The 8 Best Task Trackers (Apps and Tools) for 2025

Looking for a task tracker for your construction business? We’ve reviewed 8 of the best apps on the market to help you!

a computer monitor sitting on top of a wooden desk with a task tracker displayed on the screen
FAQs
What is a task tracker?

A task tracker is a tool designed to help individuals and teams organize, prioritize, and monitor the progress of tasks and projects. It functions as an advanced version of a to-do list, providing a centralized platform for managing tasks efficiently.

How to create a task tracker in Excel

To create a task tracker in Excel, follow these steps:

  1. Set up the basic structure: Open a new Excel spreadsheet. Then, create column headers for essential information like Task Name, Category, Urgency, Assigned To, Due Date, Status, and Hours Budgeted.
  2. Add tasks and details: Enter task names and fill in relevant details for each task. Use data validation to create dropdown lists for categories like urgency or status.
  3. Implement status tracking: Create a status column with options like “Not Started,” “In Progress,” “Complete,” and “On Hold.” Use conditional formatting to visually represent different statuses.
  4. Create formulas for tracking progress: Use functions like COUNTIF to count completed tasks. Afterward, calculate the percentage of tasks completed.
  5. Add visual elements: Create progress bars using the REPT function or data bars to visualize task completion. Use charts or graphs to summarize task status by category or urgency.
  6. Implement sorting and filtering: Enable sorting and filtering options to easily organize tasks by different criteria.
  7. Create summary dashboards: Design separate sheets or sections for different views, such as pending tasks by category or urgency.
  8. Customize and format: Apply color coding and formatting to improve readability. You can also add your company logo or adjust colors to match your branding.

By following these steps, you can create a comprehensive task tracker in Excel that helps you manage tasks efficiently, visualize progress, and keep your projects on track.

Remember to regularly update the tracker and use it consistently to maximize its effectiveness in managing your tasks and projects.

How to create a task tracker in Google Sheets

To create a task tracker in Google Sheets, follow these steps:

 

  1. Set up the basic structure: Open a new Google Sheets spreadsheet. Next, rename the sheet to “Task Tracker” by clicking on “Untitled spreadsheet” at the top. Finally, create column headers in the first row for essential information like Task Name, Description, Due Date, Status, and Notes.
  2. Format the headers: Highlight the first row and make the text bold. Use borders and fill colors to visually differentiate the headers.
  3. Add tasks and details: Enter task names and fill in relevant details for each task under the appropriate columns.
  4. Implement status tracking: Select the cells under the Status column. Go to Data > Data Validation. Then, add a rule and choose “Dropdown” under Criteria. Next, type “Not Started, In Progress, Completed” in the text boxes. Click “Done” to create a dropdown menu in the Status column.
  5. Sort tasks by due date: Highlight the cells containing your tasks. Next, go to Data > Sort range > Advanced range sorting options. Tick the box next to “Data has a header row.” Finally, select the Due Date column as your sort criteria.
  6. Use conditional formatting for status: Click on the cells in the Status column. Then, navigate to Format > Conditional formatting. Next, set up rules to change cell colors based on the task’s status (e.g., red for “Not Started”, yellow for “In Progress,” green for “Completed”).
  7. Add additional features (optional): Create formulas to track progress, such as using COUNTIF to count completed tasks. Add columns for priority, assigned team members, or time tracking. Finally, create separate sheets for different task statuses (e.g., Backlog, To Do, In Progress, Completed, Archived).
  8. Customize and enhance: Use filters to view specific subsets of data. Then, add charts or graphs to visualize task progress. Consider using Google Apps Script to automate task movement between sheets based on status changes.

Remember to update your task tracker regularly and use it consistently to maximize its effectiveness in managing your tasks and projects. If you need additional features or functionality, you can also explore pre-made templates or more advanced project management solutions.

What are the best free task tracker apps?

Among the task trackers reviewed in this article, Notion, Todoist, and Monday.com all offer a free-forever plan.

It’s worth noting that while these apps offer free plans, they may have limitations compared to their paid versions. Testing out a few options can help you find the best fit for your specific needs.

What features should I look for when choosing a task tracker?

When selecting a task tracker, consider features such as ease of use, customizable views (like Kanban or Gantt), collaboration tools (comments, file sharing), integration capabilities with other software (like calendars or project management tools), and mobile accessibility to ensure you can manage tasks on the go.

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