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The 15 Best Resource Scheduling Software Tools Of 2021

This resource scheduling software review covers 15 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 108 Comments

The Best Resource Scheduling Software List

There are stacks of tools out there, so to help you make your shortlist, this review evaluates the best resource scheduling tools:

  1. monday.com - Simplistic and engaging design, flexible planning, and clear communication between teams allows for easy and informed decisions around resource planning
  2. Mavenlink - Resource-first approach to manage and optimize your resources for ideal outcomes so you can grow with confidence
  3. Float - Powerful scheduling with dedicated integrations, and mobile apps
  4. Resource Management by Smartsheet - Best for matching resources and team members to specific projects
  5. Resource Guru - Simple but powerful resource scheduling software
  6. Runn - Dynamic resource scheduling for IT and software teams 🚀
  7. Saviom - Highly customizable resource scheduling tool offering deep visibility into complex resource data
  8. Hub Planner - Beautifully designed online resource scheduling software with stacks of enterprise-level features
  9. eResource Scheduler - Flexible and comprehensive resource management for organizations of any size, including Fortune 500's
  10. VOGSY - Best for Google Workspace users
  11. TeamGantt - Easy-to-use online Gantt chart software with a simple read-only sharing link for quick collaboration and update opportunities
  12. MS Projects - Best for general users
  13. Retain - Scalable resource planning tool for organizations of all sizes. Used to plan over 1.5 million resources globally, with single deployments of the software ranging from 5 resources to 10,000 plus
  14. KeyedIn - Top-down, strategy-led portfolio management solution with capacity planning, resource management, PMO analytics, and revenue forecasting
  15. Notion - Modern project management tool that houses your team projects, wikis, and docs in one platform

Below you’ll find an overview of each of the 15 best resource scheduling software, with screenshots, feature overviews, and pricing.

Jump to resource scheduling software reviews

Resource Scheduling Basics

What is resource scheduling?

What Is Resource Scheduling?

Resource scheduling is a key step in project management. It’s the process of and methods used for assigning an organization’s resources to projects or tasks according to resource availability. It involves listing tasks, estimating their duration, identifying constraints, setting deadlines, identifying resource demand and resource capacity, forecasting the future availability of resources, identifying potential resource bottlenecks, and using all of this information to efficiently match the appropriate resources with tasks or jobs.

Consideration of team member time off in the form of leave management is also important, as is accounting for the team’s and individual team member capacity, through capacity planning and capacity management. Resource scheduling is crucial for project planning and starting new projects, as it impacts the project schedule and timeline.

What does resource scheduling involve?

What Does Resource Scheduling Involve?

Resource scheduling usually involves a set of tools that help allocate, schedule, and aggregate resources. Typically, people think of a Gantt chart, but resource managers and project managers use various tools for scheduling resources, including calendars, timelines, and histograms with aggregated resource data.

What is resource scheduling software?

What Is Resource Scheduling Software?

Resource scheduling software can help plan, organize, and manage your projects as well as your agency resources—whether they’re people, rooms, or phone lines. They can be used in resource planning to create resource plans and resource requirement forecasts.

Depending on the sophistication of the software, they can also include tools for estimation and planning, scheduling, cost control and budget management, resource allocation, project management, task management, and document storage.

Resource scheduling software is known by a lot of other names too. If you hear people talking about resources scheduling software, resource allocation software, resource allocation tools, or workload management tools, they’re all talking about the same thing: it’s all about effective resource planning, and tools to help you do that better.

The challenge with resource scheduler software is that there’s often a lot of overlap with other business functions. Resource management tools and software, time tracking and timesheets, project communication, expenses, storage, project management software, Professional Services Automation (PSA), and Services Resource Planning Software (SRP) can all find themselves bundled together—this can be good, but if you need to integrate with or replace legacy systems, things can start getting complicated.

What are the benefits of resource scheduling software?

What Are The Benefits Of Resource Scheduling Software?

