Morrolinux: Vikunja – from Trello to FOSS
Organizing work efficiently is challenging, especially when collaborating in a team. The complexity of task management multiplies quickly, making it essential to find the right tool. But what if you don’t want to rely on commercial solutions that lock your data in their ecosystem?
As someone who prefers open source, self-hosted tools, I needed a flexible, privacy-friendly alternative to platforms like Trello or Asana. That’s when I found Vikunja, an open source task management tool that is lightweight, easy to use, and offers multiple project views, including Kanban, Gantt, List, and Table.
Let’s take a look at how Vikunja works, why it’s a fantastic project management tool, and how I’ve customized it to fit my workflow.
Why I Chose Vikunja Over Other Task Managers
There are plenty of open source project management tools, but many of them suffer from usability issues like overcomplicated interfaces or a steep learning curve. I considered:
- OpenProject: Feature-rich, but too complex for what I needed
- ProjectLibre: Mature, but lacking in usability
- Redmine: A classic, but outdated and clunky
Vikunja, on the other hand, is refreshingly simple. It offers just the right balance between functionality and usability, making it ideal for both solo users and small teams.
Features That Make Vikunja Stand Out
What makes Vikunja different from other open source tools? Here are its core features.
Multiple Task Views
Vikunja lets you manage tasks as you choose:
- Kanban board: Great for visualizing workflow
- Gantt chart: Ideal for scheduling and for setting deadlines
- Table view: A structured, spreadsheet-like approach
- List view: Classic, simple to-do lists
Hosting
You can run Vikunja on your own server (self-hosted) or use Vikunja’s managed cloud service, thereby paying to support its development.
Open API and WebHooks for Custom Integrations
- Full API support for automation.
- WebHooks allow triggering actions externally.
Privacy-Focused and Open Source
- Licensed under AGPLv3, fully open source.
- No data lock-in, your projects remain yours.
- Local backup options so you never lose data.
Task Automations and Quick Add Magic
- Use natural language (e.g., “tomorrow 5 PM”) to set deadlines.
- Quickly assign tasks, set priorities, and label tasks.
How I Use Vikunja in My Workflow
I manage multiple projects for video production along with contract work and personal projects. Here’s how I have structured Vikunja for maximum efficiency.
Kanban for Video Production
I set up custom task columns:
- Backlog (Ideas)
- Scripting and Planning
- Recording and Editing
- Approval and Revisions
- Scheduled for Upload
Moving tasks between these stages automates progress tracking.
Gantt View for Deadlines
I use Gantt charts to balance my workload and avoid scheduling conflicts.
Attachments and Task Descriptions
- I add video outlines in markdown format.
- I attach sponsor details and deadlines.
- Everything stays organized in one place.
Customizing Vikunja: My Modifications
Because Vikunja is open source, I made some improvements:
- Automated task progress tracking when moving items in Kanban.
- Improved Gantt chart visualization to display project phases better.
- Enhanced task dependencies for smoother workflows.
All my modifications are available on my GitHub fork, and I welcome contributions.
Backup and Data Protection: A Must for Any Task Manager
Never lose your work! Vikunja provides three backup methods:
- Built-in Export: Download a ZIP backup manually.
- CLI Command: Automate backups via the command line.
- Docker-Based Cold Backups: My preferred method for full redundancy.
Using regular backups ensures you don’t lose valuable data, even if something goes wrong.
Final Thoughts: Is Vikunja Worth It?
Vikunja isn’t the most feature-packed project manager, but for those who value simplicity, privacy, and open source flexibility, it’s a fantastic alternative to proprietary tools.
Pros:
- Lightweight and fast
- Multiple task views (Kanban, Gantt, Table, List)
- Self-hosted or managed cloud option
- Open API and WebHooks for automation
- Customizable and modifiable
Cons:
- Lacks built-in time tracking.
- Task dependencies could be better integrated.
- Limited templates for recurring tasks.
Would I recommend it? Yes! if you’re looking for an open source, no-nonsense task manager that respects your privacy and gives you control over your data.
Try Vikunja for Yourself
- Official Site: vikunja.io
- My Customized Version: GitHub Repo
- Want to see how I modified it? Join me on Patreon for behind-the-scenes insights.
Are you using Vikunja or another open source project management tool? Let me know in the comments!
This article is inspired by the original video, in Italian, “Come Trello, ma Open Source” (Like Trello, But Open Source.)
About Moreno Razzoli:
