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The 10 Best Resource Management Software & Tools Of 2021

This resource management software review covers 10 tools and all the info you need: pros and cons, pricing, features, integrations, and screenshots to help you choose something that fits your needs.

By 03/01/2021 50 Comments

Best Resource Management Software Shortlist – Check out 10 of the best resource management software options for 2021.

  1. Mavenlink logoMavenlink

    Best RM for scaling organizations

  2. monday.com logomonday.com

    Best for intuitive UX

  3. Resource Management by Smartsheet logoResource Management by Smartsheet

    Best for professional services

  4. Mosaic logoMosaic

    AI-powered RM platform for workforce optimization & efficiency

  5. Float logoFloat

    Best RM for teams of 5 to 5,000+

  6. Forecast.app logoForecast.app

    Best AI-assisted RM

  7. Runn logoRunn

    Best RM for growing IT and software teams 🚀

  8. Saviom logoSaviom

    Best for configurability & customization

  9. Hub Planner logoHub Planner

    Best RM for enterprises

  10. Silverbucket logoSilverbucket

    Best for capacity and utilization tracking

Below you’ll find an overview of these resource management tools (RMT), with screenshots, feature overviews, pricing, and our score. Plus, I’ll provide a best use case for each item and explain how it speaks to that assignment.

Jump to resource management tools reviews

Effective resource management is a rich mix of process, technology and automation. Done right, it’ll mean you deploy the people and resources on your teams effectively. But according to PMI’s Pulse of the Profession 2020 report, poor resource management can waste up to 11.4% of a company’s resources. If you’re anything like me, you can’t afford to be hemorrhaging time and money like that, especially since over half of project managers are running between 2-5 projects at the same time! Resource management software can help mediate your workload and address some of these risks.

In this complete resource management software review, I’ll walk you through the best resource management tool options along with a simple explanation of the criteria for choosing high-performing tools. You’ll also find overviews of each resource scheduling tool, screenshots, and a comparison chart that will help you narrow down the choices.

On top of that, I answer all the commonly asked questions about resource management; you’ll learn why it’s important to track resource requirements and resource demand carefully and how smart resource leveling plats into your overall project management solution.

Best Resource Management Software & Tools Of 2021 Logo Soup

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Managing your team members without a proper plan or tool can be a total nightmare. And that’s probably why you’re here. You know there must be a better way to manage your resources and team, right?

You’ve got the PM’s with their half-baked resource requests and the primadonnas who only work on certain clients or types of projects. Throw into the mix competing projects, contractors, 3rd parties and freelancers, insane clients, and leave management for vacations and sick leave, and getting any work done on schedule gets tricky. You know that you need some type of human resource management software, to make a plan that works – but which one? And how to choose?

The 10 Best Resource Management Software Overviews

In this post, we’ve tried to cover a broad spectrum of software, considering complexity, price points, and functionality. But as much as anything, it’ll come down to your agency or studio resourcing workflow and what functionality you need to make that function better. Have a look and sign up for some trials to test-drive and find the best agency resource management software for your case.

  • Custom pricing per user/month

Mavenlink - Best RM for scaling organizations

Mavenlink's resource management features include resource forecasting and utilization tools like the one pictured above.

Mavenlink is a well-rounded tool that bridges the core planning, execution, project accounting, and analysis systems in a single operating environment. It has modules for project management, accounting, resource management, business intelligence, and team collaboration. On top of this, it offers a system of dashboards, live time and expense tracking features, a great documenting system. And all of these best-in-class features are delivered through straightforward and minimalistic design.

Mavenlink ticks off all the boxes when it comes to RM features. The resource management module offers real-time utilization and margins at the project and even the task level. Some key features include resource forecasting, capacity management, skills management, scenario planning, and role-based planning.

Drilling down into its other features, the BI suite module supplies built-in reports, custom reporting, trend analysis, data visualization, as well as data integration with other systems. The software also provides more accounting tools than many others, with project costing, project and task budget management, real-time utilization and margin tracking, invoicing, rate cards, and robust integrations into back-end financial systems. It also has some good contextual collaboration features to communicate in both provide and public discussions around tasks, projects, and many other project objects.

I could go on and on about Mavenlink’s features because there really are too many to list—it’s a comprehensive RM suite, that, despite requiring time to truly master, has been recognized as being easy to use and learn. What’s more, the company leverages its professional services expertise as part of their offering, making available their Mavenlink BI Consultants who can build reports specifically for your business. As well, they provide some great training resources that can help mitigate the risks and costs of implementation.

Mavenlink takes a unique approach to integrations. As part of their “API-first strategy”, they’ve built a solution that doesn’t require a third party in order to integrate with any apps. They provide an integration platform (called M-Bridge) that’s designed to simplify integration between Mavenlink and other business apps like CRM, HCM, and financial software. On top of the M-Bridge platform, Mavelink provides several pre-built integrations with these tools: Expensify, G Suite, Xero, Salesforce, Netsuite, Jira, Hubspot, Slack, Concur, Dynamics 365, Qualtrics, Quickbooks, and Sage Intacct.

