Migrate your Workzone data
Mid-market project management platform with unlimited collaborator licensing and unlimited guest reviewers. Designed for marketing and agency teams migrating from task managers toward structured project delivery.
In its favor
Why people choose Workzone
The signal that keeps Workzone on the shortlist. Sourced from G2, Capterra, and customer scoping calls.
Unlimited collaborator pricing lets marketing agencies and professional services firms invite clients, reviewers, and agency partners without inflating seat counts, making cross-stakeholder approval workflows financially viable at scale.
Human-led onboarding and ongoing training included in all plans reduces the burden on internal champions to drive adoption, a factor frequently cited by teams moving from self-serve task tools like Asana or Basecamp.
Out-of-the-box structure with 1000+ industry templates and opinionated project templates means teams can start delivering without extensive customization, unlike ClickUp or Smartsheet which require significant setup.
Built-in proofing and markup for PDFs and images, combined with document approval workflows, addresses the creative review cycle without requiring a separate DAM tool.
Workload and capacity planning features give marketing managers visibility into team utilization across projects, helping prevent burnout and scope creep before deadlines are missed.
The interface design is frequently described as outdated compared to competitors like Monday.com, ClickUp, and Asana, and third-party reviews note it feels visually dated even though the feature set is solid.
Reporting capabilities are limited and less flexible than alternatives, with reviewers on G2 and Capterra noting that custom reporting requires additional configuration or add-on fees.
The mobile application lags behind the desktop experience in functionality, creating friction for field teams, freelancers, and stakeholders who need to review or approve work from mobile devices.
Custom fields are a paid add-on rather than a standard feature, which surprises teams expecting full configurability at purchase and adds an unexpected cost layer for organizations with complex data models.
Reasons to switch
Why people leave Workzone
The recurring reasons buyers give for replacing Workzone. Presented as facts, not knocks.
Platform scorecard
Strengths, weaknesses, and where Workzone fits
Grades across six dimensions, plus a SWOT-style view of where the platform shines and where it falls short.
SWOT — strengths, weaknesses, and use-case fit
Strengths
Weaknesses
Where it works
Where it struggles
Pricing tiers
Workzone pricing overview
Workzone uses straightforward seat-based pricing with three tiers: Starter at $8/user/month, Team at $20/user/month, and Enterprise at $40/user/month with custom contracting. All plans include unlimited human support and training. Enterprise uniquely offers core-user-only billing where organizations pay only for project managers and creators, while reviewers and guests are free up to the 5-per-core-user limit.
Starter
Tier 1 of 3
$8/user/month
What's included
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What gets migrated
Workzone object support
Object-by-object support for Workzone migrations. Per-pair details surface during scoping.
Workspaces
Fully supportedWorkspaces are top-level organizational containers in Workzone. Starter is limited to 3 workspaces; Team and Enterprise are unlimited. We map workspaces 1:1 to the destination's equivalent top-level container (workspace, program, or org-level grouping) and preserve workspace-level settings including visibility flags.
Projects
Fully supportedProjects live inside Workspaces and contain all tasks, attachments, and metadata. We export project details including status, dates, custom fields, and the full task hierarchy. Project-level permissions are preserved as role assignments in the destination.
Tasks
Fully supportedTasks are the core work unit in Workzone. We map standard fields including title, description, assignees, due dates, priority, and status. Task dependencies are preserved using the destination's native dependency model. Large task counts are chunked to avoid timeout during export.
Subtasks
Fully supportedSubtasks nest inside tasks and inherit parent context. We preserve the full subtask hierarchy and ensure parent-child relationships are maintained in the destination. Subtask assignees and due dates are mapped independently from the parent task.
Custom Fields
Mapping requiredCustom fields are a paid add-on in Workzone. We first verify the plan tier includes custom fields, then map the field definitions and values. Field types including text, number, date, and choice lists are translated to equivalent types in the destination. Custom fields on Starter plans may not exist and we flag these gaps before migration.
Attachments
Fully supportedFiles attached to tasks and projects are downloaded and re-uploaded to the destination. Workzone's Team tier includes 500 GB storage; Starter includes 250 GB. We preserve attachment filenames, upload timestamps, and the task-project association. Large file batches are uploaded in parallel with resume-on-failure logic.
Time Entries
Mapping requiredTime tracking is included in Team and Enterprise plans. Starter plans have basic time tracking only. We map logged hours to the destination's time-tracking object, preserving the associated task, user, date, and billable flag. Expense tracking is Enterprise-only and requires field-level mapping to the destination's expense schema.
Approvals
Mapping requiredDocument approvals are a Team-tier feature. We export approval records including approver identity, status, timestamps, and comments. The approval workflow sequence is preserved as a custom field or linked task chain in the destination. External approvers without Workzone seats are recreated as guest stakeholder records.
Comments
Fully supportedTask-level comments and threaded replies are exported with author, timestamp, and content. Mentions and @-references are preserved as plain text and mapped to equivalent mention syntax in the destination. Comment history is treated as append-only during migration.
Project Templates
Fully supportedWorkzone supports reusable project templates at the workspace level. Team and Enterprise include unlimited templates. We export template structure including task scaffolding, default assignees, and default custom field values. Template-level mapping is separate from active project migration and runs as a distinct phase.
