Introduction
Handling multiple responsibilities while trying to keep everyone happy? That is the truth about stakeholder management. You have clients, investors, team members, and perhaps even board members, each with unique needs and expectations. It can be overwhelming, right? Trust me, you’re not alone.
Almost every CEO like me has faced these challenges firsthand. There is pressure to maintain strong connections while making sure the project is successful.
In today’s fast-paced business environment, effective stakeholder management is essential for the success of any project or business. Managers often find themselves caught in conflicting interests, where they are often seen as struggling to communicate and keep everyone aligned.
Miscommunication results in delays, misunderstandings, and even project failures. This is where stakeholder management software becomes invaluable. These tools help you simplify the process, improve communication, and strengthen relationships.
In this article, I have compiled a list of 11 of the best stakeholder management software options available in 2025, catering to various needs, usability, and budgets. We’ll delve into their key features, functionalities, and potential benefits to help you choose the right solution for your requirements.
Before we begin, let’s learn what stakeholder management software is and why it is important.
What is a stakeholder management software?
Stakeholder management software is a toolbox designed to help you effectively engage with the individuals and groups who are impacted by or can impact, your projects or initiatives.
These “stakeholders” can be internal (like colleagues, team members, or management) or external (like customers, investors, or the public).
The software provides a structured way to manage stakeholder interactions and ensure smooth communication throughout your project.
Why is stakeholder management software important?
Effective stakeholder management is crucial for the success of any project or business initiative. It helps you make sure that everyone involved, whether internal or external, is on the same page, fostering trust, collaboration, and alignment toward shared goals.
And, stakeholder management software offers the tools needed to streamline communication, build relationships, and make informed decisions.
By using stakeholder management tools in project management, you can:
- Save time and resources: Automate tasks and centralize information in one place.
This frees up your time to focus on high-value activities, such as strategic planning and relationship-building.
- Build stronger relationships: Foster trust and collaboration with your stakeholders by demonstrating transparency and responsiveness.
A well-maintained system makes sure that no stakeholder is overlooked, and their expectations and concerns are addressed in a timely manner.
- Make better decisions: Gain valuable insights from your stakeholders to inform your decision-making process.
Their input can provide unique perspectives, helping you navigate challenges and identify opportunities you might have missed.
- Improve communication: Ensure all stakeholders are kept informed and have a clear understanding of your project or initiative.
With consistent updates and organized documentation, everyone stays aligned, reducing misunderstandings or conflicts.
- Drive project success: By keeping stakeholders engaged and informed, you can effectively meet project objectives and build long-term support for future initiatives.
Overall, a stakeholder management tool is a valuable technology asset for any organization looking to improve its stakeholder engagement and achieve its goals.
11 Best stakeholder management software in 2025
A huge number of tools for stakeholder management are in the market with varying features. We have compiled the list of the top 11 tools based on our hours of research, real user reviews and ratings, and first-hand experience with the tool (thanks to the free trials).
We have covered the key features, pros, cons, pricing, and user ratings of each tool so that you get all the information to decide in one place.
1. ProofHub
ProofHub stands out as a compelling stakeholder management software solution due to its comprehensive personalization functionalities, user-friendly interface, scalability, focus on real-time communication, robust security measures, and affordable (flat fee) pricing.
Unlike many competitors, ProofHub offers an all-in-one solution, eliminating the need for multiple tools to manage various aspects of stakeholder engagement. Within a single platform, you can collaborate with your team, assign tasks, share files, and communicate with stakeholders seamlessly. This centralized infrastructure promotes transparency, simplifies workflows, and ensures project sustainability.
ProofHub prioritizes user experience with a clean and intuitive interface. This ensures both tech-savvy individuals and non-technical users can quickly adopt the platform. Additionally, ProofHub’s unique unlimited user model and mobile app accessibility make it incredibly scalable and adaptable to growing project needs and stakeholder networks.
Key features
- Record all the information of project stakeholders in one place with files and notes
- Centralized task management, Kanban Board, and Calendar for project manager and teams to manage tasks
- Keep the most important stakeholders in the power-interest matrix engaged throughout the project with Discussions
- Custom roles (Owner, Admin, and Normal user) to manage the access of the stakeholder to a project
- Provide the real-time progress of the project with project status report, resource utilization report, and time reports
- Product roadmap to view progress and track milestones and goals
- Gantt chart for stakeholders to visualize the project plan and their roles at different stages of the project
- Forms to collect stakeholder requests and manage grievances
- Online proofing for feedback and approval from stakeholders on digital assets
Explore ProofHub’s powerful features designed to empower your team and take your projects to the next level.
