If you’re searching for resource scheduling software you’ll find in this post a quick, simple, and easy to read comparison of ten of the top resource scheduling tools available in 2020.
Quickly Compare & Evaluate The Best Resource Scheduling Software
The Digital Project Manager is reader-supported. When you click through links on our site, we may earn a commission. Learn more.
In this post we’ll also explain what resource scheduling software is, how they’ll help you manage, allocate, and schedule your team and resources better, and provide a summary of their features so you can easily compare and find the right team and project resource scheduling tools for you.
Resource Management Software Comparison Criteria
To be featured on this resource management software list, I evaluated tools based on the following criteria:
- User Interface (UI): How well-designed is it? Does it offer clear displays and intuitive navigation?
- Usability: Is it user friendly and easy to learn and master? Are there tutorials to help improve its ease of use? Does the company offer good tech and user support?
- Features & Functionality: How many of the key resource management software features and functions does it provide, and how powerful are they? Specifically, I looked for:
- Automation: Automatic resource scheduling features are a major reason to use resource scheduling software. At the very least, this means that your tasks will automatically adjust when moved around, according to the dependencies you’ve set. It can also include custom workflows with automation to help streamline repetitive processes.
- Real-time scheduling:The best resourcing tools give you real-time visibility into workloads and let you monitor progress, see resource utilization, and make adjustments in real-time.
- Alerts:A good resource scheduler lets you customize the type of notifications and alerts that each user receives (email, desktop, etc), ensuring that alerts about resource utilization and workload keep the right people updated.
- At a glance resource schedule: Does the tool provide a bird’s eye view of available resources, billable hours, and resource capacity?
- 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?
- Customizable: Can you customize the software to fit you and your team members needs? Are there drag and drop functions that allow you to quickly make changes? Can you toggle between different views such as kanban and calendar views?
The 12 Best Resource Scheduling Software Overviews
This review covers the above resource scheduling optimization tools in detail, followed by a list of additional resource planning and scheduling tools to check out.
1. monday.com – Simplistic and engaging design, flexible planning, and clear communication between teams allows for easy and informed decisions around resource planning.
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 simplistic design and straight-forward 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 costs from $17/month for two users.
2. Float – Powerful scheduling with dedicated integrations, and mobile apps.
Float combines resource management and scheduling in a powerful, easy to use software solution. Its robust feature set makes resource scheduling simple – as it should be! Built for agencies, studios, and firms, some of the world’s top teams use Float including Deloitte, Ogilvy, BuzzFeed, and MetaLab. Its intuitive interface and fast scheduling tools make Float a suitable solution for teams big and small.
Scheduling in Float is lightning-fast. You can create and assign projects and tasks to your team within seconds. Making changes is also easy with a right-click menu full of editing shortcuts, and a drag-and-drop interface that makes reassigning and updating tasks a breeze. Even with an enterprise volume of people and projects, Float’s interface can handle it.
The schedule view is your go-to for a high-level overview of your project pipeline and resource capacity. Drill down deeper with a universal search bar, and filter functionality. Get an accurate view of your team’s availability with custom work hours, public holidays, and scheduled time-off. Add custom tags such as location and skillsets to your people and projects, and use the scheduled status feature to let everyone know when you’re working remotely, from home, or offline in a team workshop on any day.
Track your resource utilization, monitor project budgets, and forecast your team’s capacity with real-time reporting. Adding time tracking to your account gives your team access to pre-filled timesheets, so you can compare your estimated hours with the actual time spent on project tasks.
Float’s dedicated integrations mean you can streamline your resource scheduling workflow with other tools, seamlessly. Import your Google or Outlook Calendar events directly onto your schedule and sync and schedule your projects with Jira or Teamwork. Integrate your schedule with Slack to notify your team of any changes, and opt-in for schedule updates via email or mobile push notifications.
Float offers a free 30 day trial with unlimited access to both resource planning and time tracking features. After that, it’s $5 per scheduled user, per month, or $10 with time tracking, with volume and yearly subscription discounts available.
3. Mavenlink – Comprehensive project and resource scheduling software that’s designed to integrate easily with other tools.
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 resource scheduling. Some key features include resource forecasting, real-time utilization, capacity management, skills management, scenario planning, and role-based planning. Mavenlink offers a ton of other tools for managing a business beyond resource scheduling, including built-in BI reports, trend analysis, data visualization, data integration with other systems, project costing, invoicing, and much more.
