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Plan Your Projects: 10 Best Project Scheduling Software Of 2019

By 25/07/2019 2 Comments

Managing your team and resources without a project scheduling software can be a nightmare for any project manager. Your job as project manager is to ensure everything runs smoothly—from putting a team together, allocating resources, running meetings, budget planning, and forecasting.

Since so many tasks are repeated continuously over hours or days, it makes sense to automate these time-consuming tasks. And this is why knowing how to choose the right project management tools can save you loads of valuable time. It’s especially critical if you’re working on a big project and have a huge team of professionals to manage.

Here, we help you evaluate the best project scheduling software out there—we dig deep to help you find a good fit for your organization and projects, spelling out how the tool is designed to work and how its features differ from other tools on the market.

Project Scheduling Software Logo Soup

The Best Project Scheduling Software

Here are the top 10 project scheduling tools I’ve included in this review:

  1. Forecast
  2. Celoxis
  3. Hive
  4. ProjectManager.com
  5. monday.com
  6. Mavenlink
  7. Workfront
  8. Microsoft Project Online
  9. Wrike
  10. Asana

Below, you’ll find overviews of each tool, along with screenshots, features, pricing, integrations, and an overall score.

Jump to project scheduling software reviews

Project Scheduling Software FAQ

What Does Project Scheduling Software Do?

Scheduling software helps you not plan your projects, but to also get a grip on what’s currently happening as the project unfolds. It also allows you to centralize all work-related activities such as planning, task allocation, resource management and reporting.

Finally project scheduling tools create transparency, not only for stakeholders, but also for team members who want to know what’s expected of them.

What Is Project Scheduling In Software Project Management?

Project scheduling in software project management is part of project planning. It’s the process of defining a project’s phases, milestones, resources, and workflow, and plotting these key components on a timeline that factors in the dependencies between the different parts.

Throughout the lifecycle of a software project, you refer to the project schedule to understand its critical path and how your project is currently tracking.

When there are changes, a well-made project schedule helps you to factor in the effects of any changes through dependencies laid out initially, providing a visual tool to understand the relationship between different roles, tasks, and phases of a project.

What Are Some Common Project Scheduling Techniques?

Most project scheduling techniques make use of a Gantt chart or similar chart, and they include:

  • The Critical Path Method (CPM): a mathematically-based technique where you create a schedule by using your scope to list tasks, their durations, and dependencies
  • Program Evaluation and Review Technique (PERT or PERT Analysis): a technique similar to CPM, but you calculate a weighted average duration for tasks based on your confidence level in their timing (optimistic, pessimistic, and most likely duration)
  • Fast tracking: a form of Duration Compression where you shorten a project schedule by overlapping tasks that can be done simultaneously
  • Crashing: a form of Duration Compression where you get tasks done faster by adding more resources to the project timeline
  • Simulation: modeling “what if” scenarios to forecast possible durations of a project
  • Resource Leveling: adjusting a schedule so there’s as little over- or under-utilization of resources as possible

What Are Some Common Features in Project Scheduling Software?

Project scheduling software shares many typical features of project management software, such as budget planning, task management, calendar views, Gantt charts and resource allocation modules.

Just realized you’re looking for something different? Try these other tools:

Project management software to help you manage projects, files, team communication, and more.

Gantt chart software to quickly and easily create resource plans for your projects.

Project-Scheduling-Software

7 Reasons Why You Should Use Project Scheduling Software

Especially if your organization is scaling, project management scheduling tools are a must-have. Here are a few key benefits of project scheduling software:

  1. Define the project workflow and keep the team focused on the right tasks
  2. Identify and track your project’s critical path to leverage flex in the schedule
  3. Waste less time rescheduling with priorities & dependencies that automatically adjust
  4. Set project baselines to track your project plan against your execution
  5. Free up time and energy by setting the tool to provide automatic deadline reminders
  6. Easily visualize, compare, spot holes and adjust your resource availability
  7. Generate reports on utilization, organizational demand and capacity and review trends to forecast future hiring needs

There are many more benefits—and they will continue to grow in number as technology evolves, providing more opportunities for automating tasks and making smarter decisions.

Project-Scheduling-Software-1

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The Best Tools For Project Scheduling

  • 14 days free trial.
  • From $24/user/month.

User Interface (UI)

100%

Usability

100%

Integrations

100%

Value for $

90%

Features & Function

100%

Overall Score

98%

Forecast – Streamlined project scheduling software with forecasting, capacity planning, and plenty of pre-built integrations.

