Finding the right free collaboration tools is one of the most crucial aspects of running an organisation or a team. And yet, it is far from being straightforward.
Many platforms that claim to be free come with hidden costs. Even those that genuinely don’t require payment have their hidden pitfalls, in particular for teams that require very specific, or advanced, functionalities.
And, of course, different teams have different priorities, making it even more difficult to zoom into which free collaboration tools are particularly well-suited for your team. To help simplify your choice, we’ve brought together a number of founders and team leads to test different softwares for different case uses.
From the best startup software to process management, real-time collaboration and more, we’re bringing you the best in class for each category.
Table of Contents
How to Choose the Best Free Collaboration Tools by Category
| Category | Recommended Tools |
| Project Management | Teamplate, Trello Asana |
| Communication | Teamplate, Slack, Microsoft Teams |
| Document Collaboration & File Sharing | Teamplate, Dropbox, Jumpshare |
| Best for All-In-One Dashboard | Teamplate, ClickUp, Monday.com |
Before finalising your choice of best free collaboration tools, you need to ask yourself one question: what is the main priority for your team or organisation? Do you require support for complex project management? Or are you more in need of real-time communication? Is document sharing super important for you?
Once you identify your overriding priority, head straight over to the relevant category to discover our experts’ shortlist of top free collaboration tools. Here, you’ll be able to identify all the pros and cons for each choice, making your final choice simple and data-driven.
Best Free Collaboration Tools for Project Management
| Tool | Free Features | Number of Free Users | Best For |
| Teamplate | Gantt charts, Kanban boards, task dependencies, multiple projects, goal tracking | Unlimited | Teams wanting a comprehensive, all-in-one solution for free |
| Trello | Kanban boards, automation | Unlimited | Visual task management |
| Asana | Task dependencies, timeline | 15 users | Small teams |
Teamplate
Looking for a project management tool that keeps everything streamlined and tailored to your workflow? Teamplate is all about customisation, allowing you to create templates that suit your specific needs.
Why is Teamplate one of the best free collaboration tools? You’ll find it very straightforward to stay on track, whether you’re managing marketing campaigns, product development, or client projects. There are several easy-to-apply automation features included, so you will also be helping your team reduce manual effort and focusing on productivity.
✅ Highly customisable templates
✅ Gannt chart and Kanban board formats available for free
✅ Caters for complex task dependencies and multiples projects
✅ Automation functionalities help reduce repetitive work
✅ Very user-friendly interface
✅ Works for a large variety of project types
❌ Limited integrations, albeit unnecessary thanks to Teamplate’s all-in-one approach.
Trello
If you prefer a visual approach for your free collaboration tools, Trello will suit you just fine. It’s known for its signature Kanban-style boards, which are presented in a simplified format to make project management extremely easy.
You will be able to create unlimited boards, lists, and cards for free, as well as make use of some basic automation features and add simple file attachments. However, advanced features like timeline views, dashboards, and more automation rules are locked behind premium plans. If you need features such as priority support, advanced security controls, or extensive reporting tools, you’ll have to upgrade to a paid plan.
✅ Easy-to-use Kanban boards
✅ Great for visual organisation
❌ Lacks advanced reporting features
❌ Can become cluttered with too many boards
❌ Not ideal for complex project tracking
❌ Free version has limited features
Asana
Asana provides a free version that’s great for individuals and small teams, offering essential task management features like unlimited tasks, projects, and messages. You can also take advantage of list and board views, along with basic integrations with apps like Slack and Google Drive. However, features like timeline views, automation, workload tracking, and reporting tools are only available with paid plans. If you need admin controls, enhanced security, or advanced workflow automation, you will be asked to pay or change to other free collaboration tools.
✅ Excellent task organisation
✅ Multiple project views (list, board, timeline)
❌ Can feel overwhelming for beginners
❌ Limited free features
❌ Notifications can become excessive
❌ Not as visually intuitive as Teamplate
Best Free Collaboration Tools for Communication
| Tool | Key Features | Limits | Best For |
| Teamplate | Instant chat, email, video conferencing, screen recording | Unlimited messages & users | A vast diversity of teams |
| Slack | Channels, integrations | 10,000 messages stored | Startups & small teams |
| Microsoft Teams | Video calls, Office 365 integration | 100 users | Corporate teams |
Teamplate
Teamplate is one of the best collaboration tools, offering an all-in-one platform designed to unify workflows and enhance team communication. The free version offers a full suite of communication tools that range from synchronous to asynchronous. These include integrated chat, video calls, and emails.
