The no.1 tool for Small Medium Enterprises
Updated April 27, 2014

The no.1 tool for Small Medium Enterprises

Anonymous | TrustRadius Reviewer
Score 9 out of 10
Vetted Review
Verified User

Overall Satisfaction with Podio

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
  • 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.
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.

Using Podio

9 - Sales
Client services
3 - 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

Evaluating Podio and Competitors

Yes - TeamworkPM

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

Podio Implementation Rating and Lessons

Could of got more help sooner and mapped out structure after the 1st month. Future planning
  • Professional services company
100 rails
Yes - 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

Podio Training

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.

Configuring Podio

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.

Podio Support

There when I need them
Assigned a person to me that I can chat to
Great Podio forum and community
Quick Resolution
Good followup
Knowledgeable team
Problems get solved
Kept well informed
No escalation required
Immediate help available
Support understands my problem
Support cares about my success
Quick Initial Response
Yes - I use other Podio authorised partners to help with API integrations and complex Podio problems
I had to find a search solution and they helped me over and above a standard technical solution

Using Podio

Ease to use. Modify it yourself to suit your needs
Like to use
Relatively simple
Easy to use
Technical support not required
Well integrated
Feel confident using
Lots to learn
  • Chat
  • Task
  • Building apps
  • Workflow
  • Search
  • Editing data fields
Yes - Great. Very simple to use and works exceptionally well. I run my business from it

Podio Reliability

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.

Integrating Podio

You do need some help with Zapier or similar tools.
  • 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)
Seek help from users who have successfully gone where you are heading.

Relationship with Citrix

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

Upgrading Podio