In today’s fast-paced organizational environment, effective project management and collaboration are essential for delivering timely and high-quality results. However, traditional approaches often face challenges such as uneven task distribution, communication gaps, lack of transparency, and weak performance monitoring, all of which reduce overall productivity. To address these issues, this study introduces Smart TeamCollab, a role-based, web-based project collaboration and management system designed to enhance teamwork, accountability, and efficiency. The system features three distinct dashboards — Admin, Team Leader, and Team Member — to ensure clear roles and responsibilities. The Admin Dashboard provides tools for project monitoring, performance evaluation, and announcements; the Team Leader Dashboard supports task breakdown, sprint tracking, risk management, and communication with members; and the Team Member Dashboard enables users to update tasks, submit progress, set reminders, and collaborate in real time. Smart TeamCollab is developed using HTML, CSS, and JavaScript for the frontend, Java for backend logic, and MySQL for secure and scalable data storage. Experimental evaluation demonstrates a 25–30 per improvement in productivity, confirming the system’s effectiveness in improving communication, accountability, and project outcomes.