We voted Merlin Project one of the best project management software for Macs and in this review, I take a closer look at this excellent native macOS alternative to Microsoft Project.
Table of Contents
Merlin Project Overview
Merlin Project is a professional desktop project management app designed exclusively for macOS and iOS users.
Outside of the superb OmniPlan, I think that Merlin Project is the best desktop project management app for Macs and has clearly been designed with Apple users in mind.
Developed by Germany based ProjectWizards, it offers a comprehensive suite of tools tailored for complex project planning, resource management, and detailed reporting.
It’s especially good at what’s known as “hybrid” project management which is basically combining traditional with agile methodologies.
Before I go on however, it’s important to be aware that there are two different versions of Merlin for Mac with different pricing.
| Version | Platform | Pricing | Description |
|---|---|---|---|
| Merlin Project | Mac | $19.99/month or $199.99/year | Full-featured version suitable for professionals and teams. |
| Merlin Project (ioS) | iPad | $9.99/month or $99.99/year | Optimized for mobile project management on iOS devices. |
| Merlin Express | Mac | $4.99/month or $49.99/year | Streamlined version for personal or semi-professional use. |
In this review, I’ve looked at the more complete version but for a more detailed look at the differences, check the section on Merlin Project vs Merlin Express.
Merlin Project Features
Below is a summary of the main features in the full version of Merlin Project before we go on to looking at it in more depth.
| Feature | Description |
|---|---|
| Dynamic Gantt Charts | Interactive timelines with real-time adjustments and dependencies. |
| Kanban Boards | Visual task management for agile workflows. |
| Mind Mapping | Brainstorming tool that integrates with project tasks. |
| Resource Management | Allocate and track resources across multiple projects. |
| Cost & Budget Tracking | Monitor project expenses and budgets effectively. |
| Customizable Templates | Industry-specific templates for quick project setup. |
| Advanced Reporting | Generate detailed reports for stakeholders. |
| Cloud Synchronization | Sync projects across devices via iCloud or Dropbox. |
| Integration Capabilities | Connect with Apple Calendar, Contacts, and other tools. |
| Multi-Project Management | Handle multiple projects with shared resources and timelines. |
Standout Features
One of the main attractions of Merlin Project is that it has a user-friendly interface that’s designed specifically for macOS.
This combined with the drag-and-drop tools make it easy to get to grips with on a Mac.
It makes it simple to customize views and templates, allowing you to tailor the workspace to your preferences.
Apart from this though, there are a number of features that stood out to me in Merlin Project.
Although these aren’t unique to Merlin Project, I felt it does them really well compared to many other project management apps.
1. Dynamic Gantt Charts
Merlin Project’s Gantt charts are not just static timelines; they are interactive tools that allow for real-time adjustments. Users can easily modify task durations, dependencies, and milestones directly within the chart, providing a clear visual representation of the project timeline.
2. Hybrid Project Management
This is one of my favorite features. Combining traditional and agile methodologies, Merlin Project offers both Gantt charts and Kanban boards as used by popular web based collaboration tools like Trello. This hybrid approach allows teams to plan with the structure of Gantt charts while executing tasks using the flexibility of Kanban boards. Just move work from your backlog to in progress, verifying and completed when done and everything gets updated dynamically.
3. Resource Pooling
You can efficiently manage resources across multiple projects by creating a centralized resource pool in Merlin Project. This feature is designed to ensure optimal allocation and prevents resource overbooking.
4. Mind Mapping Integration
Many projects begin by using mindmapping software with brainstorming sessions. Merlin Project includes this as an integrated feature. Ideas generated can be transformed into structured tasks within the project plan, making it easier to take action and plan. This saves so much time rather than having to build a Gantt chart from scratch with your brainstormed ideas.
5. Advanced Reporting
Merlin Project allows you to generate comprehensive reports tailored to various stakeholders. This includes progress updates, budget summaries and resource allocations which help give you insights into project performance.
6. Costing Control
Merlin Project gives you a very high degree of control over complex procedural structures and costing. It gives you a clear budget breakdown with all the costs associated with your project itemized.
