Score 7.1 out of 10


What is Podio?

Podio is a cloud-based platform for organizing team communication, business processes, and reporting in project management workspaces; also it may be used as a light CRM platform. It enables workflow automation and integrations. It includes a free version and paid...
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Recent Reviews

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Popular Features

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  • Task Management (24)
  • Team Collaboration (26)
  • Workflow Automation (25)
  • Document Management (22)

Reviewer Pros & Cons

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View all pricing

Entry-level set up fee?

  • No setup fee
For the latest information on pricing, visithttps://www.podio.com/site/pricing


  • Free Trial
  • Free/Freemium Version
  • Premium Consulting / Integration Services

Starting price (does not include set up fee)

  • $9 per month
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Project Management

Project management software provides capabilities to streamline management of complex projects through task management, team collaboration and workflow automation

5.8Avg 7.6

Professional Services Automation

Features that support professional services organizations

7Avg 7.6
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Product Details

What is Podio?

Podio is a cloud-based collaboration service that was founded in 2009 and acquired by Citrix in 2012. Podio supplies a web-based platform for organizing team communication, business processes, data and content in project management workspaces; also it may be used as a social intranet or as a light CRM platform. Its reporting features allow a user to observe sales pipelines and manage budgets and time. Its task management interface is meant to be lively and dynamic as a social networking site's to facilitate sharing and task delegations, and supports document uploading. Workflows can be improved via automation of various triggered tasks. It integrates email and many familiar programs and applications (e.g. Dropbox, Gmail and Google Apps, Gotomeeting, Excel) to expand functionality, and it is mobile accessible. Podio began as a free service and a free option still remains, though three tiers of paid plans (Basic, Plus, and Premium) are now offered which expand support options from implementation only to a priority lifetime user able to gain support at any time (Premium), and limited access to shared projects for subordinate team members. However core features are supported across the tiers.

Podio Technical Details

Operating SystemsUnspecified
Mobile ApplicationNo

Frequently Asked Questions

Podio is a cloud-based platform for organizing team communication, business processes, and reporting in project management workspaces; also it may be used as a light CRM platform. It enables workflow automation and integrations. It includes a free version and paid packages with additional features.

Podio starts at $9.

Asana, Jira Software, and Basecamp are common alternatives for Podio.

Reviewers rate Support for Waterfall Methodology highest, with a score of 9.4.

The most common users of Podio are from Small Businesses (1-50 employees).
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(1-4 of 4)
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June 08, 2016

Great website

Morgan Kendrick | TrustRadius Reviewer
Score 6 out of 10
Vetted Review
Verified User
Helps us see who is doing what on a project. We enter what we're doing in the description field and it really helps us to see how far along we are on a project.
  • Descriptive.
  • I like the status feature on the main network, because you can share with everyone.
  • I like the contacts feature, because it let's me see who's available.
  • Providing less e-mails
  • Over-all look and feel
  • I don't like that it doesn't remember me when I log-in.
Podio is well suited for media production. We can add our own fields and apps to the website, which really helps our department, because we do specific things in the media production field that other people may not do, such as filming location, and Service Level Agreement file attachment option.
Project Management (14)
Task Management
Resource Management
Gantt Charts
Workflow Automation
Team Collaboration
Support for Agile Methodology
Support for Waterfall Methodology
Document Management
Email integration
Mobile Access
Timesheet Tracking
Change request and Case Management
Budget and Expense Management
Professional Services Automation
  • Increased employee efficiency
  • It really helps us keep up with a project.
  • We know how to use the website, so we can assign tasks to other employees faster.
Harold Klaassen | TrustRadius Reviewer
Score 9 out of 10
Vetted Review
Verified User
We are using Podio ourselves as an CRM, as a tool to manage our buyer personas, a tool to collect and structure our content assets. We are implementing Podio for customers, mostly as a CRM, but also as content management tool and content curation tool.

We are a small company and everyone is using Podio and the Podio iPhone app.