Pros
- Provides project management with stakeholder relationship management under one app
- A flat fee plan allows you to onboard an unlimited number of stakeholders without worrying about per-user fees
- A simple and intuitive user interface makes it easy to understand and use
- A minimal learning curve makes it super easy to adopt by every team member
- Tools like proofing, chat, and time-tracking are all in-built, so no need to invest in other tools
Cons
- No free plan is available. However, you can sign up for a 14-day free trial.
Pricing
ProofHub offers you two simple flat-free plans for unlimited users:
- Essential: $45/month for unlimited users and up to 40 projects when billed annually
- Ultimate Control: $89/month for unlimited users, unlimited projects, and all the premium features when billed annually
You get a 14-day free trial to try all the premium features of ProofHub!
Ratings
- G2: 4.6
- Capterra: 4.6
2. ProjectManager
ProjectManager is a project management software that provides you with decent stakeholder management capabilities to manage relationships with stakeholders. It provides you with features like a dashboard, reporting, roadmaps, and a Gantt chart to provide stakeholders with the transparency they need. The platform seamlessly integrates with popular platforms like Google Drive, Gmail, and QuickBooks.
Key features
- Get live updates on project progress, budgets, and resource allocation
- Collaborative task management
- Generates detailed reports on project performance, risks, and stakeholder engagement
Pros
- Gantt chart to visualize project roadmap and see their roles
- Templates for stakeholder analysis and communication plan
- Project planning, scheduling, and management
Cons
- Features are accessible at a costly price
- Bad customer support
- Higher-cost plan for guest or external access
Pricing
- Pro: $13 per user per month (billed annually)
- Business: $24 per user per month (billed annually)
- Enterprise: Contact the team
Ratings
- G2: 4.4
- Capterra: 4.1
Website link – https://www.projectmanager.com
3. Smartsheet
Smartsheet is an enterprise-grade work management business software that can help you manage stakeholders across portfolios, projects, and programs. It provides you with advanced dashboards, accurate reporting, and real-time visibility to strike the right balance between top-down and bottom-up portfolio management approaches. The tool seamlessly integrates with Slack, Dropbox, and AWS.
Key features
- Automate approvals, notifications, and updates to streamline stakeholder collaboration
- Provides live data tracking and visual reports to monitor stakeholder engagement and project progress
- Control access levels to ensure stakeholders only see relevant information
Pros
- Dashboard and reporting tools
- Account administration of accounts
- Granular sharing control
Cons
- Quite expensive
- Steeper learning curve compared to some competitors
- Limited communication features
Pricing
- Pro: $7 per user per month
- Business: $19 per user per month
- Enterprise: Contact the team
- Advanced Work Management: Contact the team
Ratings
- G2: 4.4
- Capterra: 4.5
Website link – https://www.smartsheet.com
4. Simply Stakeholders
Simply Stakeholders is a standalone stakeholder relationship management tool that integrates seamlessly with your existing project management software and collaboration tools for effective stakeholder management. It provides you with a wide array of visualization features for stakeholder management in project management such as stakeholder mapping, stakeholder sentiment analysis, communication, reporting, analytics, and restricted access.
Key features
- Visualize stakeholders based on their influence and interest, aiding in effective engagement strategies
- Analyze stakeholder sentiments and track issues to proactively address concerns and maintain positive relationships
- Generate comprehensive reports and gain insights into stakeholder interactions to inform decision-making
Pros
- Stakeholder mapping to visualize stakeholders
- AI-driven sentiment analysis to identify stakeholder sentiment
- Stakeholder identification & information management
Cons
- Limited project management functionalities
- Not suitable for managing complex stakeholder engagement strategies or large stakeholder networks
Pricing
- Core: Contact sales team
- Plus: Contact sales team
- Pro: Contact sales team
Ratings
- G2: 5
- Capterra: 5
Website link – https://simplystakeholders.com
5. Tractivity
Tractivity is all-in-one stakeholder engagement and management software that helps you ensure your stakeholders become part of your organization and projects. It helps you create comprehensive profiles of all stakeholders, map them based on their influence and interest, create a communication plan, track engagement history, and provide a clear view of all projects with reports and dashboards for comprehensive stakeholder management.
Key features
- Centralized repository to store and manage stakeholder details, interactions, and engagement history
- Logs emails, meetings, and updates to ensure consistent stakeholder engagement
- Built-in survey and feedback tools to collect stakeholder opinions and measure engagement effectiveness
Pros
- Engage-360 engagement portal to manage grievances
- Interactive dashboards and digital calendar
- Risk management and issue tracking
Cons
- Complex interface and steeper learning curve
- It might be overkill for simpler projects with less focus on risk management
Pricing
No pricing information is available on the website
Ratings
- G2: 4.5
- Capterra: No reviews available
Website link – https://tractivity.com
6. Jambo
Jambo is a stakeholder engagement tool that helps you manage the record, communication, and reporting of all the stakeholders from one place. You can record and organize information of all the stakeholders from different projects in one place and consistently log communication records to build a complete history of engagement.
