Essential Features of Marketing Project Management Software
Marketing teams move fast, but they still need clear intake processes, shared plans, and tight reviews to stay on schedule. These nine features keep requests organized, calendars accurate, and approvals clear. They also help teams balance workloads, track spend, and report progress without constant status meetings.
- Intake Forms: Intake forms turn vague requests into clear work. They capture key details up front, like the project’s goal, channel, due date, and assets. Strong intake reduces rework, prevents missed details, and helps you prioritize work by need and value.
- Campaign Calendar: A campaign calendar shows what ships when across teams and channels. It helps you spot conflicts, gaps, and late handoffs before they impact launch dates. A strong calendar links key milestones to the work that drives them.
- Templates and Dependencies: Templates give teams a consistent starting point for repeat work, while dependencies keep the task order clear. Together, they preserve timeline integrity and keep owners and due dates aligned.
- Proofing and Approvals: Proofing and approvals keep feedback clear and reduce last-minute churn. Teams need a centralized workspace to mark changes, track versions, and record the final sign-off. Strong approval workflows route reviews in the correct order and maintain a clear audit trail.
- Asset Library: An asset library keeps the right files easy to find and safe to use. It saves time lost to searching and helps teams avoid outdated logos, incorrect claims, or stale copy. Strong platforms support tagging, clear folder structures, and secure sharing links.
- Workflow Automation: Workflow automation reduces manual busywork that slows teams down. It can automatically assign task owners, move work to the next step, and send alerts when dates change. Clean automations keep handoffs smooth and help the team follow consistent, straightforward processes.
- Capacity Planning: Capacity planning tools help users match work to real-time availability. They show who is over capacity, who has bandwidth, and where delays may emerge. Strong platforms plan by role or skill and help teams rebalance workloads proactively.
- Budgets and Time: Budgeting and time tracking features keep spending and effort tied to the work. They help teams track hours, external costs, and campaign burn rates. Strong reporting supports faster trade-offs, guards against overruns, and provides leaders with visibility into costs.
- Portfolio Dashboards: Portfolio dashboards help leaders see many efforts at once. They roll up status, risks, timelines, and key results in one place. Solid dashboards allow users to drill down from a high-level view into detailed work times while keeping critical data up to date.
Learn how you can improve marketing planning, align your team, simplify collaboration, optimize marketing, and more with this marketing project management solution tool.
Smartsheet
Marketing project management by Smartsheet is an intelligent work management platform that helps teams capture campaign requests, track tasks, and share updates in one place. It links intake forms, calendars, and asset comments so work moves through clear stages. Managers rely on live dashboards, workload views, and automated alerts to keep launches on track.
Smartsheet Features:
- Grid, Gantt, calendar, card, and board views
- Live dashboards with charts, metrics, and embedded content
- Requests with custom-branded forms (colors/logos) and conditional logic
- Automated workflows for alerts, updates, and approvals
- Color-coded campaigns that appear in Calendar view using sheet formatting and column‑based categories
- Centralized files via attachments icon/panel on each row
- Files or Brandfolder assets attach directly to sheet rows
Pros | Cons |
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Smartsheet helps marketing teams view campaign work in one place, with requests, tasks, and updates tied together. Real-time changes cut long email chains and status meetings, while familiar sheet-style views are easy to learn. Intake forms, calendars, and automation keep requests moving so managers can check progress and unblock work quickly.
Because Smartsheet can handle complex builds, many teams lean on a skilled owner to shape sheets, views, and dashboards. Some leaders want richer dashboard filters, time fields on calendars, or clearer views of work by task. For high-risk work, you may still pair it with other resources, calendar tools, or live document tools.
Adobe Workfront
Adobe Workfront is a cloud-based work management solution that helps marketing teams plan campaigns, track work, and match effort to capacity. It centralizes campaign plans and intake queues, routes requests to the right team, and uses shared calendars and workload tools to balance assignments across projects.