Forecast is a brilliantly simple combination of a resource management and project management tool built on the foundation that successful projects require a combination of short and long term planning. It does not dictate how you work so you can mix scrum, Kanban and traditional Gantt scheduling.

forecast screenshot - project scheduling tools

The Artificial Intelligence (AI) built into Forecast enables you to easily spot projects that are at risk of delay or veering off track. Build and share your own powerful dashboards, reports and insights so you can put real-time information right at your team or clients’ fingertips. Effortless resource planning enables you to track utilization and capacity. In the upcoming work view the connection between prioritization and scheduling easily let’s team members focus on the most important tasks.

Forecast has a free 14-day free trial and costs from $24/seat/month.

Overall Score: 9.8
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  • 30 days free trial.
  • From $25/user/month.

User Interface (UI)

100%

Usability

90%

Integrations

90%

Value for $

90%

Features & Function

100%

Overall Score

94%

Celoxis – Popular, widely used web-based tool with comprehensive project scheduling, management, and PPM features.

When it comes to project scheduling, Celoxis comes packed with powerful planning and scheduling tools to help you build dynamic project plans that automatically adjust to changing real-world conditions. Armed with one of the most flexible, fast and responsive interactive Gantt charts, Celoxis can effortlessly handle large project plans involving multiple levels of sub-tasks, inter-project dependencies and even multiple resources per task.

Celoxis screenshot - Project Scheduling Software

Its automatic scheduling feature accommodates almost every real-world scenario to provide a robust and reliable project schedule. With features like automatic email alerts, RAG health indicators, and critical path analysis, Celoxis makes project tracking a breeze. Celoxis provides visibility into what every member is doing and gives you the ability to track resource loads in real-time. With built-in team and client collaboration features, one can effortlessly share files, discuss and exchange comments not just with other team members but also with your clients. Several best-practice and custom reports including drill-down charts lets you gather 360-degree real-time insights around your projects and resources.

Celoxis integrates out-of-the-box with popular apps likes Google Drive, Excel, MS Project, Jira, Salesforce and Quickbooks Online. It is also fully integrated with Zapier, which allows you to use sync with thousands of apps. It also has an easy-to-use web-based API to connect with other services and legacy business apps.

Celoxis is one of the few tools that offer SaaS and On-Premise deployment options. Celoxis costs $25/user/month with additional commitment discounts.

Overall Score: 9.4
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  • 14 days free trial.
  • From $12/user/month.

User Interface (UI)

100%

Usability

100%

Integrations

80%

Value for $

90%

Features & Function

90%

Overall Score

92%

Hive – Ready-to-scale, collaborative project planning software used by small teams of 10 up to Fortune 500s.

Hive is a project management and collaboration platform that powers companies like Starbucks, Uber, WeWork and IBM. With AI-based analytics, thousands of integrations, flexible project views, and more, Hive streamlines your work in one centralized platform. Used by teams of varying sizes, from 10 people to 1,000, Hive is a great option for a diverse range of companies and work styles.

hive screenshot - project scheduling tools

Hive’s time-tracking, analytics and flexible view capabilities allow for transparent understanding of other team-members work and upcoming projects, which can be tracked through action cards.

And much more than a project planner software, Hive’s AI and analytics component also leverages machine learning to provide interactive and customizable dashboards to gain insights on team productivity, and proactively spot risks or areas that need improvement. Choose Hive if you’re in the market for a well-laid-out, comprehensive project scheduling and management tool that can be scaled up or down based on team needs.

Overall Score: 9.2
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  • 30 days free trial.
  • From $15/user/month.

User Interface (UI)

80%

Usability

100%

Integrations

80%

Value for $

90%

Features & Function

100%

Overall Score

90%

ProjectManager.com – Fully-featured, award-winning project scheduling software known for ease of use and great customer support.

ProjectManager.com is a well-rounded, award-winning software used by some big names like including NASA, Volvo, Brookstone, and Ralph Lauren. This is a great solution, especially for managing multiple projects at once.

ProjectManager screenshot - Project Schedling tools

This tool delivers a ton of useful project planning and scheduling features: using this tool, you can create project plans (Gantt charts), manage tasks, create reports, and manage timesheets, expenses, and workloads. This project planning application also provides a useful feature that lets you easily switch between views—between gantt chart, task list, and Kanban board views. You can use in the in-app communication features to comment on tasks and assign to team members.

Their real-time reports are easy to use—get pre-set reports (project status, timesheets, expenses) in a single click, or set up your own custom reports. You can also use the real-time dashboard to get a glimpse of your current project stats. And you can use all of these features to schedule and report across multiple projects, as well.