Here are some of the main benefits of resource scheduling software:

  • Save time manually moving resources around
  • Make fewer mistakes overbooking your team members
  • Gain a clear understanding of the team’s capacity and utilization
  • Deploy the limited resources that you have more effectively and efficiently

As agencies and studios grow, the systems for resource scheduling that may have worked for a small agency often struggle to scale.

Excel and Google Docs are effectively free resource scheduling tools, but resource scheduling software can help you work faster and smarter, access real-time project data, help you to assign people to projects, and allow you to schedule projects more effectively.

If you’re still looking for a free resource scheduling tool, then I’d recommend using Google sheets or Excel, but making the investment in a proper tool will quickly be a worthwhile investment.

What are resources?

What Are Resources?

In an organization, resources can include anything that contributes to the finished product: people (human resources and skills)—including your team members and freelancers, financial resources, inventory, equipment and supplies, space such as offices and meeting rooms, IT resources, and production and natural resources, among others.

Just realized that you’re not looking for resource management software? Have a look at other useful tools:

If you’re searching for resource scheduling software you’ll find in this post a quick, simple, and easy to read comparison of 15 of the top resource scheduling tools available in 2021.

Quickly Compare & Evaluate The Best Resource Scheduling Software

Best Resource Scheduling Software Tools Of 2021 Logo Soup

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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.

The 15 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.

  • freemium version
  • 14 day free trial
  • From $25/month for 5 users

monday.com - Simplistic and engaging design, flexible planning, and clear communication between teams allows for easy and informed decisions around resource planning

View team member capacity, current workload, and priorities on assigned tasks.

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.

Pros

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

Cons

  • Does not have resource forecasting
  • Horizontal pipeline views means excessive scrolling
  • No single-user plan
  • 10 days free trial
  • Custom pricing per user/month

Mavenlink - Resource-first approach to manage and optimize your resources for ideal outcomes so you can grow with confidence

Mavenlink's resource management module offers real-time utilization and margins at the project and even the task level.

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.

Pros

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

Cons

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

Float - Powerful scheduling with dedicated integrations, and mobile apps

The Float schedule is your single source of truth, to plan projects and schedule your resources with confidence.

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. Sync and schedule your projects with Jira, Asana, Teamwork, or Trello. 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 $6 per scheduled user, per month, or $10 with time tracking, with volume and yearly subscription discounts available.

Pros

  • Easy-to-use resource editing tools
  • Set custom work hours
  • Can monitor budgets and forecast capacity
  • Easily add contract workers
  • Time tracking feature

Cons

  • Updating staff/personnel list is time consuming
  • 30 days free trial
  • From $25/user/month

Resource Management by Smartsheet - Best for matching resources and team members to specific projects

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 resource management and scheduling software, helps modern teams make confident decisions about project planning, team capacity, budget forecasting, team utilization, and hiring needs in real time.

Built-in timesheets, mobile time tracking, and expense tracking, enables you to create rich project reports by filtering project data with just a few clicks. Reports can give insight into historical data or offer a forecasted view of team utilization, actual vs. planned time reports, budget tracking, expense reports, and projects in the pipeline.

Over 1,000 of the most innovative companies in the world rely on Resource Management by Smartsheet, from 10-person shops and 100-person teams within global brands to 1,000+ person professional services firms. Resource Management by Smartsheet has been recognized for its design excellence with awards from FastCo, SXSW, IxDA + IDSA.

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, PM, ERP, and finance.

With a unique project and resource matching feature, Resource Management by Smartsheet helps match team members to the project’s requirements according to different criteria like disciplines, skills, availability, and more.

Pros

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

Cons

  • Initial resource set-up takes time
  • Could use better data visualization
  • Bulk project edits don’t apply to resource field
  • 30 day free trial
  • From $2.50/user/month

Resource Guru - Simple but powerful resource scheduling software

Keep track of team member workload on a calendar view.