Key features
- Centralized stakeholder database to store and manage stakeholder information, interactions, and history
- Monitor all communications, meetings, and commitments with stakeholders to ensure accountability
- Generate real-time reports on stakeholder engagement, sentiment, and compliance
Pros
- Online community management
- Engagement tools to conduct surveys or polls
- Analytics to track engagement metrics
Cons
- Limited project management functionalities
- Not ideal for managing complex projects
- No transparent pricing structure
Pricing
Jambo Professional: $995 per month (one-year subscription)
Ratings
- G2: 4.7
- Capterra: 5
Website link – https://www.jambo.cloud
7. StakeWare
StakeWare is another stakeholder management app that helps you build trustworthy relationships with stakeholders based on the information collected from the stakeholders. It helps you manage relationships by gaining the most valuable type of information directly from your stakeholders and proactively addressing and taking responsibility for the issues they care about most.
Key features
- In-depth stakeholder profiling to understand the priorities and objectives of stakeholders
- Prescriptive analytics to assess risks and opportunities and make data-driven decisions
- Intuitive dashboard and reporting
Pros
- Stakeholder mapping and analysis
- Send targeted messages
- Customer relationship management capabilities
Cons
- Limited project management capabilities might not be suitable for projects requiring extensive task management
- No transparent pricing structure
Pricing
You will have to contact sales for pricing
Ratings
No reviews available
Website link – https://www.stakeware.com
8. Darzin
Darzin is a stakeholder CRM that is similar to CRM but specifically for managing stakeholders. For example, it not only makes entries to the CRM and keeps track of the information but also helps you segment your stakeholders based on their level of influence, interest, and impact. It allows you to map relationships between stakeholders, collect real-time feedback, and manage grievances with issue tracking.
Key features
- Stakeholder mapping to visualize stakeholder relationships, understand key influences, and engagement levels
- Customizable dashboards to display relevant data and track stakeholder sentiment & status
- Identify potential risks in stakeholder relationships
Pros
- Create your custom fields
- Manage grievances with automatic notifications
- Qualitative, quantitative, and spatial analysis
Cons
- Limited reporting and analytics capabilities
- Might be overkill for simpler stakeholder needs
Pricing
To get a quote, you can contact Darzin via phone, email, or by filling out the form on their pricing page.
Ratings
- G2: 4.8
- Capterra: No reviews
Website link – https://www.darzin.com
9. Insightly
Insightly is another customer relationship management tool that can help you with stakeholder management if your main stakeholders are customers. It provides you with a CRM solution, marketing automation solution, and customer service ticketing software all in one place to create a joint system for effective stakeholder management solutions. Along with project management features, it is a complete stakeholder management solution.
Key features
- Manage relationships by storing key information on stakeholders, such as contact details, communication history, and preferences
- Customizable dashboards to monitor stakeholder activities, projects, and key metrics in real-time
- Workflow automation to reduce manual tasks
Pros
- Marketing automation and CRM solutions
- Centralized repository for all customer queries
- Performance dashboards & reporting
Cons
- Can be complex for beginners with its extensive CRM functionalities
- Might be pricier for smaller teams or projects
Pricing
- Plus: $29 per user per month
- Professional: $49 per user per month
- Enterprise:$99 per user per month
- All-in-One plan: Starting at $349 per month
Ratings
- G2: 4.2
- Capterra: 4.0
Website link – https://www.insightly.com
10. Totango
Totango is customer success software that can provide you with the tools you need to create a customer success program and keep all stakeholders informed on the progress of the account. It allows you to record data of all the customers to create your book of workspace, manage communication with them, develop strategic account plans and manage tasks, and create shared visibility for stakeholders by allowing them to view the timeline of account activity for every customer.
Key features
- Customer health scoring based on various data points
- Automated workflows to streamline customer engagement
- Real-time analytics and reporting
Pros
- Pre-built customer success program templates
- Customer touchpoints for monitoring and tracking activities
- View the timeline of account activity for every customer for shared visibility for stakeholders
Cons
- Not specifically designed for general stakeholder management
- Might be expensive for non-customer success use cases
Pricing
You will have to contact sales team for pricing
Ratings
- G2: 4.3
- Capterra: 3.7
Website link – https://www.totango.com
11. Thryv
While Thryv isn’t exclusively designed for stakeholder management, it offers functionalities that can be valuable for small businesses to manage stakeholder engagement alongside other company operations. However, for projects requiring advanced stakeholder engagement features, reporting capabilities, or handling large and complex stakeholder networks, exploring dedicated stakeholder management tools and techniques might be more appropriate.