Moreover, the integrated calendar helps overall communication by simplifying the scheduling of events and meetings.
✅ Integrated chat and video calls for real-time communication
✅ Integrated email for more formal communications within the same platform
✅ Intuitive interface with minimal learning curve
✅ Calendar and meeting scheduling also available through the dashboard
❌ Limited user community compared to more established platforms
Slack
Slack has built a reputation as one of the most user-friendly communication tools, and the free version still packs a punch. It offers real-time chat, file sharing, and integrations with other apps, making it a solid choice for teams looking for quick and seamless communication at no cost. There are also channels to help keep conversations organised.
However, unlike with Teamplate, the free version of Slack comes with a message limit (you can only access the last 90 days of messages), and video calls are restricted to one-on-one meetings, so larger teams will need to look elsewhere for group video conferencing.
✅ Intuitive and user-friendly interface
✅ Real-time messaging with organised channels
❌ Message history limited to 90 days on free plan
❌ Group video calls not available on free version
❌ Can become cluttered with too many channels
❌ Lacks built-in email-style communication
Microsoft Teams
Microsoft Teams offers a strong mix of chat, email-style messaging, and video conferencing, even in its free version. It’s great for businesses that are already using Microsoft products, as it offers deep integration with Outlook and OneDrive. The video conferencing feature supports group calls, which is a plus over Slack’s free version.
However, if you’re not using the Microsoft suite you’re likely to run into difficulties with integrations. The interface can feel cluttered, and the learning curve is steeper compared to more intuitive tools like Teamplate. Also, while it offers chat and email-style communication, storage limitations on the free plan can be restrictive if your team is managing large amounts of data.
✅ Full-featured chat, email-style messaging, and video conferencing
✅ Integrates well with Microsoft products like Outlook and OneDrive
❌ Steeper learning curve compared to competitors
❌ Can feel cluttered, especially for new users
❌ Storage limitations on the free plan
❌ Works best within the Microsoft ecosystem, limiting flexibility
Best Free Collaboration Tools for File-Sharing & Documents
| Tool | Key Features | Storage Limit | Best For |
| Teamplate | Fully free, cloud-based collaboration | 2GB | Teams requiring comprehensive storage and sharing solutions |
| Dropbox | Cloud-based storage with limited real time collaboration | 2GB | Medium-sized organisations |
| Jumpshare | File sync, sharing links | 2GB | Small teams and individuals |
Teamplate
If you’re looking for a streamlined way to collaborate on documents, Teamplate offers a free plan that allows for advanced file sharing and document storage. You have up to 2GB of storage available for free, and you can also access both the mobile and desktop apps, along with file sync across devices.
The free plan allows you to share files quickly, collaborate in real-time, and access a variety of essential templates. It also includes version control, ensuring that previous document versions are always accessible. Unlike other platforms, Teamplate’s free plan prioritizes structured workflows and document integrity, making it ideal for teams handling shared projects.
✅ Real-time document collaboration and version control
✅ Free plan includes essential templates for workflow management
✅ Easy tracking of edits and changes within shared documents
✅ Structured workflows that enhance team collaboration
❌ No integration with third-party cloud storage providers
Dropbox
Dropbox is one of the most recognisable names in cloud storage, and its free plan reflects that popularity. The free tier includes limited cloud storage, real-time collaboration, and access to essential templates.
However, unlike with other software like Teamplate, if you need advanced features like premium templates, custom branding, or team-wide workflow automation you’ll have to upgrade to a paid plan. The free version is great for small teams or individuals, but scaling up will require a hefty investment.
✅ Reliable cloud storage with automatic file sync across devices
✅ File sharing via direct links with preview options
❌ File recovery and version history are restricted in the free plan
❌ No password protection for shared links in the free version
❌ Paid plans are relatively expensive compared to competitors.