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.

Pros

  • Availability bar for capacity planning
  • Clash management for unintended overlap
  • Pleasant and flexible UI
  • Daily resource summary emails
  • Very affordable per-user rate

Cons

  • Unable to sort resources by experience level
  • No copy-paste of resource tasks
  • freemium version
  • 14 days free trial
  • From $10/user/month

Runn - Dynamic resource scheduling for 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.

  • Up to 6 weeks free trial
  • Priced by custom license

Saviom - Highly customizable resource scheduling tool offering deep visibility into complex resource data

Saviom's resourcing dashboard shows over and under utilized team members, demand, and available capacity.

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.

Pros

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

Cons

  • Interfaces display a lot of information at once
  • Unavailability of some fields in reporting
  • 60 days free trial
  • From $7/user/month

Hub Planner - Beautifully designed online resource scheduling software with stacks of enterprise-level features

View active resources, allocated time, and team member capacity.

Hub Planner is a resource scheduling 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 day 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.

Pros

  • Filter planning & forecasting data by project, resource, group or skill set
  • Easily track several projects and generate reports
  • Good overview of staff task/time allocations and availability

Cons

  • Need to click into modal for more details on events/projects bookings
  • To customize views and schedule layout you need to edit settings
  • Would be nice to view more project booking information like custom fields in iCal
  • 14 days free trial
  • From $5/resource/month

eResource Scheduler - Flexible and comprehensive resource management for organizations of any size, including Fortune 500's

The resource scheduling chart offers resource, project and role views.

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 resources, projects and role views, and users can create their own scheduling views on the fly. Filters identify qualified resources as per project 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).

Pros

  • Resource notification emails
  • Ease of use and functionality
  • Change control records for resource data
  • Robust resource dashboard

Cons

  • No invoicing module
  • Convoluted pricing structure
  • freemium version
  • 30 days free trial
  • From $9/user/month

VOGSY - Best for Google Workspace users

Send out accurate invoices on time and reduce manual work with automated billing. From employee timesheets, to invoice, to approval flow, without any extra effort.

VOGSY ties resource planning and scheduling together with project planning, task management, a CRM, time and expense tracking, billing, and reporting in a streamlined workflow. Built for Google Workspace, VOGSY offers the robust security, ease of use, and scalability of Google for services firms that need to plan and track a large variety of projects.

VOGSY covers all the crucial elements of resource scheduling and management, from automated resource suggestions to utilization data, and offers unique additional features that make resource scheduling easier and more precise. For example, users can view a resource availability heat map to get a quick overview of the resource load, including non-billable time, and start planning before deals are won with placeholder resources.

A number of resource and project planning functions are automated in VOGSY, including resource skill matching as well as estimated vs. actual project budgets and margins. The tool also provides deliverable templates prepopulated with activities and calculated costs.

As part of VOGSY’s customizable notification offerings, you can get workflows sent to Gmail, assign tasks to resources, and approve timesheets, quotes, invoices, and expenses from your Gmail inbox.

VOGSY has a minimal learning curve and its onboarding team helps ensure that new users get the most out of the software. The tool integrates with Gmail, Google Drive, Google Docs, and Google Sheets, as well as with business tools like QuickBooks, Copper, Salesforce, Xero, Zapier, HubSpot, and Jira.

VOGSY starts at $9/user/month and offers a 30-day free trial. It also offers a free version limited to one user.

  • freemium version
  • 14 day free trial
  • From $24.95/month

TeamGantt - Easy-to-use online Gantt chart software with a simple read-only sharing link for quick collaboration and update opportunities

Visualize resource allocation and scheduling on intuitive and clean Gantt charts.

Used by Amazon and Netflix, TeamGantt is a project management tool with resource management functions like time- and budget tracking in the availability tab. TeamGantt specializes in task planning tools and charts but they also track workloads and team availability, collaboration features like chat and tagging, and customizable alerts.

