Softwr

Project Management · head to head

Podio vs Tana

Podio logo

Podio

Project Management

The flexible team collaboration platform

From
On request
Rated
-
Full reviewWebsite
Tana logo

Tana

Productivity

The everything app for your personal workspace

From
Free
Rated
-
Full reviewWebsite

The short version

  • Only Tana has a free tier, so it costs nothing to try first.
  • Each has a real cost: Podio the free plan stops at 5 users and 100 items across the whole organisation; Tana the free plan hosts only 5 meetings a month with AI transcripts and summaries
  • They diverge on capability: Podio covers Workspaces, Tana covers Outliner interface.

Where they differ

Only the attributes on which Podio and Tana actually diverge.

Attributes where Podio and Tana differ
AttributePodioTana
Starting priceOn requestFree
Free tierNoYes
PlatformsWeb, Ios, AndroidWeb, Desktop
CategoryProject ManagementProductivity
Founded20092020

Identical on both: pricing model (freemium), user rating (Not yet rated).

What each one covers

Drawn from each product's published feature list. An absence here means we hold no record of it - not that the product lacks it.

Only in Podio

  • Workspaces
  • Apps
  • Workflows
  • Tasks
  • Calendar
  • Slack
  • Google Drive
  • Dropbox

Only in Tana

  • Outliner interface
  • Supertags
  • Live queries
  • AI integration
  • Graph views
  • Email capture
  • API
  • SSO

Both cover

  • Zapier
  • Web support

What people use each for

The jobs each tool is most often brought in to do.

Podio

  • Building custom workspaces and apps without codenot Tana
  • Project and task management for a small teamnot Tana
  • Client collaboration with external users on the paid plansnot Tana
  • Simple workflow automation between appsnot Tana

Tana

  • Structured note taking with a graph based supertag data modelnot Podio
  • Automatic meeting capture with AI transcripts and summariesnot Podio
  • Turning notes into queryable structured databasesnot Podio

Where each one falls short

Documented limitations, not opinions. Every one is a constraint you would hit in normal use.

Podio

  • The free plan stops at 5 users and 100 items across the whole organisation
  • Workflow automation is capped at 25,000 actions a month even on Premium at $19.20 per user
  • API access is a paid add-on from $23 a month, and higher call rates run to $159
  • Extra automation is billed separately, from $39 up to $559 a month
  • Visual reports, email integrations and PDF generation all require Premium

Tana

  • The free plan hosts only 5 meetings a month with AI transcripts and summaries
  • The free plan connects only 1 calendar and allows 50 AI queries
  • Pro is $30 per user per month at standard price, with $20 shown as an early bird rate
  • Max is $120 per user per month at standard price, with $80 shown as an early bird rate
  • Integrations and full MCP require the Pro plan
  • Dedicated support and onboarding, and unlimited agents, skills and types, require the Max plan
  • The Business plan is custom priced, billed yearly and has no published rate
  • The free trial runs 30 days

Pricing, plan by plan

Podio

On request
  • FreeFree
    • 5 employees
    • Basic features
  • Basic$7.2/month
    • Unlimited employees
    • User management
    • Automations

Tana

Free
  • FreeFree
    • Core features
    • Supertags
    • Searches
  • Pro$10/month
    • Advanced AI
    • Priority support
    • Extended history

Which should you pick?

Choose Podio if

  • You need workspaces.
  • You work on Web, Ios, Android.
  • You also want apps.
Podio review

Choose Tana if

  • You need outliner interface.
  • You want to start without paying.
  • You work on Web, Desktop.
  • You also want supertags.
Tana review

Questions people ask

Is Podio or Tana better?
Neither clearly leads. Podio starts at On request and Tana at Free, and user ratings are close enough to be indistinguishable. Choose on capability and platform support.
Which is cheaper, Podio or Tana?
Tana has a free tier; the other does not. Paid plans start at On request for Podio and Free for Tana.
Does Podio or Tana run on more platforms?
Podio runs on Web, Ios, Android. Tana runs on Web, Desktop.
Can I use Tana for free?
Yes. Tana has a free tier, so you can try it without paying. Podio starts at On request.
What is Podio best used for?
Podio is most often used for building custom workspaces and apps without code, project and task management for a small team, client collaboration with external users on the paid plans, simple workflow automation between apps. Of those, building custom workspaces and apps without code and project and task management for a small team are not what Tana is typically brought in for.
What can Podio do that Tana cannot?
Podio covers Workspaces, Apps, Workflows, Tasks. Tana covers Outliner interface, Supertags, Live queries, AI integration. Both handle Zapier, Web support.
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