Mavenlink offers plans to meet your needs. Choose from resource management to complete PSA with advanced BI. To receive accurate pricing information, contact Mavenlink directly.


  • Easy capacity management
  • Distinguish between soft and firm allocation
  • Good reporting functionality for resource data
  • Resourcing fully integrated with master planning


  • Custom Reports Can Be Difficult to create without training
  • Proofing solution is an add-on
  • Advanced features are available only in the Premier and Enterprise editions of the application
  • 14 day free trial
  • From $25/month for 5 users

monday.com - Best for intuitive UX

Users can track booked hours, status on assigned tasks, team member capacity, and more.

monday.com is a flexible platform to help teams communicate in context, get a birds-eye view of outstanding projects, available resources, and projected timelines. monday.com’s smart design and straightforward interface mean teams can get started planning timelines, assigning project ownership, and managing any project in minutes.

monday.com offers various views to represent data, so each team member can work according to his preferences. With workload view, you can easily see who’s able to take on more work and who’s not. Gain insight into your team’s work capacity and make adjustments to timelines or ownership accordingly—no matter where you are. The monday.com app gives you the flexibility and power to run your team on the go. You can organize your daily work, projects, and teams all in one place.

Monday.com has over 40 integrates with apps like Slack, Excel, Google Drive, Gmail, Google Calendar, Jira, GitHub, Trello, Dropbox, Typeform, and others, accessible via Zapier.

monday.com is free to use for up to 2 users. Paid plans cost from $8/user/month (annually).


  • Color coded status great for resource overviews
  • Easily create boards dedicated to operational resource tracking
  • New features being rolled out regularly
  • Quick learning curve


  • Gantt charts locked to mid-level plan
  • May be too robust for small teams
  • Comparatively complex pricing rubric
  • 14 days free trial
  • From $25/user/month

Resource Management by Smartsheet - Best for professional services

Effectively find and schedule the best project team, resolve staffing conflicts in real time, and forecast hiring needs.

Resource Management by Smartsheet, a high-level project, and resource management software, helps teams make confident decisions about project planning, team capacity, budget forecasting, team utilization, and hiring needs in real-time.

The tool’s unique project and resource matching feature allow users to match team members to projects requirements according to different criteria like disciplines, skills, availability, and more. Resource Management by Smartsheet also offers built-in timesheets, mobile time tracking, and expense tracking. Users can create project reports by filtering project data, get insight into historical data, and see forecasts on team utilization, actual vs. planned time reports, budget tracking, expense reports, and projects in the pipeline.

Resource Management by Smartsheet easily integrates with a variety of internal workflows and software suites. Additionally, it provides a flexible API and Zapier integration that can connect with top operational tools for analytics, communications, project management, enterprise resource planning (ERP), and finance.

Resource Management by Smartsheet’s basic plan starts at $25/user/month.


  • Combines time tracking and resourcing
  • Able to forecast resource utilization
  • Skills database helps resource allocation
  • Intuitive for keeping timesheets and assigning hours


  • Initial resource set-up is time consuming
  • Needs better data visualization
  • Bulk project edits don’t apply to resource field
  • 30 days free trial
  • From $9.99/user/month (billed annually)

Mosaic - AI-powered RM platform for workforce optimization & efficiency

Mosaic has an intuitive and aesthetic workload management system with a heatmap to flag who is being over- and under-utilized.

Mosaic is an AI-powered, web-based resource management software that can be used to boost profitability and productivity. They offer AI tools, automation, forecasting, dashboards, reporting, budgeting, time tracking, as well as project, resource, and task management. The tool is hugely collaborative, ensuring executives, project managers, and individual contributors can work together easily and take ownership over their KPIs.

Mosaic’s resource management features are AI-powered so that you can track, report, and forecast using smart systems that parse all your data and generate actionable insights for future workforce planning. Mosaic integrates with your preexisting ERP to better visualize and plan big picture project and portfolio items. Noteworthy features include a visually-pleasing workload manager, demand analysis charts, customizable business intelligence dashboards, scheduling automations, and a centralized communications hub.

Mosaic integrates with most project and financial management software, automatically gathering data to show who is working on what, when. Teams can then accurately bill and forecast, effectively manage capacity, and strategically plan workloads.

Mosaic costs from $9.99/month with discounts on higher-level plans with more users. They offer a 30-day free trial as well as a free demo.

  • 30 days free trial
  • From $6/user/month

Float - Best RM for teams of 5 to 5,000+

The schedule view in Float gives you a live view of your team capacity to plan and manager your resources with confidence.

Float is for teams who want robust and powerful resource management software that’s also unfussy and easy to use. Over 4,000 of the world’s top teams use Float, including Deloitte, Ogilvy, BuzzFeed, and MetaLab. Its simple, visual design and rich feature set make it the perfect choice for teams big and small.