Tags
Mapping requiredTags in Workzone are lightweight labels applied to tasks and projects. We preserve tag names and associations. Tag-to-category mapping depends on the destination's labeling model; multi-value tag arrays are flattened or remapped based on destination schema.
Users and Collaborators
Mapping requiredWorkzone distinguishes between full seat users (creators, project managers) and unlimited collaborators (reviewers, guests). We export both roles separately. Collaborator-level users without full accounts are mapped to equivalent guest or stakeholder roles in the destination platform.
| Object | Support | Notes |
|---|---|---|
| Workspaces | Fully supported | Workspaces are top-level organizational containers in Workzone. Starter is limited to 3 workspaces; Team and Enterprise are unlimited. We map workspaces 1:1 to the destination's equivalent top-level container (workspace, program, or org-level grouping) and preserve workspace-level settings including visibility flags. |
| Projects | Fully supported | Projects live inside Workspaces and contain all tasks, attachments, and metadata. We export project details including status, dates, custom fields, and the full task hierarchy. Project-level permissions are preserved as role assignments in the destination. |
| Tasks | Fully supported | Tasks are the core work unit in Workzone. We map standard fields including title, description, assignees, due dates, priority, and status. Task dependencies are preserved using the destination's native dependency model. Large task counts are chunked to avoid timeout during export. |
| Subtasks | Fully supported | Subtasks nest inside tasks and inherit parent context. We preserve the full subtask hierarchy and ensure parent-child relationships are maintained in the destination. Subtask assignees and due dates are mapped independently from the parent task. |
| Custom Fields | Mapping required | Custom fields are a paid add-on in Workzone. We first verify the plan tier includes custom fields, then map the field definitions and values. Field types including text, number, date, and choice lists are translated to equivalent types in the destination. Custom fields on Starter plans may not exist and we flag these gaps before migration. |
| Attachments | Fully supported | Files attached to tasks and projects are downloaded and re-uploaded to the destination. Workzone's Team tier includes 500 GB storage; Starter includes 250 GB. We preserve attachment filenames, upload timestamps, and the task-project association. Large file batches are uploaded in parallel with resume-on-failure logic. |
| Time Entries | Mapping required | Time tracking is included in Team and Enterprise plans. Starter plans have basic time tracking only. We map logged hours to the destination's time-tracking object, preserving the associated task, user, date, and billable flag. Expense tracking is Enterprise-only and requires field-level mapping to the destination's expense schema. |
| Approvals | Mapping required | Document approvals are a Team-tier feature. We export approval records including approver identity, status, timestamps, and comments. The approval workflow sequence is preserved as a custom field or linked task chain in the destination. External approvers without Workzone seats are recreated as guest stakeholder records. |
| Comments | Fully supported | Task-level comments and threaded replies are exported with author, timestamp, and content. Mentions and @-references are preserved as plain text and mapped to equivalent mention syntax in the destination. Comment history is treated as append-only during migration. |
| Project Templates | Fully supported | Workzone supports reusable project templates at the workspace level. Team and Enterprise include unlimited templates. We export template structure including task scaffolding, default assignees, and default custom field values. Template-level mapping is separate from active project migration and runs as a distinct phase. |
| Tags | Mapping required | Tags in Workzone are lightweight labels applied to tasks and projects. We preserve tag names and associations. Tag-to-category mapping depends on the destination's labeling model; multi-value tag arrays are flattened or remapped based on destination schema. |
| Users and Collaborators | Mapping required | Workzone distinguishes between full seat users (creators, project managers) and unlimited collaborators (reviewers, guests). We export both roles separately. Collaborator-level users without full accounts are mapped to equivalent guest or stakeholder roles in the destination platform. |
Gotchas
What to watch for in Workzone migrations
Issues we've hit on past Workzone migrations, tagged by severity. FlitStack AI handles every one — surfacing them up front because buyer engineering teams want to know.
Custom fields are a paid add-on, not standard on all plans
Starter plan enforces hard workspace and storage limits
Time tracking and expense features are tier-gated
No documented public API for programmatic migration
| Severity | Issue |
|---|---|
| High | Custom fields are a paid add-on, not standard on all plans |
| High | Starter plan enforces hard workspace and storage limits |
| Medium | Time tracking and expense features are tier-gated |
| Medium | No documented public API for programmatic migration |
Leaving Workzone?
Where Workzone customers move next
5 destinations Workzone can migrate to.
How a Workzone migration works
Four steps, Workzone-specific
Connect
API key/token issued per Workzone site. Apps are created within the customer's Workzone instance and use the API documentation hosted at [customer].sharedwork.com/apidoc. into Workzone. Scopes limited to read-only on the data we move.
Map
We translate Workzone-specific structures (custom fields, objects, value lists) to the destination's model.
Sample
Test with a 50–200 record subset to validate Workzone quirks before production.
Migrate
Full migration with Workzone rate-limit handling. Rollback available throughout.
FAQ
Workzone migration FAQ
Answers to the questions buyers ask most during Workzone migration scoping. Not seeing yours? Book a call.
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Free scoping call with a migration engineer. Tell us about your Workzone setup and destination — written quote back within a business day.