Adobe Workfront Features:
- Centralized campaign plans and objectives through Workfront Planning
- Views that connect plans, strategic objectives, and work execution
- Shareable table timeline and calendar campaign views
- Centralized intake queues for all work requests
- Request forms to capture key campaign briefing data
- Routing rules to direct requests to the right team
- Resource tools that align planned work with team capacity
- Work assignments and adjustments by capacity via Workload Balancer
Pros | Cons |
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Marketing teams lean on Adobe Workfront to consolidate campaigns, tasks, and feedback in a shared work management system. Teams can use flexible views and proofing tools to see progress, review creative, and coordinate handoffs, helping large cross-team launches stay organized.
That structure can come with tradeoffs. Workfront’s breadth and configurability may require thoughtful setup and ongoing administration, and some teams may prefer lighter tools for simpler campaign workflows. Workfront tends to fit best where organizations support a structured rollout, dedicated administration, and user training.
Aproove
Aproove is project management software that helps marketing teams track work, manage reviews, and keep campaigns on course. It combines proofing, tasks, and approvals into one place, with central proofing dashboards, a business workflow builder, and user dashboards that show each person’s review work.
Aproove Features:
- Central proofing dashboards show job status, deadlines, and bottlenecks
- Project dashboards reveal overall status across campaigns
- Business workflow builder maps complex, branching approval paths
- Configurable request fields and project setup options support rule-based workflow automation.
- Template-driven project setup defines steps, roles, and deadlines
- User dashboards and task views highlight each person’s assigned review work
- Shared workflow steps expose work queues for each participating team
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Aproove helps marketing teams manage projects, files, and review work in one place so launches stay on track. Built-in proofing tools make creative changes clear, while workflow automation routes proofs through the right steps and records approval decisions.
The platform is best suited to teams that handle steady campaign volume and want structured control from brief through final artwork. Implementation and configuration require planning and training, and smaller teams may find the platform offers more than they need, but thoughtful workflows can reduce manual handoffs.
Asana
Asana is a work management platform that helps marketing teams collect clear requests, track campaigns, and ship content on time. It turns intake forms into tasks with owners, uses calendar and timeline views to map launch dates, and supports approvals and proofing to keep reviews fast and clear.
Asana Features:
- Standardized intake details for new work requests, like campaigns and assets
- Calendar view maps work for publishing and due dates
- Gantt-style view of tasks over time
- Task dependency tracking
- Approval tasks record clear approve or change decisions
- Proofing pins comments to specific areas on images or PDFs
- Portfolio workload to show assigned work and capacity across projects
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Asana helps marketing teams gather requests, plan campaigns, and manage work in one shared workspace. Teams can track email, social, and web plans on shared calendars, with clear task ownership and due dates. Templates, forms, and automation rules help standardize repeatable workflows so teams don’t have to rebuild task lists each launch.
This software is a good fit for teams that prioritize strong coordination over deep financial analysis. Organizations may still lean on integrations or external tools for advanced time tracking or detailed reporting. Larger groups may need someone to periodically refine views, fields, rules, and linked calendars to keep workspaces organized.
Basecamp
Basecamp is a project management system that helps marketing teams share plans, talk through work, and keep client efforts on track. It centralizes tasks, updates, and files so people see what matters now. The home screen, project spaces, and to-do lists show current work, owners, and due dates.
Basecamp Features:
- Home screen provides quick access to schedule and assignments
- Project spaces bundle tasks, messages, documents, chat, and schedules
- To‑do lists assign owners, set due dates, and track completion
- Message Board keeps team discussions, updates, and announcements in one place
- Schedule tool to track deadlines, meetings, and key events
- Docs and Files store shared assets, drafts, and final deliverables
- Public links to share specific items or folders with external viewers
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Basecamp helps smaller marketing and agency teams share plans, track simple campaigns, and coordinate client work with minimal setup. Users can see project tasks, updates, and files in one place, which can reduce the need for long email threads. Automatic check-ins give teams an easy way to review progress between meetings.