Scheduling in Float is easy and intuitive. Create new projects quickly, and assign them to your team within seconds. The schedule view gives you an accurate, high-level overview of your team’s availability and capacity, and you can drill down deeper using Float’s search and filter functionality. Set custom work hours, import and assign public holidays, schedule time off, assign custom tags like location and skills to your people and projects, and set a scheduled status to let everyone know when you’re working from home or remotely, or what you’re up to on a particular day.

Updating your schedule is simple, with a right-click menu full of editing shortcuts, a click-and-drag feature that lets you reassign and update tasks, and a lightning-fast interface that can handle an enterprise volume of people and projects.

Real-time reporting lets you track your resource utilization, monitor project budgets, and forecast your team’s capacity. Add time tracking to access pre-filled timesheets and compare your team’s scheduled hours with the actual time spent on tasks.

Float has a range of dedicated integrations that play well with your existing apps. Sync and schedule your Jira, Asana, Teamwork, or Trello projects and import your Google or Outlook Calendar events directly onto your schedule in Float. Stay on top of schedule changes via Slack, email, or mobile push notifications.

Float is free to try for 30 days, and you get unlimited access to both resource planning and time tracking features. After that, it’s $6 per scheduled user, per month, or $10 with time tracking. Float also has volume and yearly subscription discounts available.


  • Easy-to-use resource editing tools
  • Team availability management
  • Project phases and milestones for planning
  • Monitor budgets and forecast capacity
  • Mobile app for iOS and Android
  • Built-in time tracking with pre-filled timesheets


  • Updating staff/personnel list takes time
  • 14 days free trial
  • From $29/user/month

Forecast.app - Best AI-assisted RM

Schedule team members and resources, view real-time utilization and capacity, and create resource reports.

Forecast is a full project and resource management solution used by professional service companies all around the world to improve KPIs and scale with real-time insights at hand. Powered with artificial intelligence (AI), Forecast aids with scheduling and finds the right people to work on projects and tasks. The AI learns from the work being performed and helps optimize all parts of people, planning, and projects.

For resource management and scheduling, you can allocate people to projects or specific tasks. On task allocation projects, Auto-Schedule weeds out the need to manually assign resources to tasks. The whole resource allocation process, together with task estimations, can be fully automated. You can manage allocations directly in the heatmap feature, which is a quick visual way to see everyone’s capacity and utilization. You can use the searchable database to find the person with the right role and/or skills that are most likely to be available for any task that’s not assigned yet.

The reporting features in Forecast are great. Timesheets and tracking are built right into the product (and there’s iOS and Android apps for tracking on the go). Forecast uses actual and planned data to present customizable reports with key metrics such as real-time utilization, compare actual vs. scheduled utilization, track project progress, profitability, budgets, and get other insights on a portfolio or project level.

Integrations are above average—there’s turnkey integrations with several mainstream tools in their extensive app catalog, as well as two-way sync with Jira.

Forecast is currently used in 40+ countries worldwide, by agencies, consulting companies, and enterprises – has Lite, Pro, and Enterprise options that cost from $29/user/month (14-day free trial).


  • Quick top level view of available resources by user
  • Easily compare budget and expenses
  • Connects to your existing toolstack
  • Colorful, intuitive resource charts


  • Higher learning curve
  • Time-consuming logging structure
  • Lacks approve button after filling timesheet
  • freemium version
  • 14 days free trial
  • From $10/user/month

Runn - Best RM for growing IT and software teams 🚀

Get a real-time overview of your people's utilization and availability from the People Planner. Schedule your people to projects and see how the workload affects your company's overall capacity.

Runn is a real-time resource, demand, and capacity planning tool with integrated time tracking and powerful forecasting capabilities. Get a bird’s-eye view of all projects and people to instantly spot overbookings and identify resourcing patterns. Collaborate with co-workers to stay up-to-date and on the same page with remote teams.

Scheduling allocations is easy and intuitive in Runn–simply drag-and-drop to create project phases and allocations. Flick between monthly, quarterly and half-yearly views to plan for the short and long term. If you don’t have the right person at the right time, use placeholders to define the requirements for the project.

Runn makes resource management dynamic and visual. Watch the charts and reports update as you plan out your work. You can see visualisations of capacity, workload, availability, and billable and non-billable utilisation. Drill into different roles, teams and tags to compare trends and understand which groups are overbooked. Plan out tentative projects to see how your resourcing plans might change if the work gets confirmed.

Track projects, view forecasts, and get relevant metrics within Runn. You’ll have up-to-date data in one place to keep tabs on insights like utilization, project variance, and overall financial performance. Use Runn’s built-in timesheets to understand how much time was worked compared to what was planned.

Runn integrates with Harvest, WorkflowMax, and Clockify for importing project, client, and people data and syncing time entries. With Runn’s API, you can build your own integration to send data across your favorite tools.