I could go on and on about Mavenlink’s features because there really are too many to list—it’s a comprehensive 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 costs from $19/user/month and offers a 10-day free trial.
4. Smartsheet – Well-rounded work execution platform with plenty of integrations, custom branding options, and great reporting features.
Smartsheet is a spreadsheet-like project management tool. It has won a few awards for quickly becoming a favorite business app. It’s a nice tool if you’re comfortable working in Excel but wants a break from complicated formulas—Smartsheet performs all the calculations for you across multiple sheets. You can also add customized brand logos and set color themes for individual projects.
However, Smartsheet is far more than a glorified spreadsheet. It has a standard and well-rounded set of tools for project management, scheduling, resource management, and reporting, collaboration.
For resource scheduling, Smartsheet has useful features such as workflow automation and visualization of tasks in Gantt, calendar and card views. Team members get notified of critical changes in real-time, and the tool provides shared views, detail history, activity logs, automated alerts, reminders, and status reports to keep everyone aligned and informed.
The Critical Path feature highlights all the tasks which directly impact your project completion date to keep an eye on important milestones. Reporting is a strong feature of this tool, with editable summary reports that you can easily export to Excel. You’ll also find real-time data in your dashboards, which you can customize through a drag-and-drop interface for each project.
Smartsheet integrations include Microsoft and Google apps, as well as development essentials like Jira, and useful business apps like Salesforce, ServiceNow, Slack, Box, and Tableau. The platform is extensible through a REST API and webhooks.
Smartsheet costs from $14/user/month and offers a 30-day trial.
5. Saviom – Highly customizable resource scheduling tool offering deep visibility into complex resource data.
Saviom is a powerful enterprise resource scheduling software solution. Its resource scheduling system has a high-level Gantt scheduler which will sync your business-wide resource activities to the project schedule. The scheduler lets you flip through multiple resource bookings, generate estimates, and find out which resources are available for your project, drilling down to their skills, location and other parameters. You can also pull unconditional insights off the enterprise schedule and track how your resources are positioned across core and non-core work. You can manage absences and correct resource overlaps and schedule imbalances with Saviom’s leave management portal.
Saviom’s analytics suite provides deep access to complex data, helping you detect and resolve resource crunches, surpluses, project disruptions and delays. You can also predict in-demand skills, resource demands and shifts in the work pipeline with the help of real-time business intelligence dashboards.
Saviom can integrate and sync easily with all your existing calendars, email, MS Project, Excel and other apps. To learn more about pricing you’ll have to get in touch with them, as they offer a customized, tiered pricing model.
6. Hub Planner – Beautifully designed online resource scheduling software with stacks of enterprise-level features.
Hub Planner is a sweet looking resource planning and management tool for PM’s to plan, schedule, track and book their teams of resources. The tool focusses around a high-level view of resources, their capacity and utilization, and also gives PM’s the power to deep dive into projects to at a glance establish progress, billability and profitability.
Within the tool are some powerful tools and features for resource scheduling and planning – with drag and drop and filtering, timesheets – to analyse schedule vs actuals, and reporting – with smart report templates and custom reporting capability. Helpfully, it also has an API so you can plug it into your other systems too. Hub Planner costs from $69/10 users/month.
7. Schedule it – Resource scheduling and management software with multiple customizable views, reports, integrations, and workflow automations.
Schedule it is a powerful resource scheduling software with many customizations and options to fit your scheduling needs. Another plus is that you can access it on any device through a web browser or the mobile app.
It has a fast and intuitive drag and drop interface for clearly viewing and monitoring schedules and plans in multiple different live layouts and dashboards. You can also set capacity rules to avoid double booking, and use the skills and availability matching functionalities to find resources quickly.
Schedule it also includes reporting features and can integrate with over 2000 other software tools via Zapier, including Outlook, Google Calendar, Slack, Trello, Dropbox, and more.
Schedule it costs $15/user/month.
8. Resource Guru – Reliable resourcing tool used by some of the world’s top agencies.
Resource Guru is a dedicated resource scheduling software tool. With a great visual calendar style interface, it shows what everyone’s working on and clearly displays availability so you can maximize utilization. The tool allows Project Managers to make bookings simultaneously with no chance of stepping on each other’s toes.
Resource and project clashes are automatically prevented. Bookings can be added to a waiting list and used for capacity planning later. Each staff member gets their own resource dashboard so they can log in and know exactly what they should be working on. And to monitor business performance, powerful reports monitor utilization of your team and help with capacity planning. Resource Guru costs from $2.50/user/month.