As a CRM it is a good alternative for larger tools like SugarCRM and Salesforce because it is very easy to adjust to changing needs and requirements. What takes months to change in the other CRM's takes days in Podio.
  • Can be used for all kinds of business departments (HR, Finance, Development, Sales, etc)
  • A big App Market Place with predesigned apps (free)
  • Low Cost solution - High Flexibilty - Easy to use
  • Podio is an open platform, it isn't difficult to connect with it or to build another interface for it
  • Automated workflows must be improved (now there are third party solutions)
  • Podio workspaces should have the ability to (co) brand
  • Faster data entry possibilities
Podio is best suited for small to mid-sized companies. The workflows shouldn't be too complicated. Podio is very well designed to easily connect with other tools, so it can fit in almost every existing tool set you might (want to) use.

For less than 5 users you can use Podio for free. That is perfect for selecting a right tool for you. Start building the apps you need, or look for them in the app market. Import demo data and tweak the apps and work spaces until it matches your requirements. If you find it too difficult or you are missing key functionality then Podio isn't the platform for you and your business.
  • With Podio it is more inviting for sales reps to keep their lead/account info up to date. In all other systems we tried, it just didn't work out
  • Podio can be used for all kind of departments, no need for an expensive clutter of tools.
  • Currently we are connecting Act-On with Podio; Podio is the CRM for sales reps, Act-On the marketing automation platform. This connection is going to be awesome.
Podio isn't built for the enterprise market and is more flexible to adjust to the needs of our customers. The time to market is short, the app-builder is very easy to use and it can be used for multiple disciplines within a company or cross-company. Last but not least, it is a very cost-effective solution; both in configuration costs as in license fees.
We are marketing consultants. We use Podio to collaborate on different issues: Project management, CRM, Design Reviews, etc. We also build customized CRM's and Content Libraries for our customers. Most (Podio) CRM's are connected to Act-On (Marketing Automation.
I will renew our Podio contract when it expires because with Podio we generate revenue, streamline our own processes and our Podio instance grows with our company.
Very fast responses from our own CSM. Very knowledgable and eager to make us successful
Jan Florian Maas | TrustRadius Reviewer
Score 10 out of 10
Vetted Review
Verified User
Podio is our magic toolbox for managing any kind of project and communication. Web based collaboration changed our business in the last two years. First, we worked internally with Podio to get more structured with ideas. Then, we dived into customer relation management and agile project management. That was the point, where other solutions felt stiffy, but Podio gave flexibility. Furthermore, Podio streamlined our communication and coordination of planning in many ways. Now, we are working with most of our customers within Podio, together.
  • If anything has to be tweaked or changed – in Podio you can do that in minutes!
  • If you need high security and want the maximum possible transparency of what is shared to whom or who is allowed to see your data – Podio's concept of work spaces is great!
  • Easy communication – get in contact with any team member or Podio user: chat, audio or video conferencing is just one click away!
  • Work the way you want – in Podio it's easy to structure your data in Apps and to configure workflows that meet your personal needs.
  • More filter options for calendars.
  • Customizable views for Relation fields.
  • Full featured Podio mobile App for iPad.
  • A customizable profile status – would love to work with Podio in silent mode (logged in while working, but "not available" for requests when in heavy work mode)
Some people seemed to be confused by too many options. Customizing your work in a digital workspace needs means rethinking your possibilities by knowing your toolset well. In the beginning, I was a little bit frustrated, because I didn't see all these options and there was a lack of best practise. Studying the large Podio App Store solutions helped me to understand. If you do not have the time it's the best moment for getting in contact with one of the Podio partners.
  • First, we asked ourselves: "Why should we pay by month, when we can buy and pay once for something individually programmed that meets our needs by 100%?"
  • Well, Podio is very personal and you can customize many functions and workflows in more ways, as you'll find in the market of comparable solutions. A custom programmed solution will be outdated before implemented. The price will be much higher than having a monthly fee for our team members. By the way, you don't have to pay for external members, i.e. customers or partners. Lessons learned: Podio was – and still is – one of our lowest IT investments ever!
  • Project planning and delivery is now faster than ever, the number of customer more than before. Customer satisfaction is top. Our overall earnings went up!
  • Basecamp,bitrix24,breeze.pm
Way more flexible – Podio allows more use cases and is extremely responsive on customers demand.
I haven't seen any tool that fits into my world as perfect as Podio does.
  • Implemented in-house
Change management was a big part of the implementation and was well-handled
Implementation of a tool like Podio changes behavior, thinking and culture of an organization. It needs a change of mind in management, first. Clear communication about "why, how, what" and a professional on-boarding-process for all Members of future Podio Workspaces is a must.
Never experienced an off-time. Minor Bugs often solved within hours after reporting.
Score 9 out of 10
Vetted Review
Verified User
Podio is the core cloud based tool used by Think to Act. All workflows and communication is in Podio and we link to other cloud based tools for specific actions eg Google Apps for Business for gmail, calendar, contacts, google documents etc and specific cloud based tools like Lucidchart.
  • Provides clients the ability to take a workflow in email, excel or paper and make it easy to use and modify
  • Makes it easy to delegate tasks and track progress
  • Reduces the need to have WIP meetings and action and communication is immediate
  • Allows for collaborating in multiple locations and supports flexible work practises
  • Ease of working with clients and suppliers on a common platform
  • Greater sales visibility and facts to follow up on outstanding leads. You can track actual compared to target sales
  • Cross functional application. Some CRM's have a narrow focus on one or two functions. Other project management tools are very IT or technically focused. Podio can apply across multiple functions and roles
  • Podio is customised for the way you work as opposed to changing your behaviours to fit a system
  • Integration with Citrix GotToMeeting, video, audio and chat makes it easy to work in one place
  • Use of web forms for collecting information pre and post meetings
  • Lack of automation of workflows. There is a 3rd party solution called Globiflow and Podio have launched a basic workflow tool.
  • GoToMeeting integration is good however expensive compared to other solutions
  • Podio can be complex to learn and requires training
  • Podio architecture is best to be set-up before you build too many apps as it can become confusing
  • The search features could be improved
  • Not able to clone workspaces, only apps
  • Keeping on top of notifications and learning how to unfollow notifications
Podio is good for people wanting to systemise their business and has the ability to integrate with other software through API links and third party connectors like Zapier. It can take some time to construct your current way of working with tools like microsoft office, to a new way.