Try Runn free for 14 days, no credit card required. Runn has three pricing plans: Free for Startup (5 or fewer people), $10 per person for Pro, and custom pricing for Enterprise. There is also a 20% discount on annual plans.


  • Drag-and-drop resource scheduling
  • Intuitive utilization reporting and forecasting
  • Easily identify overbooked/unavailable employees
  • Over-budget predictions
  • Powerful API


  • No offline or mobile time tracking
  • Limited number of integrations
  • 42 days free trial
  • Priced by custom license

Saviom - Best for configurability & customization

Saviom screenshot of the resource forecasting module displaying resource utilization in grids and graphs.

Saviom is a global specialist in software products which boost efficiency and project performance (Saviom reports that users of their product have cut their resourcing spend by 20% or more).

The several modules in Saviom’s flagship resource management suite, such as the smart resource scheduler, helps you correct work imbalances instantly. The resource planning module (for tracking and scheduling resources while maintaining their optimisation) and the accompanying dashboard which integrates with other business tools to display your key project data. You can also sync resource and project schedules across your enterprise with the suite’s resource management system The capacity planning tools offer granular reporting and analytics which helps you quickly identify resource clashes. It also includes a skills repository which makes it easy to profile resources and find skill matches for future work.

Saviom’s Enterprise Resource Management software is designed to unify project and resource workflows for resource managers hard-pressed for time. Its business intelligence dashboards offer insights into real-time activities across the enterprise, and the Gantt chart view provides visibility into resource and project workflows, enabling managers like you to make accurate predictions of schedule conflicts and mismanaged resources to accommodate work influxes.

With a tiered pricing model as customizable as the tool, Saviom’s power and lite licenses operate under role-based access, ensuring you retain full control over data.


  • Drag-and-drop resource bookings
  • Easily generate resource insights
  • Comprehensive depth of resource filters


  • Interface shows a lot of information at once
  • Unavailability of a few fields in reporting
  • 60 days free trial
  • From $7/user/month

Hub Planner - Best RM for enterprises

View capacity and availablility for each team member in one view.

Hub Planner is a resource management software with a full suite of scheduling, time entry, and reporting features. The core feature is the simple and usable Scheduler, which allows for project and resource planning and visualization. Users can drag and drop to plan projects and schedule resources. The tool also offers a multi-function menu, powerful filtering, and a dynamic team capacity bar. Multiple view modes allow for both high-level birds-eye views and granular views of projects.

Hub Planner has a powerful reporting engine with 70+ pre-formatted templates. If you can’t find what you’re looking for in a template, you can create reports from scratch.

Hub Planner also has a number of inline workflows for timesheets, requesting vacation time, and a slick resource requesting & approval option. Their Unassigned Work feature is great for scheduling and forecasting ahead of the pipeline, and users can create custom fields at the resource or project level. Users can also customize schedule notifications and reminders.

They’ve taken a modular approach so you have the option to add or remove extensions to the base product, allowing teams to increase functionality or turn off bits they don’t need. Inline integrations with Basecamp, Slack, iCal, REst API, and Zapier are available.

Hub Planner offers a pretty extensive 60 days free trial with everything included. There is an extensive knowledge base with tutorial videos, and their customer support is excellent.

Licenses begin at $7 per month, per resource with annual discounts available.


  • Excellent capacity planning & forecasting
  • Search filter for available resources with skill sets & location
  • Powerful & precise built-in reporting
  • Easy toggle between user/group


  • Need to click into modal for more details on events/projects bookings
  • Editing Custom Fields requires manual input or help from Hub Planner support
  • Need an API or intermediary for MS Teams
  • 30 days free trial
  • From $9/planned person/month

Silverbucket - Best for capacity and utilization tracking

At a glance, users can see an overview of the resource situation for the entire organization, specific teams, and team members.

Silverbucket is a resource planning tool for project-based businesses, and is designed for use by architects, engineers, and IT professionals. Silverbucket is easy to use and allows users to view and compare resource plans and actual hours to get insights into the success of resource management activities.

The tool provides clear views of a company’s resource allocation activities, including conflicts, workloads, and capacity levels. Project managers can allocate team members to tasks and projects, and make allocations to unassigned roles if needed.

Skills tracking features such as tracking competencies and abilities are also included, as are reporting tools such as performance dashboards, insights on past resourcing plans, and forecasting for future resource management plans.

Silverbucket gives different parties, such as project managers, team leaders, and company management, information about resourcing and how it affects the success of projects, as well as monitor sales forecasts, cash flow, and utilization rates.

Silverbucket offers a variety of APIs for integrations, which also allow automation of data flows.

Pricing starts from €9/ planned person /month.


  • Easily compare resource plans to actual hours
  • Soft booking can be used to create tentative allocations


  • No mobile application available
  • No ability to create “what if” resource planning scenarios

The Best Resource Management Software Comparison Chart

It’s easy to be overwhelmed by the baffling array of resource planning software out there. Below, we’ve put together a reader-friendly table neatly summarizing basic info about the tools described in this article.