One con with TeamGantt is that dashboards’ views sometimes lag behind real-time changes to resource tracking. Resource-complex projects may lag a bit due to the fact of TeamGantt being an in-browser, cloud-based application.

TeamGantt scores well in the Usability segment of the evaluation criteria, as it is incredibly flexible to use. The tool is accommodating to however you may want to set up and track your projects, no matter their resource structure or constraints. Additionally, providing an easy “read-only” URL makes it great for sharing with outside parties for input.

TeamGantt costs from $24.95/month and has a freemium version of the software for up to 3 users.

Pros

  • Flexible setup/tracking for projects
  • Share charts without receiver logging in
  • Easy drag-and-drop task duration
  • Quick learning curve

Cons

  • Dependency data is awkward at times
  • Lack of in-app notifications
  • Views can lag behind changes
  • 30 days free trial
  • From $7/user/month

MS Projects - Best for general users

MS Project sports a resource engagement platform.

Microsoft Project can be clunky (which is why many people search for MS Project alternatives), but MS Project is still a standard, well-supported, and widely adopted tool. It includes familiar scheduling tools to assign project tasks to team members and use different views like Grid, Board, and Timeline (Gantt chart) to oversee the schedule. Users can view and compare how resources are used across projects to optimize assignments.

If you are familiar with other Microsoft programs, in particular Excel, then the interface and navigation will be familiar to you. This can help teams on a Usability level, as familiar software makes for easier training; thus, they evaluated well in Usability in this regard.

Integrations include other Microsoft software, like Outlook, Excel, Skype, and more.

A few critiques that would make this solution better for resource scheduling is that you can’t open different projects across different windows (for, say, easily comparing resources between the two) and PDF exports look messy, so if you use them for reports or printable projects you will need some manual design intervention.

MS Projects costs from $7/user/month and has a free 30-day trial.

Pros

  • Can generate a Gantt chart from a spreadsheet
  • Helpful project template descriptions for guidance
  • Driver prioritization module for ranking strategies/objectives
  • Integration with other Microsoft software

Cons

  • Limitations on collaboration tools
  • Higher learning curve
  • Few customization options
  • Free demo
  • Pricing upon request

Retain - Scalable resource planning tool for organizations of all sizes. Used to plan over 1.5 million resources globally, with single deployments of the software ranging from 5 resources to 10,000 plus

The insightful view helps you to filter, rotate and share resource schedules.

Since 1992, Retain has maintained its market-leading position in the resource scheduling space. Retain is a customizable, scalable and user-friendly resource tool and is used across a wide range of industries and sectors in over 70 countries. With over 25 years’ experience in resource scheduling, Retain’s staff planner is used by the Big Four accounting firms. Retain is built with UI and UX specialists, client surveys and their own expertise in the resource planning space in mind.

Available features include resource scheduling, capacity planning, demand forecasting, talent management, and a powerful, visual reporting capability. Using a customizable interface, you can easily move, schedule and allocate resources to projects, including the ability to auto-schedule resources. You can also identify (and receive alerts) around resource planning conflicts. The insightful view helps you to filter, rotate and share resource schedules. Retain includes a comprehensive reporting suite allowing you to extract meaningful business information. The integrated report builder lets you create customizable reports.

Offering three levels of access, Retain’s powerful and visual workforce analytics platform provides intuitive business intelligence. You can also identify skills shortages, utilisation levels, demand vs. capacity, planned vs budgeted time/revenue/cost and overall supply and demand.

In addition to resource scheduling, Retain offers the option for users to develop their skills and support talent management. Users can apply for roles on the projects using our Marketplace module which lists open opportunities that match their interests.

With Retain, you do not need third-party applications. You can connect all of your business systems with our Retain API. Retain’s resource scheduling software can be utilized as a Microsoft Windows platform, a web application, or both.

Pricing and trials are on request. Retain also offer demo requests.