Friction can arise when campaigns, channels, or review paths grow more complex, since Basecamp offers limited native task dependencies, automation, and advanced reporting. Many teams use Basecamp as a client coordination hub and complement it with other tools for resource capacity planning, budgeting, or more advanced cross-campaign analytics.
Jira
Jira is an issue- and project-tracking software that helps marketing teams plan campaigns, track tasks, and manage shared requests in one place. Managers see work by list, board, calendar, or timeline, map dependent tasks on a campaign schedule, and capture structured intake through simple Jira forms.
Jira Features:
- List, board, calendar, and timeline views
- List view supports fast inline editing of work items
- Schedule and track work in a shared calendar view
- Map campaign work on a timeline with task dependencies
- Use project Summary views to see status and key metrics
- Capture structured work requests using Jira forms
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Jira helps marketing teams gather requests, plan campaigns, and track work in one shared system. Teams can group work using components, labels, and boards, and keep feedback tied to each issue so progress is visible from intake to delivery.
Jira is a strong fit for organizations that share tools across marketing, product, and engineering teams and have someone to configure workflows. It may feel heavier for smaller teams or fast-turn marketing work, and creative review capabilities are lighter than those in other dedicated proofing tools. Many teams pair Jira with specialized proofing and asset tools.
Screendragon
Screendragon is an AI-powered workflow automation platform that helps marketing teams move work from intake to launch in one place. It routes briefs to the right reviewers, keeps campaign dates and tasks in view, and supports creative review with shared workspaces, visual timelines, and clear approvals.
Screendragon Features:
- Dynamic intake forms tailored to marketing and campaign requests
- Automated routing of briefs to the right reviewers and approvers
- Governed intake workflows that scale across brands, regions, and teams
- Configurable dashboards and timelines to track campaign schedules and key milestones
- Reusable workflows and templates to repeat common campaign setups
- Central workspace connecting projects, content, and approval feedback
- Multiple project views, including Gantt-style timelines and capacity-planning views
- Integrated creative review with annotations, comments, version control, and approvals
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Screendragon helps marketing teams turn incoming requests into clear plans, route creative work through defined approval stages, and keep brand and legal sign-off in one place. Managers can see resource assignments, monitor utilization, and follow the same workflows across brands, regions, and agency partners.
This platform works best for teams that are willing to invest in configuration and administrator training, as its rich resource controls can require thoughtful setup. Built-in proofing and asset management support common marketing needs, though some teams may choose to pair it with specialized creative or DAM tools.
Zoho Marketing Plus
Zoho Marketing Plus is a unified marketing platform that helps teams plan campaigns, track work, and keep projects on track. Managers can see tasks and status across projects through a shared calendar, Kanban boards, and Brand Assets keeps files in one place.
Zoho Marketing Plus Features:
- Unified marketing calendar for campaigns, channels, owners, and timelines
- Tasks with owners, deadlines, and status tracking fields
- Campaign workspace shows the launch date, status, and overall progress
- To-do lists for organizing and tracking marketing tasks
- Brand Assets for creating, storing, and sharing marketing assets
- Role-based access controls
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Zoho Marketing Plus helps marketing teams plan campaigns, coordinate content, and manage channels in one centralized hub. Teams can view shared performance data, collaborate through Brand Studio, and move work from intake to launch without swapping tools, helping keep plans, files, and status aligned.
The suite’s breadth can require some initial setup and training, and built-in templates and reporting may be more limited than those in specialized marketing or BI tools. Zoho Marketing Plus is best for teams that want one place for day-to-day campaign management and are comfortable supplementing it with additional tools for advanced reporting or mobile workflows.