To be featured on this list, I evaluated tools based on the following criteria:

  • User Interface (UI): The right project resource tool will offer clear displays for the right resource when optimizing your team’s workload?
  • Usability: Is this resources management system easy to learn and master? Are there tutorials and training? Does the company offer good tech and user support?
  • Integrations: Is it easy to connect with other tools? Any pre-built integrations?
  • Value for $: How appropriate is the price for its features, capabilities, and use case? Is pricing clear, transparent, and flexible?

Key resource management feature:

  1. Workload resource planning – Can you visualize who is doing what, how much time it will all take, and who can handle more tasks?
  2. Easy resource schedule tools – Can you drag-and-drop and point-and-click to quickly build a resource schedule template?
  3. Timesheet integration – Time spend/used/cost is a key part of resource scheduling so timesheet solution integration is key.
  4. Resource allocation automationResource allocation is time consuming so we want to automate some of the grunt work.
  5. Resource utilization alerts – Gone too far over time or cost budgets without noticing? We want a tool that catches that for you.
  6. Resource manager permissions – The tool should be able to differentiate different account permissions for security.

It’s worth comparing different tools as they’re set at different price points, different functionalities (such as timesheets, expenses, approval workflows, task management, Gantt chart building, etc.), and different 3rd party integrations.

Other options

None of the above work for you? Check out the list below for additional project resource management software tools:

Resource Management Basics

What is resource management?

In project management, resource management refers to the practice of planning, tracking, and optimizing the utilization of resources (such as staff, space, and equipment) in order to streamline project work and completion. This process involves planning and managing: checking the resource’s availability, scheduling start and end dates, managing any resourcing conflicts or dependencies, and monitoring over time to adapt to changes.

What is resource management software?

Simply put, resource management software makes it easy to plan, schedule (and reschedule) projects. Sometimes referred to as resource capacity planning software, it’s a type of project management tool that enables you to plan, allocate, and then track who’s working on what project, when, and for how long.

This software makes it easy to see the resource availability and capacity of the organization, the available skills, and then schedule and provide reporting to show historical and forecasted resource utilization.

What are the benefits of using resource management software?

  1. Streamline resource management and deployment to be as efficient and effective as possible, reducing downtime and increasing utilization.
  2. Provide a bird’s eye view of organizational capacity to prevent overbooking and support hiring decisions.
  3. Forecast revenue by providing reports on upcoming projects and planned resource deployment.

What's an example of an effective resource management system?

An effective resource management system is one that works. It could be as simple as an Excel spreadsheet or Google Sheet, but it’s one that enables an organization to deploy the resources at their disposal, as efficiently and effectively as possible.

That’s hard to do without some dedicated software. To make the resource management system effective, it enables the organization to conduct resource planning in a way that maximizes the utilization of available resources and considers the availability of staff, their skills, their preferences, their location and timezone, and maps them against projects and organizational goals. Resource management software supports project portfolio management, and provides a way to effectively manage resources to maximize productivity and profitability.

How to create a resource plan?

  1. Identify the different types of resources needed to complete the project.
    Resources could include: team members, equipment, meeting rooms, or anything that’ll be required as part of the project process.
  2. Quantify the amount of each type of resource required.
    To quantify the resources, you’ll need to consider the resources, and estimate their effort on the project.
  3. Schedule the consumption of each resource within the project.
    To schedule the resources, you’ll need a project schedule so you know who to book, when, and for how long.

What is a resource forecast?

Resource forecasting is a plan of the resources required to deliver a project. It often occurs in the initial phases of a project, even as early as the sales process. A resource forecast is an estimate of the resources and effort that will be required for the project, which helps determine the project hours, project budget, and the project estimate put forward to the client.

How do you calculate project resources?

A simple way to calculate the level of effort required is to look at past project performance and compare it with the current project plan to identify the current project team velocity. You can then use the formula: current velocity / project estimate = resources required.

It’s important to calculate resources needed for a project so that you take the right amount of the team’s time. Resource too little, and they won’t have enough time to complete the work, and if you resource too much you’ll find they waste time, or work slowly to fill the time.

Not seeing what you need on this list? Have a look at other useful tools:

Do you need resource management software?

You might be on board, but getting buy-in to change the status quo within your agency, team or studio can be tricky.

After all, do you really, really need resource management tools?

A quick google search for ‘resource management tool excel’ or ‘resource management software free’ and you’ll find a whole bunch of resource management templates that do the job—well, kind of.

Actually, not really. Yes, they’re a free resource management tool, but no, they are not great.

When agencies start, it’s usually with a handful of resources. There’s no urgent need for resource management or specialist software. Usually, everyone simply gets together for a quick huddle, agrees on priorities, and works out what everyone is going to work on for the day. Or—if people are feeling really ambitious—for the entire week.

