I've been on the hunt for a task management system/project management system for years.
I've tried so many of them (Asana, Basecamp, Notion - which I SO wanted to love, TodoIst, and more), many for quite a while, but always wound up reverting back to the old "jot your task list down on the back of an envelope" method in combination with a paper planner.
None of the software options worked the way my brain worked, and it was easier to keep things manual.
I have very little time to learn new systems, and it wasn't worth it to keep trying software that never seemed to stick.
The problem with the "back of the envelope" + planner system is that I was feeling scattered. I'd have to manually go back and forth between my online calendar and planner. Also, I can't always find the envelopes.
Luck Strikes! I tried Upbase. Here's my review:
In February of 2023 I got a lifetime deal on Upbase and decided to give it a try.
Miraculously, it actually works for me.
Upbase is the only task/project management system that I've found intuitive, easy, and helpful right away.
I've been using it extensively since then. It took very little time to get started, although I've gotten more proficient with the various bells and whistles over time.
It's made all the difference to me to have a system that I actually use and can access from my phone or any computer. I feel confident that I know what needs to happen each day/week, fewer things slip through the cracks, and most of what I need to run my practice (and life) is in one place.
I'm not spending more time organizing my to-do list than actually doing stuff. Upbase doesn't feel restrictive or militant. It just works.
In this Upbase review, I'll show you how I've been using it and why it works for me.
If you decide to sign up for a free account, I'd appreciate it if you'd use my link 💚
Don't Change your System Just Because
If you already have a system that you use and like, don't change it!
Please?
Unless you have a compelling reason to change (what you're doing is not actually working, there is a significant cost difference, etc), you are likely just procrastinating by constantly changing things up.
If what you're doing is working, amazing.
Focus on your actual job rather than software swapping.
How Much Does Upbase Cost?
To be super transparent, I signed up for a lifetime plan with multiple users in 2023, which isn't available anymore.
They do offer a free plan. If you want premium features, like recurring tasks and full Google calendar integration, it's $8/month ($5/month if you do annual) per user.
I'd recommend signing up for the free version for a while, just to see if Upbase works the way your brain works. None of these softwares are perfect for everyone, and you may be better off with one of the alternatives.
In my opinion, Upbase is WELL worth the cost of $5-8/month or $10-16/month if you have a single VA. If I didn't have the lifetime subscription, I'd happily pay for it.
Again, here is my link to sign up for a free account if you want to give it a whirl.
I am not going to review the basic features. You can learn about them on Upbase's website or on any of the numerous super generic other reviews online.
Why I like Upbase
- It's easy to see my schedule for the day
- I can drag/drop tasks around as my schedule changes
- It integrates easily with Google Calendar
- I use the "Documents" feature to write newsletters, quizzes, etc so everything is in one place
- It's easy to work with an assistant
- I can use it for personal and business tasks
- It works the way my brain works
- There is an app (which I don't use a ton, but is handy for traveling)
How I use Upbase
Instead of writing things out, I've made a few short videos that I hope will be helpful:
Daily Planner View
Creating Standard operating procedures (SOPs)
Using Documents and Files in Upbase
Working with an Assistant
Again, if you'd like to give it a try, you can sign up for a free account here using my link or just do a search if you'd rather not use my link.
Upbase Review: Downsides
If you've been in business for any length of time, you'll know that there is no perfect magical unicorn software that will solve all of your problems.
Everything has issues.
Upbase is a newer company, and they're making quite frequent updates. I appreciate the regular improvements and the communication/help articles about new features. I'm willing to put up with some wobbles because it very much works for me as a whole.
With Upbase, the main issues I've run into are:
- Some small/occasional inconsistencies in syncing between the app and the online version of the software. I haven't actually tried contacting support about this because it's been minor and I forget.
- Tasks I assign to my VA weirdly show up on the previous day for her (e.g. I assign it for Thursday, and it shows up for her as due on Wednesdays). We correct for this because we know about it, but Upbase support wasn't sure why it happens and couldn't give me a fix for it. It doesn't seem to be widespread/affect other users.
- If I have a document open on two different devices, it doesn't always auto save changes. Learned this one the hard way after losing a few newsletter drafts.
- Very occasional downtime (like 2x in the past year, for a few minutes that I've noticed)
Support tends to be helpful, if a bit slow (maybe a day or two for replies, although I haven't used it often.)
Questions? I'm happy to help if I can. Please comment below.
Upbase Alternatives to Explore
- Asana
- Trello
- Basecamp
- Notion
- Jira
- Monday.com
- ToDoIst
- Clickup
- Twos
I hope you find something that works for you 🌻
