A Trello alternative for agencies
An agency does not fail because nobody knew the status. It fails because three accounts all needed the same person on Thursday and nobody found out until Thursday.
Why agencies use Trello
Small agencies run on Trello because a client can be shown a board and understand it immediately, and it costs nothing.
Where it stops
A board holds five accounts fine and tells you nothing about capacity. The week it stops working is the week you take the sixth.
The week agencies actually have
Five clients, each convinced they are the only one. Work arrives as a brief, a Slack message and a call, in that order, usually on the same afternoon. Somebody has to decide which of them gets the senior designer this week, and that decision is currently being made in somebody’s head. The board says everything is in progress, which is true and useless.
You take the brief before you know if you can do it
The board shows what is in progress, never how many hours are already spoken for. So the yes happens in the meeting and the problem shows up at the end of the week, when it is a client conversation instead of a scheduling one.
In UnaTask: Team availability shows the hours already committed across every account before you answer, so the yes is informed rather than hopeful.
The same person is promised to three accounts
Each account manager plans their own client properly. Nobody plans the person. The collision is invisible until the day it lands.
In UnaTask: One calendar across every project, with the whole team on it, so a double booking is something you see on Monday rather than discover on Thursday.
The call decided things and the call is gone
Client calls generate work, and that work gets remembered by whoever was paying attention. A week later you are arguing about whether they asked for it.
In UnaTask: A notetaker joins the call and turns what was agreed into assigned tasks, so the record and the work are the same object.
Onboarding a client is done from memory every time
The first two weeks of an account are the same fifteen steps every time, and every time somebody rebuilds them by hand and forgets one.
In UnaTask: Project templates turn that into one click, including who each step is assigned to.
On the things agencies asked about
| What it does | Trello | UnaTask |
|---|---|---|
| Time blocking on a calendar | No | Core |
| See who has room | Partly | Core |
| Meetings become tasks | No | Yes |
| Useful before you configure it | Core | Core |
| A free plan | Yes | Yes |
What it costs
For a team of 5, billed yearly, Trello is about $300 a year and UnaTask is €480 plus VAT. The two are quoted in different currencies, so we have not subtracted one from the other.
Trello: Free up to 10 collaborators. $5 Standard and $10 Premium per user per month billed annually.
Common questions
Why do agencies use Trello?
Small agencies run on Trello because a client can be shown a board and understand it immediately, and it costs nothing.
Where does Trello stop working for agencies?
A board holds five accounts fine and tells you nothing about capacity. The week it stops working is the week you take the sixth.
Should we leave Trello?
Not necessarily, and we would rather say so. Keep Trello if you want a board everyone gets instantly, for free, and tracking state is all you need. Move if the missing piece is the week itself: hours on a calendar, for everyone, before the work is promised.
Can I keep each client separate?
Yes. Each account is a project, with its own tasks, docs and templates, and you can group projects into areas when there are enough of them to need it. The calendar is the place they all come back together, which is the point.
Can clients see anything?
Only what you share. Booking links let a client pick a slot without seeing your calendar, and nothing else is public by default.
Trello details checked 2 August 2026.