As the agency grows, resource management becomes more formal and the resource scheduler becomes a whiteboard. Simple, right?

Then, disaster strikes as someone accidentally wipes the whiteboard clean, or the office grows to the extent that people can’t actually see the whiteboard, and everyone realizes it’s time to move to the agency gold standard: the infamous resource scheduler of doom, otherwise known as the resource spreadsheet.

Google docs: the ultimate free resource management tool

The truth is resource management spreadsheets kind of work. Most agencies are still using them. And suffering for it.

Everyone knows resource management by spreadsheet doesn’t really work. It’s not really cut out for the job. Everything’s a bit of a hack, they’re clunky and they’re horribly prone to errors. Months pass by and still the resourcing spreadsheet somehow just about manages to keep its head above water.

But everyone feels like they’re drowning. Yes, it enables you to keep moving and it kind of works but everyone knows that despite good intentions and some fancy formulas, it keeps on slipping under and it’s not really fit for its purpose at all. Unless you’ve got the mother of all resource spreadsheets (that I’ve never laid eyes on) it’s missing a few key features and is a disaster waiting to happen.

Still using spreadsheets?

At a push, your resource management spreadsheet might tell you how under-resourced or under-utilized your teams are, or even include forecasting, but does it include budget tracking, time tracking for billable hours, project reporting, sending staff real time notifications, helping them collaborate, or a built-in process for requesting resources and resource allocation? Without these elements, it cannot be the resource management solution you’re looking for.

And importantly, does it have a change process for when resources get moved around by the resource manager or your rogue project manager colleague? Maybe that’s why no one follows it – it’s considered more of a rough resource management guide than a true resourcing source.

But there’s hope. A growing number of tools have evolved in recent years to fix the problem of resource management in Excel and actually create something better than the free resource management tools—stuff that actually brings additional business value on top of keeping everything organized.

Which Resource Management Software Do You Recommend?

What do you think we’re missing? Which other tools do you recommend, and what would you add to these resource management software reviews? We’d love to hear if you’ve got any suggestions, tips, or thoughts on using this kind of software – why not share them using the comments below? What is resource management?

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.


  • Very useful list thank you. Jira seems to be a rather de-facto standard although not often rated very highly. What’s your views on https://www.scrumwise.com/ , https://www.axosoft.com/ , https://asana.com/ , https://leankit.com/ and https://trello.com/ ?

  • image Ben Aston says:

    Hi Craig – are you asking about resourcing scheduling tools or more generally, project management toos? I don’t think I’ve seen resource scheduling tied directly into Jira; but I’m sure there are some plugins that enable it. The other tools you mention too – while they’re project management tools, they’re not really resource scheduling tools.

  • image Ben Cocker says:

    Great article, thanks. I know there is no perfect solution out there, but I have a consistent problem – each tool is based on hourly scheduling but I need to schedule at a weekly level. Within that week I don’t care when my resources do any task, so all I need is that they have a certain number of productivity units – e.g. 5 days or 10 half days. The overhead of fitting into an hourly paradigm feels very high, but I could still really use some of the benefits of these tools over Excel worksheets – are there any tools or workarounds you can recommend for my needs?

    • image Ben Aston says:

      Hi Ben – thanks for your comments. I’m not sure I understand your problem though of ‘fitting into an hourly paradigm’. Can’t you just convert your productivity units into hours i.e. instead of 5 days, just put the task duration as 40hrs?

      • image Ben Cocker says:

        Hi Ben – thanks for the reply! The problem that I have is that all the solutions I’ve seen force you in the end to put a task into a particular time of the week eg. Monday 9-11am – and maintaining that detail when all I need to do is know what someone is doing in any week feels a burdensome overhead. I don’t care what hours someone keeps, or whether they are free on Thursday afternoon, just that they have 16 of their 40 hours free in a week. Does that make sense?

        • image Raya Wasser says:

          Hi Ben – I understand the frustration of pegging quantity of time to specific hours of the week. At Timesheets.com we have the option for tracking project time the way you need it – not associated to specific time blocks. You can have weekly tracking also. All the best, Raya

        • image Peta Wilson says:

          Hi Ben

          Im having the same problem! Did you end up finding a solution?

          • image Ben Aston says:

            I still don’t understand the problem! If you don’t really care when your team does the work, only that the work is scheduled to be done sometime in the week, can’t you just schedule the tasks across the week and tell people to do it when suits them?

          • Hi Peta,
            in our scheduling tool, you only need to allocate an amount of hours to weeks or days and schedule accordingly. This should solve you problem.

  • image Shaun says:

    Hi Ben,

    I’m not sure if it exists but we’re looking at a tool that will pull live project info from a portal or project schedule and update the schedule automatically. Most of the Project Management/Scheduling is done in Primavera and MS Project so what I wanted to know is if there is a tool that can sit across both portal and update as soon as the project schedules drags out or changes.