Key features
- Client relationship management (CRM) to store and manage stakeholder contact information
- Organize projects, set deadlines, and assign tasks
- Automated messaging & follow-ups with stakeholders
Pros
- Provide stakeholders with a secure online portal
- Create and automate marketing campaigns
- Client communication through email, SMS, and social media
Cons
- Limited reporting and analytics
- Might not be suitable for complex stakeholder needs or large teams
Pricing
- Thryv Command Center: Free option available, Paid options starting at $20 per seat per month
- Thryv Business Center: Starting at $228 per month
- Thryv Marketing Center: Starting at $228 per month
Rating
- G2: 4.6
- Capterra: 4.2
Website link – https://www.thryv.com
Features to look for when choosing a stakeholder management software
A project includes various types of stakeholders; internal and external. Competent stakeholders management tools provide you with the tools to manage relationships with both types of stakeholders and streamline your business process.
When choosing stakeholder management application, make sure to look out for these performance indicators:
- Centralized communication: Look for a platform offering a central intelligence hub for all stakeholder communication. This could include features like real-time chat, threaded discussions, and email integrations.
- File sharing and collaboration: Seamless file sharing and co-editing tools allow stakeholders to access and contribute to project documents effortlessly. Annotation tools further enhance collaboration by enabling real-time feedback and suggestions.
- Customizable reports and dashboards: The stakeholder management system should allow you to create and share the project reports to provide status updates to the stakeholders.
- Task management: Competent stakeholder relationship management software should empower your business model with essential task management features for seamless collaboration and an efficient way to visualize project progress
- User-friendliness: Opt for a stakeholder engagement platform with a user-friendly interface that minimizes learning curves and allows your team to get started quickly, maximizing efficiency and minimizing adoption hurdles.
- Scalability: As your project database grows and your stakeholder network expands, the tool should scale alongside you, providing the flexibility you need to ensure successful project outcomes and a fair return on investment.
How to choose the best stakeholder management software
Selecting the perfect stakeholders management software from the below list can feel overwhelming, but a clear framework can guide you toward the ideal solution. Here’s a breakdown of key factors to consider:
Factors to consider:
- Match your needs: Identify your essential features, like communication tools, task management, reporting, and mobile accessibility.
- Scalable: Choose software that adapts to your evolving needs, whether it’s adding users, managing larger projects, or integrating with other tools.
- Value for money: Evaluate your allocated budget and compare it to the pricing structures of different software options.
- User-friendliness: If your team has varying technical expertise, prioritize user-friendly software with an intuitive interface and minimal learning curve.
- Collaboration: Look for features that facilitate seamless collaboration, like real-time messaging, discussion boards, and file sharing, regardless of team size.
Conclusion
Selecting the right stakeholder management software is no small feat, but its impact on project success is undeniable. Effective software empowers you to streamline communication, boost engagement, and gain valuable stakeholder insights, ultimately leading to better decision-making and improved project outcomes.
While numerous options exist, ProofHub stands out as a compelling choice. Its user-friendly interface, comprehensive features, and scalable structure are some of its best practices that cater to projects of all sizes and complexities. Whether you’re managing a small team or a large-scale initiative, ProofHub equips you with the tools and functionalities to effectively manage your stakeholders and navigate the path toward project success.
FAQs
How can software assist in project stakeholder management?
Project stakeholder management software empowers efficient collaboration and boosts project success rates. Here’s how:
- Scales and adapts: Grows alongside your project and stakeholder network.
- Centralizes communication: Streamlines communication and keeps everyone informed.
- Enhances task management: Provides transparency and visibility into project progress.
- Fosters engagement: Gathers valuable stakeholder insights and feedback.
- Offers reporting & analytics: Tracks engagement and demonstrates stakeholder value.
How can I measure the effectiveness of stakeholder management software?
Measuring the effectiveness of stakeholder management software involves assessing various key indicators to ensure optimal performance. Here are some methods to gauge the effectiveness:
- Track stakeholder engagement metrics (participation rates, feedback response rates).
- Monitor project performance metrics (on-time completion, budget adherence).
- Conduct stakeholder satisfaction surveys.
- Consider the software’s cost against the benefits gained (improved project success, reduced communication costs).
What is the stakeholder management program?
A stakeholder management program is not a specific software, but rather a strategic framework designed to systematically identify, analyze, engage with, and manage the expectations of individuals and groups that can impact or be impacted by a project, program, or organization. It’s essentially a roadmap that outlines how you’ll build and maintain positive relationships with stakeholders throughout a project’s lifecycle.