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
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In this post we’ll also help explain what resource scheduling software is, how they’ll help you manage and 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 this easy to learn and master? Are there tutorials and training? 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: Auto-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.
- 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?
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 – Contextual collaboration between teams, customizable visual interface that allows various representations of data, to make more informed decisions, faster.
monday.com is the team management platform that gives you visibility into your team’s daily workflows and projects. monday.com has scheduling features as well 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.
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, 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’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.
2. 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.
3. 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.
4. 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.
5. Float Resource Management – Dedicated resource planning software that’s visual and easy to use
Since 2012, Float has been one of the most simple and flexible resource scheduling applications for agencies and studios. Its focus on resource scheduling makes it an ideal companion to other project management tools as it can help you plan your projects better and schedule your team’s time more efficiently.
Float is one of best online resource scheduling tools for managing your staff’s workload, planning projects, and assigning overtime from a single interface. You simply click anywhere on the schedule to start assigning tasks to your team instantly. Team members can access and make concurrent updates to your schedule, with changes captured in real time to ensure your planning is always up to date. You can send your team a personalized overview of their assignments in a weekly or daily email and keep track of live schedule changes via the activity feed or be notified via email and/or push notifications.
In addition to the scheduling features, you’ll also find a useful budgeting tool for forecasting your team’s time and expenses, as well as powerful reporting that lets you filter your assignments by resource, department, client, project, and anything in between. Keep track of utilization, compare staff and contractor hours, drill down into specific departments, ad review billable and non-billable time, including public holidays and other time off.
Float time tracking integrates with your resource schedule to give you a clear picture of your team’s estimated time vs. actual hours worked. Timesheets are pre-filled based on your team’s planned workload, and hours can be logged in a single-click, or a tap within the mobile app.
Overall, this is an easily accessible tool: not only does Float have a mobile app for iOS and Android, but it also integrates with 1000’s of your favorite apps via Zapier, and features direct integrations with Slack, Google Calendar, Outlook Calendar and Teamwork Projects. Float offers a free 30 day trial and costs from $5/user/month (with unlimited, free guest access).
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. Productive – Easy-to-learn resource scheduling software for agencies with powerful, visual reporting features.
Productive is a well rounded agency management software with a stack of powerful functionality that gives you the tools and data you need to keep your business profitable. Built with over a decade of founding, managing and scaling a software development shop, Productive handles your workflow from sales to invoicing and everything in between.
Getting a deal, sending a proposal, scheduling your team, tracking hours, and ultimately getting paid should come with a clear and transparent track record. With a focus on profitability, Productive gives you the power of understanding your margins in real time as well as forecasting budget spend in the future.
Productive costs $12/user/month. They also offer a fully featured, free 14-day trial.
8. 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.
9. 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).
10. VOGSY – Sophisticated but simple professional services automation built on G Suite.
VOGSY brings all project fundamentals together in one tool – including of course, resource scheduling – to help teams plan and deliver projects on time and within budget – all while exceeding expectations. This tool is your activity feed, your communications center, repository, planner and go-to for most everything.
Heat maps for billable utilization and availability make it easy to manage your team’s workload, schedule projects and maximize utilization. Milestone and activity management, time and expense tracking, contractor management and more help you keep projects on track. Plus, VOGSY unites everyone in your business in one tool, so all teams have a real-time look at project health and progress, giving you the insights you need to increase profitability. It’s easy to get up and running since VOGSY was built for G Suite and has the same ease of use, reliability and security of Google.
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 small business with 100 remote employees needs an enterprise 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.
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 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 tools that match your preferences. You provide your email, and they send over a nice PDF guide with a summary of your best matches.
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?