I suggest getting a Podio authorised partner or a user with 3 months+ experience to help set it up. Documenting your current workflows and agreeing on the way to do things first, makes the build in Podio easier. Podio is a little like snow skiing for the first time, you can teach yourself, however it can be more enjoyable if you learn from an expert.

Also don't start too big. Work on one area of the business and test it. People need to get to know the core of tasks, chat, apps etc as they learn customised apps. I suggest not to bite off too much at the start.

Combine heavy and like users in the testing environment to account for different skill levels and ways of learning.

Lead from the top. If the owner/leader is using it this will have a ripple effect.
  • 30%+ reduction in sales cycle for many clients.
  • Productivity gains from new employees on-boarding and trained quicker
  • High life time value of clients due to customer service improvements
  • 25%+ increase in sales for existing clients.
  • Increased new product launches through speed and quality
  • Increase in employee engagement
  • Asana,teamwork PM,Insightly,Basecamp,Trello
  • Ability to get apps of the market place
  • Ability to build customised apps
  • Less than 5 users free
  • $10 per user per month which can be cancelled one month in advance
  • Podio support and help
  • Podio community through Podio workspaces and Linkedin groups
  • Ability to go across multi functions
  • Citrix owned and backed
  • Research and upgrades
  • External users free
I have tried many options and not found a platform that allows you to build your own apps within a secure and user friendly platform. There is a commitment to improve the platform based on user feedback and there are funds available to do it. The Podio community is very helpful and has like minded people in it. It is affordable and external users are not charged to use the system.
Client services
User level
Expert level
Basic programming
Advanced programming
  • Sales CRM
  • On-boarding clients and Smart Assistants
  • Marketing
  • Finance and integration with accounting software - Xero
  • Talking into an app which sends a message to a Smart Assistant who enters task into Podio. When complete you get notified. Combine speed of technology and people to take action.
  • Linkedin profiles. When someone looks at my linkedin profile we have a Podio app that tracks a series of actions
  • Writing a book. Did interviews in Podio and then outsourced this to a ghost writer to create ebook
  • Link to google drive
  • Link to Xero accounting software
  • Automated app building
  • Business Plan that can be cloned for clients to use
  • API links to infusion soft
  • Dashboards - graphics and scorecards
  • Back-ups
  • Automation