Best Marketing Project Management Software Table
Platform | Intake Forms | Campaign Calendar | Templates & Dependencies | Proofing & Approvals | Asset Library | Workflow Automation | Capacity Planning | Budgets & Time | Portfolio Dashboards |
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Platform | |||||||||
| Smartsheet | Forms capture briefs, file attachments, and fields; can trigger automated routing | Calendar views show launches, milestones, and filtered dates | Templates, dependencies, and milestones support auto-rescheduling | Proofing markup, versioning, and approval workflows | Attachments, file links, and integrations (including Adobe Creative Cloud) | Rules send alerts, assign owners, and request updates | Resource Management add-on tracks roles, load, and capacity | Cost tracking via sheet formulas; time-tracking via add-ons; rollups supported | Dashboards roll up status, risks, and KPIs |
| Adobe Workfront | Request queues, custom forms, and routing rules | Timelines, milestones, and calendars for launch planning | Templates, predecessors, and schedule recalculation | Digital proofs, annotations, and multi-stage approvals | Integrates with Adobe DAM for metadata management and approved asset distribution | Automated workflows trigger statuses, handoffs, and notifications | Resource planner shows capacity, utilization, and workload balancing | Planned hours, time logs, and budget tracking | Programs, portfolios, and dashboards for executive rollups |
| Aproove | Submission portals, automated routing workflows, and email-based approvals | Deadline tracking and review queues for basic scheduling views | Stage templates, sequential routing, and no dependencies | Online proofing, annotations, and multi-stage approvals | File storage and asset handling within workflow (not a full DAM) | Reminders, stage routing, and reviewer notifications | No native resource capacity planning or workload balancing tools | No native budget management or time tracking | Approval status reporting, and proof audit history |
| Asana | Forms capture briefs and triage requests; can trigger automated assignments | Timeline and calendar views support campaign plans | Project templates, dependencies, and milestones support scheduling | Proofing on files, approvals, and decision tracking | Project file storage and integrations (not a full DAM) | Rules automate assignments, status changes, and handoffs | Workload view supports capacity planning across portfolios and teams | Time tracking and budget tracking via custom fields | Portfolios roll up status, progress, and custom fields |
| Basecamp | Message boards capture requests and discussions (no structured intake forms) | Schedule shows key dates, and lightweight calendar views | Project templates and to-do lists (no native dependency tracking) | Comments on files (no formal approval workflows) | Documents and files per project; simple search | Automatic check-ins and lightweight workflow automation | No native resource capacity planning; manual workload coordination | No budget management or time tracking tools | Mission Control, Lineup, and Hill Charts visibility |
| Jira | Custom issue forms for briefs, fields, and attachments | Marketing templates, boards, and timeline. / calendar views | Workflow templates, native task dependencies, and roadmaps | Comments and workflow-based approval steps | Attachments and external DAM integrations | Automation rules use triggers, conditions, and actions | Capacity planning via Advanced Roadmaps and add-ons | Native time tracking plus budget tracking via custom fields or add-ons | Dashboards, JQL reports, and cross-project filters |
| Screendragon | Briefing portals capture scope, files, and routing | Marketing calendars show campaigns, milestones, and launches | Templates and complex multi-stage workflow management with dependencies | Creative proofing with annotations and multi-stakeholder approval workflows | Asset libraries with metadata and governance for approved content | Automations manage handoffs, approvals, and delivery steps | Resource planning tracks roles, utilization, and scenario balancing | Budget management tracks forecasts, vendors, costs, and time data | MRM dashboards roll up spend, capacity, and performance |
| Zoho Marketing Plus | Campaign workspace manages tasks, files, and collaboration (limited structure intake) | Unified marketing calendar shows milestones, launches, and channels | Tasks, milestones, and lightweight project templates | File comments and approval workflows (limited native proofing) | Central file storage and shared libraries | Automation via Zoho Flow and built-in worktriggers | No dedicated resource capacity planning; manual assignment tracking | Marketing ROI and spend analytics (limited project budgeting/time tracking) | Suite dashboards roll up channels, campaigns, and results |
How to Choose the Best Marketing Project Management Software
To choose the best marketing project management software, start by building an evaluation framework that reflects how your team actually works. Define criteria and test scenarios, then gather input from vendors and internal stakeholders to capture what matters most. Focus on structured intake, calendars, proofing workflows, capacity planning, and reporting.