9. Runn – Modern resource scheduling and capacity planning tool with integrated time tracking and powerful forecasting capabilities.
Runn is a modern resource, demand and capacity planning tool with integrated time tracking and powerful forecasting capabilities that gets remote teams on the same page. It has a Planner interface that provides you with a bird’s eye view of all the projects and people in your organization, allowing you to quickly spot overbookings and manage resource and schedule conflicts.
Runn lets you plan out new work using simple drag and drop functionality. The app also allows you to collaborate with your co-workers in real-time, making it especially useful for remote teams. Runn offers a number of charts and reports that update live as you plan out your work— they provide an overview of your company’s total capacity and workload, allow you to check how much resource availability you have on any given day, or drill into your utilization rates to analyse how your team’s work is split between billable and non-billable work. All of this data can be filtered by a role, team, or tags (which you can use to identify people’s skills or location) and accessed straight from the Planner interface.
Compared to other resource management software and capacity planning tools, Runn also generates easy to understand financial forecasts and surfaces relevant KPIs across the app, so you can keep tabs on your company-, client- and project profitability, project performance, cost overruns, and actual vs. planned variance. Runn supports both fixed-price and time and materials pricing methods, as well as custom and blended rate cards.
The app has time tracking capabilities built-in so you can better understand how time was spent compared to what was planned, or you can integrate with Harvest to import your project, client and people data and sync your time entries. The Harvest integration is currently in beta and more integrations are on the roadmap. Runn also offers a REST API that allows you to build out your own integration and send data to and from your favorite tools.
Runn is currently free until 1 July 2020, to support existing and new customers during COVID-19. Free for small agencies, free-lancers and start-ups of up to 5 people. $10 per person for pro-plan. $30 per person for enterprise plan.
10. eResource Scheduler – Flexible and comprehensive resource management for organizations of any size, including Fortune 500s.
eResource Scheduler offers both Cloud and On-Premise versions with configurability & ease of use at core of its design. It’s been used by organizations of all sizes since 2011.
This resource scheduling tool’s features include a dashboard that highlights important information on single screen, along with multiple types of user-defined fields that allow capturing complete information (roles, skills, qualifications, certificates, team, office etc.) about your projects.
The resource scheduling chart offers resource, project and role views, and users can create their own scheduling views on the fly. Filters identify qualified resources as per projects requirements. Meanwhile, features like drag and drop, availability and overload indicator, extend-shorten, precise split, copy-paste make scheduling efficient and quick. They also offer the option to schedule at both project and task levels. You’ll find multiple calendars with different timings, holidays, exceptions and personal leaves (visible on scheduling chart) to ensure correct resource capacity for different types of employees (Full, Part Time, Casual etc.) Their reports show real-time utilization at different levels and their reporting offers several different views/filters which make the reports informative and useful.
To integrate their tool with your other business tools, you can use their Open REST API, and you can also take advantage of easy imports/exports.
And finally, their timesheets feature and financial module (complete with cost and billing rates and a forecasting report) make eResource Scheduler complete resource management package. eResource Scheduler costs $5/resource/month and provides annual billing discounts (14-day free trial).
The Best Resource Scheduling Software Comparison Chart
Below, we’ve put together a reader-friendly table neatly summarizing basic info about the best resourcing tools described in this article. There really is no single “best scheduling software” out there – you’ve got to choose the right tool for you.
A simple, lean project scheduling tool might be a perfect fit for a small in-house agency, while scheduling software for a small business with 100 remote employees needs an enterprise scheduling solution with a lot more functionality.
In the summary table below, we’ve pulled together some of the key features that’ll help you make a decision including trial length, price per user, and our rating. If you’re still unsure, lots of software offer demo and trials such as free 30-day trials that you can use to help you decide.
Other resource scheduling tools:
Below is a list of additional tools for resource scheduling that we didn’t take a look at in the list above:
Want Help Finding The Right Solution?
This is pretty useful. We’ve partnered with the software comparison portal Crozdesk to give you access to free software advice – taking the hassle out of the research process.
Submit your requirements to get custom product shortlists from their team of software experts (via phone or email) with zero obligations. It’s quick and you’ll get a free comparison report at the end covering the top solutions that best fit your needs. Give it a try below.
What Do You Think?
What else is there to project management tools and resourcing scheduling software? 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?