    • image Ben Aston says:

      That’s an interesting use-case. I’m not aware of any middleware or tools that do that probably because the rules around the source of truth (what to copy and what to not copy) might get a hard to manage!

  • image Joey says:

    Hello Ben, do you know if any of these tools offer Portfolio Management functions? For example, as a portfolio manager, I would like to see a consolidated view of 5 departments, managed by 5 different managers, however each of the department managers would not need to see what the other ones’ plans. Thanks!

  • image Laura says:

    Hiya, I am looking for a resource planning tool for my design studio and I have found a few I like from a scheduling pov however I need to have this provide me with the financial information too. Estimate vs actual and so on, I know a few do them but it seems to be a separate system and I would like an all in one? help!

      • image Grant MacDonald says:

        Hi Ben,
        There is a lot of useful info in the earlier posts and one common thread seems to be that no one software package seems to be flexible enough to meet the needs of any one situation…
        I manage an engineering department of approx 200 people in an Oil & Gas services company where we have multiple clients being serviced from 4 locations and need to ensure that there are the correct resources in the right places based on current & forecast work.
        I’ve been trying to find some software where the inputs are:
        – Proposal hours (what has been bid)
        – Project hours (actual work on the books)
        – Weekly timesheets (what has actually been done by each person)

        and the required outputs are:
        – Overall resource loading based on actual & forecast work in hand (projects)
        – The same with any bid work added into the equation (projects + bids)
        – Resource loading broken down to a number of levels based on office location, project, office location, engineering discipline and individual staff member.

        I know it seems like a tall order but to a non-IT person like myself it seems like there should be some database driven system that can accommodate these requirements.

        Any assistance on the best way forward would be appreciated….

        • image Ben Aston says:

          Hi Grant, a couple of tools which might help that I’d recommend would be liquidplanner.com or possibly workfront.com – they both have functionality which aligns well I think with what you’re looking for.



        • image Johannes says:

          Hi Grant, we at PDP over a scheduling solution which includes the kind of functionality you are asking (scheduling, time sheets, planning and the related reporting).

  • nice post and my only comment would be that resource management software is a quite generic and i’m sure collectively we can all come up with a long list of software tools. just to give you an idea what we use at booking live –

    project management – https://www.zoho.eu/projects/
    hr / staff management – https://people.zoho.com/hr
    development management – https://www.atlassian.com/software/jira
    this tool via confluence does time tracking too and using zoho reports collates all the data for KPI info
    Mail / Calendar Availability etc – https://www.google.com/gmail/about/for-work/

    and of course for meetings, rooms, or indeed our clients, would use our own scheduling software https://www.bookinglive.com

    we spent months and months trialling various software so i hope that list helps similar companies to ours! good luck, good post.

  • image Ivana says:

    Hello! Thank you for this list – I’m looking for resource management software particularly around ticketing and resource request. I oversee the resource management department but we receive requests from both the sales and post-sales department. Our team of resources are primarily contract staff dispersed across the globe. We are also looking at software that integrates with PSA and FinancialForce. Any recommendations?

  • image Ulhas says:

    Hi, I am looking for a tool which manages resources in terms of asset. It should give the availibility of instruments/labs used over different sites globally.

  • image Yasar says:

    Thank you so Much for this Amazing Compilation of consisting helpful softwares.

  • image Brit says:


    Thanks for this article. One issue I ran into was that Hub Planner’s pricing turns out to be per resource, not per user. So it’s not going to be $8/month for anyone unless you’re only scheduling for one person (in which case you probably don’t need a resource management software). So if you want to figure out workflows for 20 people (even if they are not users themselves), it’s going to be $160/month. They also have a ‘Lite Resource’ feature which discounts each resource by $70%, but for 20 resources, you’re still going to be around $50/month. It’s an excellent, robust, easy-to-use software, and may be worth the money depending on your circumstances, but it’s not $8/month unless you’re only scheduling for one person/resource.

  • image EV says:

    Great article!

    Could you please tell me which tool is better for a project based company? We have long term projects running at the same time and for periods longer than 2 or 3 years

    Thank you

  • image June says:

    This is a helpful article. Has there been a way to demonstrate the return on investment or reduced costs from implementing a resource management software tool?

  • image Jane says:


    I’m looking for a solution that’s more specific to equipment allocation than human resources, where I can track and manage the availability of this equipment and then reserve it on an hourly basis upon request for different locations. The other features like talent management budgeting and reporting are secondary… I’m familiar with a product called Scheduall but don’t need something quite that sophisticated.

    Are any of these solutions something that you would suggest I investigate first?

  • image jerin says:

    hello sir, i am looking for the resource management software for our institution..our institution offers some training, so students can select the training based on the availability of the staffs..so resource management is our biggest problem. sir, could you suggest the better solution for my concern

  • image Rahul says:

    Hi Ben,

    I just found this article on my FB feed and quite surprised that you haven’t mentioned about Account Sight. I’m sure you’re not aware of this amazing resource management tool.