Templates confusing and cumbersome
Cost per month

No ability to build apps


No ability to build apps
  • Price
  • Product Features
  • Product Usability
  • Vendor Reputation
  • Third-party Reviews
Product usability. Could I run my business using one tool across any device and any function. Would my people and clients love using it and find it easy to use. Will there be further R&D and investment on improving the UX
Speak to existing and past users
Read forums
Test more competitors
Use an expert to help set-up
  • Professional services company
100 rails
Basic for 30 days
Ongoing support. As an authorised partner we are now self sufficient and use other partners for complex programming
Change management was a big part of the implementation and was well-handled
We used brain preference profiling tools to match training to peoples preferences.
We started small with multiple users
We did weekly training
We stopped using other tools and use Podio for everything - especially stopped email and excel
  • How to set up the architecture
  • What worked in paper or excel was different when cloud based or on the phone
  • Getting time in client and supplier diaries to train them
Could of got more help sooner and mapped out structure after the 1st month. Future planning
  • Self-taught
It was hard to learn through self taught and I would not recommend this for others. I would recommend using a Podio authorised partner for training or a Podio user with 3+ months experience. It takes time to get the workflows correct and building of your own apps is not easy. Once you are trained, you then have the confidence to do it yourself.
The key benefit of Podio is the ability to create your own apps. You can configure them the way you want it. The downside is creating your own branding or the ability to use a 'white skin'.
I would recommend you engage a Podio authorised partner or Preferred partner.
Yes - we have customized the interface extensively
The workspace design and configuration, app building and reporting are all customised.
Some - we have added small pieces of custom code
We use Zapier to create links to other cloud computing eg Xero accounting, Dropbox, Google Apps for Business
We are continually working on API links and ways of automating workflows. The next focus will be infusionsoft.
I use other Podio authorised partners to help with API integrations and complex Podio problems
There when I need them
Assigned a person to me that I can chat to
Great Podio forum and community
I had to find a search solution and they helped me over and above a standard technical solution
  • Chat
  • Task
  • Building apps
  • Workflow
  • Search
  • Editing data fields
Great. Very simple to use and works exceptionally well. I run my business from it
Ease to use. Modify it yourself to suit your needs
As you business grows, so does Podio. There seems to be no limit to the workspace and apps you can create on the platform.
I have not experienced any down time.
It works all the time and if I have a question, support get back to me ASAP.
  • Xero
  • Google Apps for Business
  • Infusion Soft
Two way sync of contact details with google contacts. Export of data to google docs. Setting up clients in Xero cloud based accounting software. Just starting with campaigns for Infusion soft.
  • Share File
  • Lucidchart
  • Evernote
  • Flipboard
Podio has a very good API pipeline.
  • File import/export
  • API (e.g. SOAP or REST)
You do need some help with Zapier or similar tools.
Seek help from users who have successfully gone where you are heading.
The contacted you and gave basic support when you started. The need for workflow design and tips are more advanced and need a third party to support you.
Support is very good. Quick turn around times. The Podio community is excellent, which is loosely supported by Podio.
One size fits all. Open and fair for all. No negotiation available.
Work with authorised and preferred partners
  • Easier user interface
  • Automation
Number of employees went above 6
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