A Notion alternative for nonprofits
The constraint is not process. It is that six people are doing the work of fifteen and nobody has a spare week to roll out software.
Why nonprofits use Notion
Cheap, flexible, and the documents and the tasks can live together.
Where it stops
Somebody has to build it and then keep it alive, and at four staff that person does not exist.
The week nonprofits actually have
A grant deadline that cannot move, an event in three weeks, volunteers who are available on particular evenings and not others, and a staff of four wearing every hat there is. The work is not complicated. The capacity is brutal, and nothing currently shows it.
Capacity is the whole problem and nothing shows it
Everybody is already full. Taking on one more thing is a decision made without any picture of what it displaces.
In UnaTask: Hours on a calendar, for everyone, so the tradeoff is visible when it is still a choice.
Volunteers are available at specific times, not in general
A person who can help on Tuesday evenings is not the same as a person on the team, and most tools only model the second.
In UnaTask: Availability on the calendar, so the help is planned into the hours it actually exists in.
Nobody can afford a rollout
The tools that would answer this need somebody to configure them, and that somebody is also running the grant application.
In UnaTask: Useful on day one, with nothing to build first.
The annual things are rebuilt from memory every year
The gala, the report, the renewal. Same steps, twelve months apart, reconstructed each time.
In UnaTask: A template that keeps the steps and the owners from last time.
On the things nonprofits asked about
| What it does | Notion | UnaTask |
|---|---|---|
| Time blocking on a calendar | No | Core |
| See who has room | Partly | Core |
| Useful before you configure it | No. A blank page is the point, and it is also the work. | Core |
| A free plan | Yes | Yes |
What it costs
For a team of 5, billed yearly, Notion is about €570 a year and UnaTask is €480 plus VAT. That is €90 a year more at the same size.
Notion: Free plan. €9.50 Plus and €19.50 Business per member per month, with AI credits on top.
Common questions
Why do nonprofits use Notion?
Cheap, flexible, and the documents and the tasks can live together.
Where does Notion stop working for nonprofits?
Somebody has to build it and then keep it alive, and at four staff that person does not exist.
Should we leave Notion?
Not necessarily, and we would rather say so. Keep Notion if the thing you need is a place to write, document and think out loud together. Move if the missing piece is the week itself: hours on a calendar, for everyone, before the work is promised.
What does it cost?
€10 per seat per month, or €8 per seat billed yearly, plus VAT, with every feature included. One person working alone is free.
Can volunteers be added for a short time?
Yes. Seats can be added and removed, and the bill follows.
Notion details checked 2 August 2026.