Merlin Project vs Merlin Express
As mentioned in the introduction, there are two versions of Merlin Project – the full version and a lighter one called Merlin Express.
In a nutshell, Merlin Project is the full-featured, professional solution ideal for managing complex projects, teams, and budgets.
Merlin Project Express is a simplified version best for individuals and light use, offering basic planning tools without the advanced project management capabilities.
Below is a detailed comparison of the difference between the two.
| Feature | Merlin Project | Merlin Project Express |
|---|---|---|
| Platform | macOS, iPadOS | macOS only |
| Target User | Professional project managers | Home users, students, small-scale planners |
| Gantt Charts | Full-featured with dependencies and baselines | Basic Gantt charts only |
| Kanban Boards | ✅ Included | ❌ Not included |
| Mind Maps | ✅ Included | ❌ Not included |
| Net Plan / Work Breakdown Structure | ✅ Included | ❌ Not included |
| Multiple Projects View | ✅ Yes | ❌ No |
| Resource & Cost Management | ✅ Advanced | ❌ Not available |
| Reports & Templates | ✅ Customizable | ❌ Limited |
| Sync Between Devices (via iCloud) | ✅ Yes | ✅ Yes |
| Team Collaboration Features | ✅ Network sharing, export options | ❌ Limited |
| File Format Compatibility | Merlin format, XML, MS Project, PDF, etc. | Merlin format only |
| Price | $199.99/year or $19.99/month | $4.99/month or $49.99/year |
| Free Trial | ✅ 30 days | ✅ 14 days from Mac App Store |
| Best For | Businesses, PM professionals, consultants | Students, casual users, simple projects |
Customer Support
ProjectWizards provides various channels of customer support for Merlin Project users.
- Comprehensive Documentation: Detailed guides and manuals available on their website.
- Email Support: Responsive email assistance for technical queries.
- Community Forums: You can find various tips from other users sharing insights and solutions to their problems on the ProjectWizards forums.
- Tutorials & Webinars: The developer regularly updates tutorials and webinars on how to use Merlin Project.
Integrations
Merlin Project integrates well with various third party tools to enhance its functionality:
- macOS Apps: Syncs with Apple Calendar and Contacts for streamlined scheduling and communication.
- Cloud Services: Uses iCloud and Dropbox for project synchronization across devices.
- Data Import/Export: Import data from Microsoft Project and export reports in multiple formats, including PDF and Excel. This is a massive plus for those looking for an alternative to Microsoft Project for Mac which doesn’t exist for macOS.
- API Access: For advanced users, Merlin Project offers API access for custom integrations.
Who Merlin Project Suits Best
- Mac-Centric Professionals: Individuals and teams operating exclusively with Apple devices.
- Project Managers: Those overseeing complex projects requiring detailed planning and resource management.
- Industries: Architecture, construction, media, education, and research sectors.
- Teams Seeking Hybrid Methodologies: Organizations looking to blend traditional and agile project management approaches.
Who It Doesn’t Suit Best
- Windows or Android Users: Merlin Project is exclusive to macOS and iOS.
- Budget-Conscious Individuals: The pricing may be steep for freelancers or small businesses with limited budgets.
- Agile-Only Teams: While it offers Kanban boards, teams strictly adhering to agile methodologies might find other tools more focused on agile methods.
- Simple Project Needs: For basic task management, the extensive features of Merlin Project might be overwhelming.
- Team Collaborations: There’s no instant messaging or team chat features so those working in a team that need instant internal communication tools will find it limited. However, users can leave comments for other team members (see below).
Alternatives
There are several alternatives to Merlin Project worth considering and for an overview of each one, check out our guide to the best project management software for Mac.
However, if you don’t have time for that, here’s an overview of some notable other options worth considering.
- Monday: The most user friendly project management software I’ve tried and also has an excellent Mac desktop app.
- OmniPlan: Another Mac-exclusive project management tool, known for its intuitive interface and robust features.
- Project Plan 365: A Mac based project management tool that has a familiar MS Project style interface.
- Smartsheet: Ideal for those that prefer spreadsheet styled project management but without using Excel.