and baseline snapshots in the Timeline view. This covers core schedule mechanics for many teams. However, several settings feel constrained compared to desktop project management tools, with limited project-level calendars and options. Users often depend on consistent templates to keep plans reliable. The web UI is modern but can show rough edges like duplicate link lines and unintuitive link behavior.
Managing Your Team
Merlin Project: Advanced Resource Orchestration
Transform how you manage project resources by treating people, equipment, and materials as strategic assets with unique characteristics and availability patterns. The sophisticated resource management system automatically identifies conflicts across your entire project portfolio and suggests optimal solutions. Built-in resource management goes beyond simple assignments to include different material types, external contractors, and specialized equipment. Cost calculations happen automatically using predefined rates and resource utilization data. The system excels at managing complex scenarios where team members work across multiple projects simultaneously, providing clear visibility into capacity constraints and optimization opportunities without requiring everyone to use the software.
Microsoft Project Plan 3: People and Assignment Views
The web app provides people and assignment views to see and filter who's doing what across projects. There's no automatic resource leveling across multiple projects in the web app, and adding assignees typically assumes Microsoft 365 accounts. For portfolio-level capacity planning and resource rates, organizations need Project Online or the desktop client included with Plan 3, which are Windows-only tools.
Tracking Money
Merlin Project: Comprehensive Financial Command Center
Gain complete control over project finances through integrated budget management that operates at every level of your project hierarchy. Establish comprehensive budgets for entire programs, individual phases, or specific work packages, then track actual performance against these targets in real time. The financial system automatically captures labor costs based on time spent and predetermined hourly rates, while also accommodating fixed expenses for materials, equipment rentals, and external services. Advanced variance analysis helps identify cost trends before they become problems, providing the insight needed for proactive budget management. Generate executive-ready financial reports that clearly communicate project performance to stakeholders, ensuring you're always prepared for budget discussions and scope change negotiations.
Microsoft Project Plan 3: Basic Costing with External Tools
In the web app, costs and budgets are typically modeled via fields and surfaced with reports or Power BI. Classic rates, costing, and richer financial features are part of Project Online and the desktop client included with Plan 3. Timeline export to PDF exists, but day-to-day reporting and export often go via Excel or Power BI. Mac users need extra setup for comprehensive financial reporting.
Multi-Project Management
Merlin Project: Program-Level Project Integration
Orchestrate complex programs through sophisticated multi-project architectures that maintain logical relationships between related initiatives. The master project framework creates live connections to individual subprojects, ensuring changes propagate automatically in both directions while preserving project autonomy. Shared resource pools enable true portfolio-level optimization, preventing conflicts and maximizing utilization across all connected projects. Generate consolidated views and reports that reveal program-wide critical paths, resource bottlenecks, and financial performance. This enterprise-grade approach eliminates the data silos that plague most project portfolios, providing program managers with the comprehensive visibility needed to make informed strategic decisions.
Microsoft Project Plan 3 : Roadmap and Portfolio Views
Plan 3's Roadmap aggregates multiple projects on a single timeline with status rollups, useful for program visibility. Cross-project resource pooling and leveling remains outside the web app. Organizations use Project Online (included) for deeper portfolio and capacity management, though this requires Windows desktop tools.
Working Together
Merlin Project works by sharing files. Team members save the same project file on cloud services like iCloud or Dropbox. The program prevents problems when multiple people edit at once. You can add comments and attach files to activities. People who don't use Merlin can view projects through web pages.
Microsoft Project Plan 3 fits naturally into Microsoft 365 with enterprise-grade permissions, audit, and integrations. Sharing and collaboration happen in the browser and across Microsoft Teams, OneDrive, and Power Platform.
Trade-offs of web vs desktop
Web tools centralize access and automate workflows but require connectivity and vendor infrastructure. Desktop keeps data local and performs consistently offline, but requires a sharing strategy. Choose based on compliance, uptime needs, and team composition.
Plan 3 notes for Mac teams: the desktop client included in Plan 3 is Windows-only. On Mac you're effectively web-only. Timeline export to PDF is supported, but broader offline and reporting workflows may require extra tooling.
Performance & Scale
Merlin Project: Local files handle thousands of activities smoothly; no round-trips to a server.
Microsoft Project Plan 3: Proven at enterprise scale within Microsoft 365. As with most web project management tools, performance depends on data model discipline (dependencies, fields), automations, and network quality.
Understanding Platform Choices
Merlin Project: Mac Ecosystem by Design
Merlin Project works exclusively on Apple devices: Mac, iPad, iPhone and Vision Pro. This is an intentional design choice that allows deep integration into a system that simply works. Teams already using Mac computers get software that feels natural and works seamlessly with their existing workflow.
Best for: Teams already committed to Apple's ecosystem who value performance, offline capability, and data control.
Microsoft Project Plan 3: Browser-First, Windows Desktop Optional
Plan 3 runs in any modern web browser and also includes Project Online and the Project desktop client (Windows). For Mac users, that means a web-only experience. If offline or desktop-grade scheduling is essential on macOS, plan for workarounds or consider a Mac-native tool.
What we observed in our hands-on test
- Sign-up friction: Full registration (name, address, phone verification, payment info) for the trial felt heavy.
- Limited project settings: Beyond start date/working week, other basics (e.g., working hours/holidays) weren't obvious in the web UI.
- UI rough edges: We saw occasional glitches (duplicate link lines, sticky labels, odd link behavior).
- People constraints: Assigning to non-Microsoft accounts isn't straightforward for web-only planning.
These aren't blockers for every team, but for Mac-centric PMOs they add operational overhead compared to a Mac-native tool like Merlin Project. For the full review check out our blog article.