Pros

  • Drag-and-drop organization
  • Supports multiple currencies
  • Data-rich dashboards
  • Easy to duplicate bookings

Cons

  • Displays can get pretty busy
  • Search functionality could use improvement
  • Free trial
  • Offers pricing upon request

KeyedIn - Top-down, strategy-led portfolio management solution with capacity planning, resource management, PMO analytics, and revenue forecasting

KeyedIn offers data-rich dashboards to monitor every resource.

KeyedIn is a great tool for resource scheduling (as well as PPM). In fact, it was recognized as an August 2019 Gartner Peer Insights Customer Choice for Project and Portfolio Management. Features include Kanban and project workflows, hierarchy and roll-ups, forecasting and budgeting, and key deliverable and dependency tracking.

Maintaining daily and weekly tasks are easy with KeyedIn, as you can add tasks against multiple projects and the system will even show the effort and cost estimations. This will help navigate resources around staff leaves, and so on.

Integrations include Jira, Microsoft Dynamics CRM, Dynamics 365, SharePoint, QuickBooks, Microsoft Outlook, Sage Intacct, Salesforce App Cloud, SugarCRM, SAP CRM, Pivotal Tracker, Microsoft Dynamics GP, VersionOne, Fulcrum. Additionally, the software uses API Version 3 that makes it easier for its customers to share or extract project and portfolio data with other business software solutions.

A dedicated customer portal would make this software easier for looping clients in on resource scheduling needs for projects and tasks. The tool lost a few marks in the Usability review category because of this oversight.

KeyedIn offers pricing upon request and has a free trial.

Pros

  • Data-rich dashboards with multiple views
  • Robust forecast dashboard with charts
  • Supports multiple languages and currencies

Cons

  • Must scroll through tabs to get a holistic view
  • Project hierarchy gets complex for multiple projects
  • No customer portal available yet
  • 30 days free trial
  • From $8/user/month and has a freemium version

Notion - Modern project management tool that houses your team projects, wikis, and docs in one platform

Human and project resource tools can be found in the sidebar.

Notion has a variety of note-taking, data management, scheduling, and organizational tools that can easily be adapted to resource scheduling and other resource management needs. For example, the notes and docs feature has over 30 types of content to use in resource tracking charts and custom reports.

With highly customizable “Blocks”, Notion has the capacity to compile and sort any type of resource that is important to you using calendars, to-do lists, meeting notes, and even saved websites. It’s not a standard resource scheduling tool, but if you want something more flexible that could easily be tailored to a non-traditional work project, this one could be a great fit. If you are tracking any non-typical resources, this is a great start-from-scratch scheduling tool.

Integrations were not listed on Notion’s site and both Zapier and Automate.io report integrations with Notion as upcoming/coming soon.

Obviously the current list of third-party app add-ons is a downfall for this software, losing them marks in the Integrations section of the review criteria. Notion bills itself as a “jack of all trades” so it might cover all the functions you need but connection options are typically needed.

Notion costs from $8/user/month and has a freemium version of the software as well as a free 30-day trial for paid plans.

Pros

  • Feature-rich
  • Useful scheduling templates
  • Abundance of data and input types
  • Flexible content within pages

Cons

  • No activity/news feed
  • No weekly calendar view
  • No public facing API

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.

Software Overview Free Option Price Site
monday.com monday.com logo Read monday.com features & functionality Freemium version

14 day free trial

From $25/month for 5 users Check out monday.com
Mavenlink Mavenlink logo Read Mavenlink features & functionality

10 days free trial

Custom pricing per user/month Check out Mavenlink
Float Float logo Read Float features & functionality

30 days free trial

From $6/user/month Check out Float
Resource Management by Smartsheet Resource Management by Smartsheet logo Read Resource Management by Smartsheet features & functionality

30 days free trial

From $25/user/month Check out Resource Management by Smartsheet
Resource Guru Resource Guru logo Read Resource Guru features & functionality