Jumpshare
Jumpshare allows you to not only share files but also present ideas through multimedia tools. The free plan provides 2GB of storage and supports file uploads up to 250MB, so it’s a good option for individuals who work with visual content, such as designers, marketers, and content creators.
For collaboration, you’ll be able to share files via direct links with preview options. But unlike competitors like Teamplate, Jumpshare does not offer extensive real-time document collaboration. You will be able to annotate images and PDFs on the free version, which is a plus for feedback and design reviews, but advanced document collaboration features are limited. Additionally, while the free version supports screen recording and GIF creation, these are capped with time limits and watermark branding.
✅ Free plan includes annotation tools for images and PDFs
✅ Direct link sharing with preview options
❌ Free plan limits file uploads to 250MB
❌ No real-time document collaboration features
❌ Screen recording in the free version includes a watermark
❌ Limited storage space without upgrading to a paid plan
Best Free Collaboration Tools with an All-In-One Dashboard
| Feature | Teamplate | ClickUp | Monday.com |
| Built-in Messaging | ✅ Yes | ❌ | ❌ |
| Video Conferencing | ✅ Yes | ❌ | ❌ |
| Task Management | ✅ Yes | ✅ Yes | ✅ |
| Automation | ✅ | ✅ Yes (but limited on free plan) | ❌ |
| File Sharing | ✅ | ✅ | ✅ |
| Customisability | ✅ | ✅ | ✅ |
| Integration-Free | ✅ | ❌ | ❌ |
| Free Plan User Limit | Unlimited | Unlimited | 2 users |
Teamplate
If you’re after a sleek and efficient collaboration tool, Teamplate offers a super comprehensive solution that eliminates the need for third-party integrations. From messaging and email to video conferencing, file sharing, and complex task management, everything is built-in for free.
What sets Teamplate apart from competitors like the free Monday.com plan are the highly-customisable templates. These allow users to quickly set up workflows tailored to their needs in a simple manner. Whether you’re managing content calendars, product launches, or team sprints, Teamplate is equipped to deal with it, making it undeniably one of the top free collaboration tools.
The free version offers unlimited users, making it an attractive option for growing teams. You get task assignments, file sharing, real-time commenting, and full-fledged communication tools, ideal for keeping everything organised without unnecessary complications.
✅ All-in-one platform with built-in communication tools
✅ Unlimited users on the free plan
✅ Highly customisable workflow templates
✅ Truly comprehensive, with all features native to the platform
✅ No need for third-party integrations
❌ Limited external integrations for those who prefer third-party tools
ClickUp
Also considered one of the best free collaboration tools, ClickUp has made a name for itself for being versatile. Whether you’re a solopreneur or part of a large team, ClickUp adapts to your needs with a highly customisable interface.
However, despite its versatility, ClickUp has some notable drawbacks. While it aims to be an all-in-one solution, many of its advanced features, such as document collaboration and deeper automation, require additional add-ons or integrations. Unlike competitors like Teamplate, this can make it less convenient compared to fully self-contained tools. Its highly customisable nature, while beneficial for some, can also lead to a steep learning curve—new users may find it overwhelming to navigate and configure workflows effectively.
Moreover, ClickUp’s free plan, though generous in terms of tasks and storage, limits the number of automation actions and advanced reporting tools. Teams looking for truly seamless, out-of-the-box collaboration may find themselves needing to integrate external apps to fill in the gaps, which somewhat negates its all-in-one appeal.
✅ Powerful automation tools
✅ Integrations with popular third-party apps
❌ Requires add-ons for full all-in-one functionality
❌ Can be overwhelming for beginners
❌ Limited automation on the free plan
Monday.com
If you’re looking for a visually intuitive collaboration tool, Monday.com might be a good fit. Known for its colourful interface and drag-and-drop functionality, Monday.com makes project tracking easy and engaging. You’ll be able to assign tasks, set deadlines, and track progress in real-time, with minimal learning curves required.
However, the free plan comes with significant limitations. Unlike fully-integrated platforms like Teamplate, it lacks built-in messaging and video conferencing, meaning you’ll have to rely on external apps for real-time communication. Additionally, automation capabilities are heavily restricted, which can slow down workflow efficiency for growing teams.