ProjectManager.com integrations include native integrations with GoogleApps like Drive, Gmail, Calendar, etc. as well as Microsoft Office and Microsoft Project. For 400 other integrations, you can use Zapier to connect with additional tools.

Pricing for ProjectManager.com starts at $15/user/month, with their basic “Personal” plan requiring a minimum of 5 users. They offer a 30-day free trial (a credit card is required to sign up for a free trial).

Overall Score: 9
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  • 7 days free trial.
  • From $17/month for 2 users.

User Interface (UI)

100%

Usability

100%

Integrations

90%

Value for $

90%

Features & Function

90%

Overall Score

94%

monday.com – Award-winning, visually intuitive tool for planning projects, and tracking and collaborating on work.

monday.com is a schedule tool with intuitive collaboration features that’s easy to learn and quickly understand. It’s a highly customizable tool that helps you clarify the sequence of work and see the progress and status of your projects at a glance.

Most of the project scheduling features in monday.com are in the “timelines” feature—this is where you can plan projects, set deadlines, assign team members, break down tasks, and set dependencies.  You can reassign tasks by simply clicking and dragging, and you can view your timelines as spreadsheets, as lists, on a map, on a Kanban board, and other views.

Monday.com screenshot - Project Scheduling Software

monday.com offers the ability to create summary charts as well as export and share project plans in a variety of formats (XML, PDF, etc). Apart from that, monday.com enable big picture view using reporting dashboards that collect data from multiple boards, allowing better tracking abilities of progress

All said and done, monday.com technically doesn’t enable you to make Gantt charts in the very traditional sense (nor can you import or export MPP files). However, it’s a flexible, intuitive schedule management software tool that helps you see where tasks are bottlenecking, understand who’s currently working on what, etc. What’s more, the customizable fields and the drag-and-drop functionality makes it easy to quickly set up and start to use.

monday.com’s integrates with apps like Slack, Excel, Google Drive, Gmail, Google Calendar, Jira, GitHub, Trello, Dropbox, Typeform and others, accessible via Zapier.

monday.com costs from $17/month for two users.

Overall Score: 9.4
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  • free 30-day trail
  • from $30/user/month

User Interface (UI)

100%

Usability

90%

Integrations

60%

Value for $

80%

Features & Function

90%

Overall Score

84%

Workfront – https://www.workfront.com/

If you are looking for a complete project management solution, Workfront is your go-to software. It has everything from file sharing, customizable reports, workflow automation, resource management, capacity planning and collaboration tools. It also features a help-desk and issues tracking tool which can help to identify any potential problems and solve them. It’s a more complete project and portfolio management solution, with a higher price tag.  One of the strongest points of this tool is its ability to sync all of your other business apps (see below).

workfront-screenshot-project-scheduling-softwareIt has an impressive project scheduling tool which can create tasks, milestones, predecessors, allocate resources while monitoring progress within set time-frames. It is a great collaboration tool where team members stay in sync through threaded conversations, status updates, and comments. They can even assign milestones to each other and get live notifications of any changes taking place. For reporting, Workfront offers 50 report templates to analyze and share the status of your project. You can even create your own dashboard and combine multiple reports into one.

Workfront integrates out-of-the-box with apps likes Dropbox, Google Docs, SharePoint, Jira, Jive, AEM, and Salesforce. They also have an integration platform called Workfront Fusion that’s specifically designed to connect 100s of business apps, syncing tools like Airtable, Amazon SNS, Asana, Atlassian Confluence, Google Analytics, Mailchimp, Mavenlink, Oracle, Netsuite, Quickbooks, and dozens more.

Workfront costs from $30/user/month.

Overall Score: 8.4
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  • free trial.
  • From $7/user/month.

User Interface (UI)

80%

Usability

70%

Integrations

50%

Value for $

70%

Features & Function

90%

Overall Score

72%

Microsoft Project Online – Industry standard software for streamlining project, resource, and portfolio management.

Learning how to use Microsoft Project scheduling software (Microsoft Project Online) can prove to be difficult for some because it is a huge program which requires experience to master. It’s available as a desktop app with an Office 365 subscription in order to use it. You can use any MS viewer software to view the MPP files even if you do not have the Microsoft Project license.

microsoft-project-online-screenshot-project-scheduling-softwareMicrosoft scheduling software is used by many multi-million dollar companies. Despite the fact that it’s a legacy project management software (or maybe because of it), many new project managers and mid-sized agencies prefer Microsoft project alternatives because MS project files are usually very big and cannot always be shared easily online.