30 day free trial

From $2.50/user/month Check out Resource Guru
Runn Runn logo Read Runn features & functionality Freemium version

14 days free trial

From $10/user/month Check out Runn
Saviom Saviom logo Read Saviom features & functionality

Up to 6 weeks free trial

Priced by custom license Check out Saviom
Hub Planner Hub Planner logo Read Hub Planner features & functionality

60 days free trial

From $7/user/month Check out Hub Planner
eResource Scheduler eResource Scheduler logo Read eResource Scheduler features & functionality

14 days free trial

From $5/resource/month Check out eResource Scheduler
VOGSY VOGSY logo Read VOGSY features & functionality Freemium version

30 days free trial

From $9/user/month Check out VOGSY
TeamGantt TeamGantt logo Read TeamGantt features & functionality Freemium version

14 day free trial

From $24.95/month Check out TeamGantt
MS Projects MS Projects logo Read MS Projects features & functionality

30 days free trial

From $7/user/month Check out MS Projects
Retain Retain logo Read Retain features & functionality

Free demo

Pricing upon request Check out Retain
KeyedIn KeyedIn logo Read KeyedIn features & functionality

Free trial

Offers pricing upon request Check out KeyedIn
Notion Notion logo Read Notion features & functionality

30 days free trial

From $8/user/month and has a freemium version Check out Notion

Video: How To Choose The Best Resource Scheduling Software

Wondering what to look for as you check out the resource scheduling software options? Here’s a video that covers our criteria and gives you an idea of what various tool interfaces look like.

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?

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:

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?

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.

108 Comments

  • image Chris DCosta says:

    May I recommend StrikeBase ( http://www.strikebase.com )
    It has —
    * a Work Board for Tasks with Time Tracking
    * Chat on the Web and Desktop
    * File Sharing,File versioning
    * Dropbox and Google Drive integration
    * A Calendar with Google Calendar integration
    …and lots more!

  • image Sarah says:

    Thank you Ben for this resource, you have pointed out some new software that I’ve never heard about! In my company we are using Teamwork right now(not Teamwork pm :-)) and it is a really good software for scheduling resources. At first we also thought that a software for managing our resources’ time was not necessary but since we started using it we immediately encountered its benefitl! We are now more conscious about which of our resources is overloaded and so we can manage the situation in time and all the team is happier :-)
    If you want to take a look at Teamwork here is the site https://www.twproject.com/

    • image Jim Harrison says:

      Thank you Sarah for your precious suggestion!

      I already tried lot of PMS, but after your suggestion I gave Teamwork a try.
      Now we are completely addicted!
      We started with a very light approach, inserting only the root of each project and using issues for day-bay-day management (we found the issue planner quite comfortable).
      Now we structure complex projects using Teamwork Gantt editor and even dependencies, but only when really necessary (some of our customers love to ask us a printed Gantt :-) )
      As you said, having a clear situation of work progress, project costs and work load makes our team happier :-)

      Thanks, thanks, thanks

  • image Alison says:

    I’d like to recommend LiquidPlanner (https://www.liquidplanner.com/). It’s a wonderful online project management system. Here are some key features:

    – Flexible best/worst case estimates
    – Multi-project planning and organization
    – Drag-n-drop scheduling
    – Integrated timesheets
    – Integrated project portals
    – Collaboration and file sharing
    – Analysis and trend reporting
    – Email and calendar integration
    – Web, iPhone, iPad, and Android apps

    and much more!

  • image Nils says:

    Great list – thanks!

    The agency I work for currently uses salesforce for their entire CRM, I wonder if there are any PM tools you can recommend that are able to integrate with salesforce?

    Thanks,
    Nils

  • image Tibi says:

    Hi Ben,

    You missed RationalPlan – https://www.rationalplan.com/ It is a suite of products that can help you do project management, resource management and scheduling i.e. everything that you need.