Another drawback is that Monday.com’s reliance on integrations for key functionalities makes it less of a true all-in-one solution. While the interface is user-friendly, if you’re looking for comprehensive built-in features you will probably need to upgrade to paid plans or integrate multiple third-party services to achieve a fully-functional workspace.
✅ Strong integration support for third-party tools
❌ No built-in messaging or video conferencing
❌ Limited automation on the free plan
❌ Requires integrations for key features
❌ Free plan is restricted to two users
What to Look For in Free Collaboration Tools
In today’s world, free collaboration tools have become essential for remote teams and freelancers who keep a strict eye on their budget. But, as we’ve seen from our reviews above, while free plans can be useful, they often come with limitations.
If you’re still looking for more insight about choosing the right free collaboration tools for your team, here’s what you need to look for and where to compromise.
Key features to consider
- Ease of use – The perfect free collaboration tools should have an intuitive interface that doesn’t require hours of training. The idea is to enhance productivity, not slow your team down or stress them out with complex systems.
- Integrations/Self-Sufficiency – Does your chosen tool connect with other apps you rely on, such as cloud storage, project management software, or communication platforms like Slack or Microsoft Teams. Or, even better, is it self-sufficient, providing all functionalities from within a single dashboard?
- Security – Even if it’s free, security matters. Look for features like end-to-end encryption, multi-factor authentication, flexible permission controls, and clear data privacy policies.
- Collaboration capabilities – Depending on your needs, this could mean real-time document editing, task assignment, video calls, or shared calendars. Ideally, it means all of them.
- Scalability – If your team grows, will your chosen free collaboration tools support expansion, or will you have to switch to a new platform?
Limitations of free plans
| Feature | Common Free Plan Limitations |
| Storage | Limited to 20GB |
| Self-sufficiency | Require you to use other apps due to lack of native functionalities or limited third-party integrations |
| Security | No advanced encryption |
| User Limit | Often capped at 2 – 10 users |
| Support | No priority support |
There are plenty of free collaboration tools around, but very few offer a gold-standard across all functionalities for free. Here are some common limitations to be aware of:
- Storage limits – Many free plans offer only a small amount of cloud storage, which can be restrictive for teams that share large files. nTask is one such example, with very limited storage on the free plan.
- User restrictions – Some platforms limit the number of free users per workspace, making it less practical for larger teams. Wrike, for instance, only supports up to 5 users in its free version.
- Limited features – Free versions often exclude advanced functions such as detailed analytics, automation, or premium customer support. If you’re after Gantt charts and you’re on the Asana free plan, to give one example, you’ll need to pay for an upgrade.
- Time restrictions – Some free collaboration tools provide free access only for a limited time, after which you’ll need to upgrade or lose access to certain features.
- Ads and branding – Some free plans may include advertising or require you to use the platform’s branding, which could impact your own image with clients.
If you’re looking for a long-term solution, understanding these limitations can help you avoid scenarios where you need to pay for a subscription unexpectedly, or even find yourself constrained to switch to a different platform with urgency.
Verdict: Why Teamplate is Among the Best Free Collaboration Tools
Having compared the different functionalities that every category would require, our experts identified Teamplate as being the most comprehensive free solution every single time. It goes right to the top of our list of free collaboration tools for the simple reason that the free plan offers considerably more than other tools, removing the need of upgrading to a paid subscription or using third-party apps to fill the gaps.
Here’s a list of what you get when you subscribe to the free Teamplate plan:
- 2 Organisations
- An unlimited number of users
- Multiple projects
- Personal Space
- Shared Spaces
- Group Video Conferencing
- Screen Recordings
- Agile Project Management
- File Storage
- Reports
- Integrated Chat
- Integrated Calendar
- Integrated email
- Versatile templates and visualisations
- Data Room Storage
- ChatGPT integration
The list of free features is comprehensive enough to make sure that you won’t need to face any unexpected costs, crowning it as the best of all free collaboration tools. If you’d like to subscribe now for free, or to learn more about Teamplate, get in touch with our team here.