MS Project Online allows you to work remotely from anywhere by collaborating with your team members and stakeholders. It is useful for managing projects, planning budgets, allocating resources with Gantt charts, and creating diagrams to visualize project data. You can use colors to highlight critical data and keep track of the progress so you don’t miss any deadlines.

MS Project Online integrates with other Microsoft Office products—but keep in mind that it only works only on Windows platforms.

Microsoft Project Online costs from $7/user/month.

Overall Score: 7.2
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  • 14 days free trial.
  • From $9.80/user/month.

User Interface (UI)

90%

Usability

80%

Integrations

100%

Value for $

100%

Features & Function

100%

Overall Score

94%

Wrike – Cloud-based, all-in-one platform that’s easy to scale, with a full suite of PM and scheduling tools.

This software is specially designed for large-scale enterprises and features a real-time collaboration tool. It’s used by marketing and creative teams, but it’s also common for product teams to use Wrike as a software project planner given the number of useful integrations with development tools like Jira and GitHub.  Wrike is an all-in-one PM software which has everything covered from planning, reporting, collaborating, third-party integrations and workflow automation.

wrike-screenshot-project-scheduling-softwareIt simplifies your life by connecting all the tasks, reports, discussions, emails and newsfeed with your project in one place to give you an overall picture of your project’s progress. Wrike also has a smart reporting feature which has many infographics that updates itself every 15 minutes, so you don’t have to worry about pulling new information.

Wrike has a unique feature which enables new team members to get access to complete context along with previous discussions on important issues, including relevant files. So the new members have all the information they need.

Project schedules are live and dynamic in Wrike, with every member having access to real-time updates and changes, so there are no clashes between projects. It is a very powerful tool which can help you streamline operations, build repeatable processes and at the same time have clear visibility about the status of key milestones and projects.

Wrike costs from $9.80/user/month.

Overall Score: 9.4
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  • 7 days free trial.
  • From $9.99/user/month.

User Interface (UI)

100%

Usability

100%

Integrations

100%

Value for $

100%

Features & Function

90%

Overall Score

98%

Asana – Steamlined project scheduling software with collaboration, workflow, and portfolio management tools.

Asana is a very popular project scheduling software; it has been around longer than a lot of the other tools and is the go-to product for many multi-million dollar companies. It is a project manager’s dream tool as it organizes all your work in one place, so you don’t waste time between emails, sticky notes, and spreadsheets. Among scheduling applications, Asana is one of the most visually beautiful, making it a breeze to maneuver and quickly understand.

asana-screenshot-project-scheduling-softwareAsana’s project scheduling features include a project planning calendar and timeline that allow you to map out your project plan: create, visualize, and manage tasks, deadlines, assignees, and dependencies. It has a great dashboard that allows you to set custom fields to track the things that matter most to you.

Asana integrations include over 100 apps. It has a more comprehensive app directory than most, making it a good choice for teams already using a handful of tools. These include communication apps (Slack, MailChimp, Gmail, Glip), development apps (BitBucket, GitHub, Phabricator, Jira), time tracking apps (TimeCamp, Toggl, Velocity), reporting apps (Grow, Instagantt, Power BI, Weekdone), and many more. For any integrations not in the app directory, you can use Zapier to connect with additional tools.

Asana costs from $9.99/user/month.

Overall Score: 9.8
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Best Project Scheduling Software Summary Chart

We go into detail about the pros & cons and main features of each of project software scheduling tools based on our criteria. Here, the info is summarized in a simple chart:

SoftwareOverviewFree OptionPriceScoreSite
Forecastforecast logoRead Forecast features & functionalityFree 14-day trialFrom $24/seat/month9.8Check out Forecast
CeloxisCeloxis logoRead Celoxis features & functionalityFree 30-day trialFrom $25/user/month9.4Check out Celoxis
Hivehive logoRead Hive features & functionalityfree 14-day trialFrom $12/user/month9.2Check out Hive
ProjectManager.comProjectManager logo - Project Scheduling SoftwareRead ProjectManager.com features & functionalityFree 30-day trialFrom $15/user/month9Check out ProjectManager
monday.commonday logoRead monday.com features & functionalityFree 7-day trialFrom $17/month for 2 users9.4Check out monday.com
Mavenlinkmavenlink-logo-project management software toolsRead Mavenlink features & functionalityFree 10-day trialFrom $19/user/month9.6Check out Mavenlink
WorkfrontWorkfront logo -project scheduling softwareRead Workfront features & functionalityFree 30-day trailFrom $30/user/month8.4Check out Workfront
Microsoft Project
microsoft project online
Read Microsoft Project features & functionalityFree trialFrom $7/user/month7.2Check out Microsoft Project
Wrikewrike logoRead Wrike features & functionalityFreemium version

Free 14-day  trial

From $9.80/user/month9.4Check out Wrike
Asanaasana-logo-productivity-appsRead Asana features & functionalityfree trial of paid versions

freemium version

From $9.99/user/month9.8Check out Asana

Other Tools You Might Find Useful

There are many project scheduling tools out there and here are a couple of honorable mentions that we haven’t included in this review. Check them out!

