Project management in WordPress

Project view

I’ve been working on larger and larger projects recently and collaborating with other developers to help me get the work done.

This increasing workload and the need to assign work to other developers led me to find a solution for managing my projects, that would suit working with other people.

Cue WP Project Manager.

WP Project Manager is a WordPress-based project management system, that allows you to manage all of your projects, whether they be WordPress projects, or any other kind of project (such as a design project, or business consulting project).

Team members

You can add all of your team members, such as your contractors and your clients, using the user system in WordPress. The user accounts only need to have a subscriber role to use this plugin, so you can limit what they have access to in your dashboard as much as you need.


You have the ability to add as many projects as you want. With each project, you can add a title and a description, and add all of the people that you want to have access to the project (users only have access to the projects that you assign them to, so there’s no need to worry about anyone having access to projects that they shouldn’t).

Project view

Activity view

When you first open a project, there’s an overall activity view, which shows you what’s been going on, in reverse chronological order, which is useful for getting a quick feel of where things stands.

Activity view


Within each of your projects, you can set up all of your project milestones. Again, with each milestone, you can add a title and a description, and then the due date for the milestone.

The milestone view shows which projects are ahead of schedule, and which ones are behind schedule.

Milestone view

To-do lists

You can also create as many to-do lists as you need, and each one can be attached to a milestone.

Each task within the to-do list can be given a deadline, and you can assign the responsible user to the task, so that everyone knows who is responsible for what.

To-do list


Each project also comes with a message board, so you can discuss the project with your project team. This makes for an excellent central location where all project decisions are made and documented.


Furthermore, each task has a messaging feature, so you can discuss the finer details of each task with your project team.

Task messages


You can also attach your project files to your project, so everyone has access to your design files, meeting notes, or whatever else you might want to supply to the team.

Files view

Email notifications

This is the feature that really makes this a useable system in my view: with every function, you can elect to notify your team members about the update. So, if you create a new task and you want to notify everyone, or just a select few about it, just check who you want to notify and click save. An email will be sent to the users you selected, and there’s templates for each email type. This way, you can notify specific team members about what they need to work on, and what they need know about.

Notify users

Areas for improvement

While this is an excellent plugin, and I’m now using it to manage all of my projects, it does have a couple of shortcomings. For instance, I would love to have a global to-do list, showing me all of my tasks from all of my projects, preferably ordered by date, so that I can get an overall view of what needs my attention.

There’s a couple of other minor things, but overall, it’s really helped me to manage my projects better, and if I see a real need, the project is on GitHub and I can always contribute.

Start managing your projects in WordPress today

12 thoughts on “Project management in WordPress”

  1. curtismchale says:

    The problem I’ve always had with this is that it’s in the WordPress admin. The WordPress admin just wasn’t built for this type of interaction so it always feels like you could have a way more functional/awesome UI if it wasn’t stuck in the Admin.

    I’ve always thought it was a great plugin though.

    1. Interesting. Doesn’t seem to bother me too much. I think there’s a few features that I’d still like to see, but I don’t think the WordPress UI would stop that from happening. Of course, when I’m really raking it in, there won’t be any questions about me subscribing to Basecamp.

    2. Robert Huber says:

      I have to agree. I tried it and really like the functionality, but the whole thing existing in wordpress admin was confusing for my clients. If there were a way to get the functionality into page, I would be all over it. It really is pretty slick though.

      1. I believe the Pro version allows you to incorporate the UI into the front-end of your site.

  2. Liking the fact that I got a couple of little avatar pics in your post images haha

    I agree that a global to-do list would be handy when working on many projects at once but the one caveat I found with this plugin was that to notify other ream members of a comment you have to tick the box with their name on it. I would prefer if by default other members were notified but maybe there’s a setting to enable that…

    But all in all this plugin does exactly what you expect – it manages projects – and it does it pretty nicely. Compared to other free WP project management solutions I’ve used this one is by far the most intuitive to use. Basically there’s no learning curve for a new user which is one of the things I like so much about it :D

  3. Are there plans to translate the plugin into other languages like German or Spanish?

    1. I couldn’t tell you: you’d have to ask the developer

      1. Hi, thanks for your reply. So do I turn to? Thank you.

        1. You’re in luck, Stefanie :) The plugin already has both German and Spanish translation files contributed by users. Just grab the plugin from the WP Plugin Repo and the translation files are already included :)

          Grab it here:

  4. Tammi Henson says:

    I had a few headaches trying to get used to it at first as well as getting two partners on board with it, but I stayed with it and after a couple of weeks, everything seemed to fall well into place. I almost feel guilty not paying anything for such an awesome tool.

  5. Gday Dave

    You mentioned being able to limit user access to projects by adding users only to specific projects. But when my clients use it, they can see all projects, rendering it useless to me in terms of client privacy.

    Wedevs (the developer of the plugin) tell me there is no way to achieve this (eg. this post from March 2015 says the same –, so I’m really really keen to know how you’ve achieved it?

    I really need this aspect and it seems like such a basic requirement, and I can’t understand why wedevs would say it’s not something that can be done.

    Any help you can give me would be so appreciated, I’ve hit a dead-end with the developers.


    1. I’m not sure: I haven’t used this in a while. I may have always just assumed that adding a user to a project was the only way that they could see it, but I can’t say for sure whether I checked by logging in as another user and seeing whether they could only see the projects they should be able to. It indeed seems like core functionality that is essential to how the plugin works.

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