- Define Evaluation Framework
Begin by listing your top marketing goals, such as reducing vague briefs, speeding up review cycles, minimizing last-minute rushes, improving launch predictability, balancing team workloads, or providing clearer status for leaders. List required standards, such as single sign-on, audit logs, and role-based access. Then gather input from the groups who request, plan, review, approve, and publish work.
Ask the marketing operations team, project leads, creative leads, brand leaders, legal reviewers, channel owners, and agency partners for the top features they need. Define non-negotiables, such as multi-step approvals, clear version history, a shared campaign calendar, and a structured intake form. Align on which data must remain accurate, who owns it, and what must sync with other systems.
- Establish Evaluation Criteria and Test Scenarios
Build tests that reflect real campaign work. Test intake by creating a brief with files, required fields, and routing. Test templates and dependencies by copying a campaign plan, then slipping a key task to see whether dates and owners stay in sync. Test proofing and approvals using a real asset type, and measure how quickly reviewers can mark changes and sign off.
Also test capacity planning by role, week, and time off, then add two rush requests and rebalance the workload. Test budgets and time tracking by capturing outside costs and hours by campaign. Test dashboards by rolling up three campaigns and confirming whether leaders can see status, risks, and next dates without manual cleanup.
- Interview Vendors
Have vendors walk through a real campaign from request to launch. Ask what works out of the box and what requires setup, add-ons, or services. Test how approvals route across brand and legal. Check how the calendar stays accurate when dates change. Confirm how the tool handles guests, agencies, and external reviewers.
Consider asking vendors the following questions:
- How do intake forms route work and enforce required fields?
- How do dependencies shift dates and keep owners in sync?
- How do proofing steps track versions and final sign-off?
- How do you plan capacity by role, week, and time off?
- How do dashboards roll up without manual cleanup?
- Interview Your Internal Team
Your team can reveal gaps that demos often miss. Ask where briefs break down, where reviews stall, and where files get lost. Identify what must connect on day one, and decide who owns each key data field. Make sure the tool fits how people actually work each week — not how they work in an ideal scenario.
Here are some questions to ask your internal team:
- Where do we lose time in intake and approvals?
- Which launches slip most often, and why?
- Which files cause the most rework and confusion?
- Which teams need capacity views, and at what detail?
- What would make this tool worth using weekly?
- Run a Structured Pilot and Build Your Adoption Plan
Shortlist two or three options and run a structured pilot with the same scenarios, data, and reviewers. Score each tool using your criteria and record setup time, weekly upkeep, and any required workarounds. Collect feedback from requestors, makers, and approvers, then summarize tradeoffs, rollout steps, and a 60–90-day adoption plan.
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Marketing Project Management Software FAQs
The main features of marketing project management software are intake forms, campaign calendars, templates, task dependencies, and proofing and approval workflows. Asset libraries also help teams avoid outdated files, while workflow automation reduces manual work. Capacity planning, budgeting and time tracking tools, and portfolio dashboards are also common.
Yes, many tools offer free or low-cost plans for small teams, but they often limit users, storage, and key controls. Check caps on intake forms, automation rules, approvals, and dashboards. Confirm guest access, file review, and integrations. Plan for paid tiers once you need audit trails, capacity, or reporting.
Smartsheet Proofing, Adobe Workfront with Unified Approvals, Aproove, Asana, and Screendragon all offer built-in creative approval workflows. These tools allow users to keep comments directly on the file, track version changes automatically, and clearly record approve-or-request-changes decisions in one place.
Smartsheet, Adobe Workfront, Asana, Aproove, Screendragon, Zoho, and Basecamp all offer some level of client-facing reporting. Smartsheet provides publishable dashboards by link. Adobe Workfront and Asana provide controlled guest access. Aproove and Screendragon enable role-based external reports, Zoho supports shared reports, and Basecamp provides basic visibility. Jira dashboards typically require client accounts.
Disclaimer: The information found in this comparison article is sourced from vendor websites, community boards, and some third-party user reviews. AI tools were used to help conduct research.