  1. GetFlow – https://www.getflow.com/
  2. Bric – https://getbric.com/
  3. Workotter – https://www.workotter.com/
  4. FunctionFox – https://www.functionfox.com/
  5. GanttPRO – https://ganttpro.com/
  6. Instagantt – https://www.instagantt.com/
  7. Liquidplanner – https://www.liquidplanner.com/
  8. Accelo – https://www.accelo.com/
  9. Smartsheet – https://www.smartsheet.com/
  10. Proggio – https://www.proggio.com/
  11. Teambook – https://www.teambookapp.com/
  12. InLoxx – https://www.inloox.com/
  13. BeeWits – https://www.beewits.com/
  14. ProofHub – https://www.proofhub.com/
  15. eSilentPARTNER – https://www.esilentpartner.com/
  16. nTask – https://www.ntaskmanager.com/
  17. Teamweek – https://teamweek.com/
  18. Clubhouse – https://clubhouse.io/
  19. Bitrix24 – https://www.bitrix24.com/

Want Help Narrowing Down the Options?

This tool is pretty useful. We’ve partnered with Crozdesk to give you access to their “Software Finder”.

If you input some of the details about your project and the features you’re looking for in a project management tool, it will generate a list of scheduling programs that match your preferences. You provide your email, and they send over a nice PDF guide with a summary of your best matches.

Criteria for Selecting Project Scheduling Software

No single project scheduling software fits the requirements for all kinds of projects, but below I’ve taken my general criteria for evaluating software and applied it to project scheduling software. I’ve used it to score the tools on the list according to what’s most important to have in a project scheduling tool

  • User Interface (UI): Are the displays intuitive and clear? For scheduling tools, I also look for drag & drop interfaces that let you quickly move resources around with a single click.
  • Usability: Is it easy to learn? How good are the tutorials and training? Does the company offer good user support?
  • Features & Functionality: In these tools, I narrowed in on the most important project scheduling features and functions, explained below.
      • Planning & Scheduling: At its most basic, project scheduling requires some form of project management calendar software. Planning and scheduling features might include: calendars, task boards and cards, task lists, multiple views for seeing daily and monthly workloads, Gantt charts, timelines, drag & drop resourcing, filters for finding specific tasks, and time and deadline tracking.
      • Communication: A lot of PM software has some kind of communication tool built in. These include team chat, integrations with email for automatic notifications, a live activity stream or notifications feed, and task comments.
      • Analytics & Reporting: One of the main benefits of project scheduling software is its capability to easily provide loads of project data and compile it into reports. The best project planning software offers analytics and reporting features like configurable reports, real-time and interactive reporting features, automatic report generation, and advanced analytics that track time, resource utilization, costs, and other key project metrics.
  • Integrations: At a minimum, most project scheduling software will have pre-built integrations with Google Suite, Dropbox, and Box. Something to watch for is integrations or syncing with calendar apps—while it may seem like a no-brainer, not all tools have pre-built integrations with calendar apps that you’re already using (or you have to upgrade your plan to gain access to that functionality).
  • Value for $: How does this tool compare in price to other tools with similar feature sets? A note on price: for small teams with simple project scheduling needs, you might be able to get by with free project scheduling software. Look for the basic, freemium versions offered by tools like Wrike and Asana. For paid versions, most tools fall in the $6-$10 per user range. You’ll find a few tools, like Forecast and Celoxis that are over $20 per user and provide a more robust set of tools that expand into portfolio management territory.

What Do You Think?

What do you use to put your project schedules together? Is there a tool that you feel does it all, or have you figured out a magic combination of tools that works especially well? Share it with our community of digital project managers below.

Ben Aston

About Ben Aston

I’m Ben Aston, a digital project manager and founder of thedigitalprojectmanager.com. I've been in the industry for more than 15 years working in the UK at London’s top digital agencies including Dare, Wunderman, Lowe and DDB. I’ve delivered everything from film to CMS', games to advertising and eCRM to eCommerce sites. I’ve been fortunate enough to work across a wide range of great clients; automotive brands including Land Rover, Volkswagen and Honda; Utility brands including BT, British Gas and Exxon, FMCG brands such as Unilever, and consumer electronics brands including Sony.

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