    Cheers,
    Tibi

  • image René says:

    I really think http://www.workbook.net is missing on this list. Not only will it do resource planning and project management, but it also covers project-driven business need for software from a-z.

    • image Steve Stone - Complete Advertising says:

      I completely agree René!

      As I have written below, I would encourage all advertising, PR, design etc. agency owners to take a look

  • image Swanny says:

    As far as the web agency world goes, this resource planning tools beats a lot of the list above. Definitely deserves a mention.

    Hub Planner

    https://hubplanner.com

    • image Nats says:

      I agree, Hub Planner nailed it! +1

    • image J Moody says:

      We also just moved over from using spreadsheets for our resource planning to using Hub Planner. I am greatly impressed with the software so far, pretty easy to get up and running with nice visuals and scheduling tools. Saying that, we were stuck in the gloomy world of Excel spreadsheet planning for quite some time, so anything that beats that on a Monday morning is fantastic IMO :)

    • image Adam Carr says:

      another positive vote for the product from Hub Planner – doing a fantastic job at managing my resources

    • image Nats says:

      and now they have introduced Time Sheets to Hub Planner. Gotta love the amount of love going into this software…I’m a fan!

    • image Taylor says:

      For larger firms, is hubplanner really $7,000 a year when most of these are $900 – $1,200 a year for similar user/resource count.

  • image Rene says:

    For more agile project management check out Breeze ( https://breeze.pm ), it’s Basecamp and Trello mashup, plus it adds more stuff like time tracking, calendars and reporting.

  • image Danny says:

    Thanks for including us in the awesome write-up, Ben! Just a small correction – our price starts at $10-$12/user/month and not the $19/user/month as listed above.

  • image Robert says:

    Also, check out https://kanbantool.com/ intuitive and web-based solution for visual project management with online boards and cards.

  • Hi Ban, if you like visuals, please take a look at https://casual.pm/ it helps visualize and manage project workflows. Currently Casual is mainly used by teams with digital projects.

  • image Albert Cohen says:

    In the same vein as OpenAir, I would like to mention Resource Planning by Retain International (https://www.retaininternational.com). They’re UK-based and have been around for 20 years serving among others the big four audit/accounting firms. Not strictly PM software but resource planning and scheduling for staff and/or physical assets; well worth a look.

  • image Katy says:

    Hi Ben,

    thank you for your list. I highly recommed open source project management software Easy Redmine. I am using it for 1 year and it is really awsome. It has many extensions so it adapts to every kind of project, it is cheap and nice.
    https://www.easyredmine/

    Katy

  • image Mariel says:

    Hi Ben, I came across your article, and was wondering if you’ve seen our project management app? It’s called Trigger (www.triggerapp.com), and it helps you manage tasks, projects, and log time.

    It’s doing really well with creative agencies, and it constantly being updated.
    I used it personally myself before joining the team. I found it so easy to use, it looks damn nice, and is simple alternative! :)

  • image Sam Nolan says:

    been using guru before and spreadsheets but now we just switched to Hub Planner https://hubplanner.com So far pretty impressed with the features and pretty UI.

  • image Steve says:

    I’d like to recommend Neutrino (https://getneutrino.com). Neutrino is a multi-project tool that includes collaboration, documentation, and file sharing

  • Project managers love this unique task board optimized for teams. Matthew Osborne created this project management system because my clients demanded it. He has developed a search function that worked effectively. online project management software.

  • image Jon says:

    Great list of PMS!

    You might as well check this list of over 40 project management software – https://blog.timedoctor.com/2011/02/02/43-project-management-software-alternatives

    It’s a great resource for those who are looking for more alternatives.

  • image Erin Cummins says:

    Great list!

    Newcomer, Allocate (www.allocatehq.com), is worth checking out too. It’s a very simple resource management tool that helps you quickly see your team’s availability. Set up and scheduling is super fast, and it’s still in beta so it’s currently free for all team sizes.