    I generally outsource lot of my work to freelancers and use account sight https://www.accountsight.com for resource management and project allocation. Initially I started with their free plan and I really impressed with this easy to use tool, later I subscribed their paid plan.

    I would highly recommend to have a look on their website and read testimonials. You would certainly regret for not including it in your list.


  • image Gabor Toldi says:

    Hi Ben, it is a useful summary of the tools, a good starting point to find the right solution. Our demand may be too specific; so far I have not been able to find the right tool yet. We use huge Excels sheets that are getting unmanageable by now.
    Most of our tasks are not suitable for automated scheduling, as they are timed on time slots agreed with our clients. Therefore, we have to schedule our tasks on hourly basis in the day, and we cannot let them automatically scheduled by a PM tool. The fixed hourly schedule is essential, but most of the PM or RM tools are not able to manage it.
    On the other hand we have to have a quick overlook who is available at a requested time to be assigned to a certain task. On the other hand, our staff (assignees) have to be able to see at any time what tasks are due for them and what time. The wanted solution would be able to synchronize the project calendar with the task holders’ calendar at Google or Exhange/Outlook. The
    Beyond the plans, task holders (assignees) periodically (e.g. end of the day) report the actually spent hours. The wanted tool has to provide them a simple, fast UI to do this job.

    I would appreciate if you can suggest some directions I can continue the search. Thanks.
    Gabor Toldi

  • image Brooke Holliday says:

    Hi Ben,

    This has been super helpful. Looking for a resource management tool that is not cloud based (one that we can host). So far it looks like Saviom might be the best bet! Looking into them currently. Is there any other tool you’re aware of that is a native client with an on prem storage solution as well (not just cloud based)?


  • image B Borah says:

    Hi Ben,
    Would like to highlight below name in the list. Most of the resource management software deals mostly around human and time management. I would like to highlight following page where we manage time, material and capital resource in a project.
    Currently helping some of the biggest organisation where some of the project are more than $100 ml. Will be thankful if you kindly add up in the list.

  • image Bobbie Calhoun says:

    Hi Ben,
    We use Wrike, but it doesn’t allow allocation of cost per resource. It only allocates cost per task, or cost per project. This doesn’t work for projects where we want to forecast and allocate folks at different cost rates. They’ve acknowledged they don’t have this functionality. Is there an add-on or alternative solution you can recommend? We need to see labor cost. Was also wondering why Wrike wasn’t on your list.

  • Ben,

    Thank you for the list. I feel like all are great options, but I feel like they don’t quite meet our needs. We already use Monday.com to track our projects, so we really need a tool that only focuses on resource allocation (our projects vary in length, from same day to a couple weeks). Resource Guru seems to be the one that more closely matches our needs but you can’t preview availability (exact times since we have variable hour, part time and full time employees) nor skills prior to assigning a job.

    Any recommendations?


  • image Roger Bramall says:

    Hi Ben

    We service 200 clients with a resource of 10 professional business analysts (5 Technical & 5 Financial) where we can view their availability via their outlook calendar. The analysts availability is variable across each month of the year and each client requires two or our analysts (1 Technical & 1 Financial) for one day, once a year. Our forecast suggests growth will be 30% year on year so the number of clients and analysts will grow proportionally. Can you recommend a product that would fit our profile.
    Thanks and regards – Roger

  • image Fran says:

    Hi Ben – great article, thanks for sharing!

    I’ve just released a product called Stitch – http://www.stitchapp.co – to help people manage their creative networks, so when that moment comes that you’ve done your resourcing and realise you need a freelancer, you can find them at a seconds notice. It’s also being used in production departments as a centralised store of agencies’ creative networks. Hopefully that will be helpful to some people!


  • image Sam Li says:

    I like how you said it will come down to your studio resourcing workflow to choose a processing software for engineering. I would say that it’s crucial to have the right software when working as an engineer to ensure your job is being done correctly and efficiently. My friend is in school to become an engineer, so I’ll be sure to mention to him the importance of finding the right software to work with. https://www.epcon.com

  • image Eduardo Michelini says:

    Good list, but it would be better if you could also put some open source (GNU) softwere on it.

  • image Simon says:

    Thanks for sharing this Great article
    I appreciate the valuable time you have used to share this.

  • image Vishal Shukla says:

    Nice article and help to compare resource management product as per our business need. Guess what download and see which fit our need and use-cases.

  • I shared this with my quality assurance software testing service and they found this article to be informative and a must share on other platforms. Keep up the good work.

  • Excellent explanation, it’s simple & focus. Keep up the great work!

  • Great post! In fact, I hired an enterprise mobility management service recently and will share this knowledge with my team as well. Keep up the good work.

  • image Anamaria says:

    I’m also using elapseit
    Time is a very important resource and this tool is perfect for keeping track of things, while managing a project

  • Great post! Thanks for sharing the knowledge and keep up the good work.

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