  • image Richard Dywer says:

    At our studio we use a combination of different software to achieve our needs…In no particular order this is what our setup looks like for 2014

    1. Project Tasks / Discussions / Interface
    We use a combination of Basecamp https://basecamp.com and Trello https://trello.com

    2. Resource Planning and Scheduling
    We use Hub Planner https://hubplanner.com

    3. Invoicing
    We use Harvest https://getharvest.com

    4. Document Sharing
    We use Google Drive https://drive.google.com

    I am pretty happy with it…

  • image Kim says:

    I am not happy with this list because it does not contain proofhub.com which offers features like gantt chart, time tracking, proofing, sub tasks, labels etc.

  • image Mike says:

    Also take a look at http://www.proofhub.com, It is simple and easy to use effective project management software that enables precise tracking, adequate highlighting and timely conduction of events and milestones. Timely email notifications are sent to team members, clients, customers and other stakeholders so they can mandatorily and timely participate in events, meetings without forgetting them.

  • image Marc says:

    Another program to check out is Function Point. We provide web based project management and resource scheduling software specifically designed for creative agencies.

    Check us out: http://www.functionpoint.com

  • image Jen says:

    We use qdPM Extended. It is a web based open source solution. One of its best features is that it has a built in ticketing system to allow customers to communicate with you to request quotes and changes, report issues, given feedback in UAT and so on. Tickets can spawns as many tasks as you want so its all connected.

    Compared to other paid solutions like Basecamp and Confluence+Jira, qdPM Extended is a bargain. There is also a free version qdPM.net

  • image Neha says:

    Hi Ben,
    Thank you for the list of Project Management tools you have mentioned. I would like to add one more i.e. eResource Scheduler. eRS is a collaborative multiuser project resource scheduling software which provides effective project management with enormous features like drag and drop scheduling, configurable reports, export to excel etc.

  • image Mike says:

    Another tool that you might want to add to the list is PIVOT. The FLOW module handles agency project management from sales to planning to invoicing and accepting payments. It is a digital suite that also allows agencies to integrates websites, promo & email campaigns, social media, analytics and more. Check it out at:

    https://www.pivotstack.com

  • image Tama says:

    Hi Ben,

    Thought you might want to add JobSuite to your mix. It is created specifically for creative project tracking. Fully web-based and built on the Salesforce.com platform. Many base features but can still be customized. Flexible scheduling, collaboration, calendars, vendor quotes, estimates, purchase orders, as well as a reports for all areas. Check it out at…

    https://jobsuite.net

  • Think I saw it mentioned further up this list but thought I would include it myself anyway…

    I use WorkBook.net as my ONLY system for all areas of my agency. WorkBook is a fantastic integrated solution that covers CRM, Project Management, Resource Management + Accounting meaning that all info me and my team require is in 1 system.

    I would encourage all you advertising, PR, design etc. agency owners out there to take a look https://WorkBook.net

    • image joe Allen says:

      Hi There,

      I had a demo of this tool and they quoted me 5K for the installation and only 3K for the service.

      did you pay almost double for the set up when compared to she service?

  • image Rana Porter says:

    Hi, Check another service http://www.oogwave.com, we built for SMBs. Simple to use, easy to adopt. For ideas, files and task collaboration. Available to discuss more anytime. rana.porter@oogwave.com (solution specialist, Oogwave)

  • image Catherine C says:

    Hi Ben, just stumbled upon your great PM tools list. Wondering if you would consider adding https://www.productforce.com to it?

    Thanks again for this,

    Catherine

  • image maria joao says:

    A great and new collaborative resource planning tool is Pushpin Planner.
    It integrates with toggl and Basecamp, which I also use.
    It has a free plan and some of Pushpin Planner’s features include Gantt chart visualization, allocation, overall team utilization and budget reporting.

  • image John says:

    I just shopped for a project management tool for my team, I almost bought Asana and then I met the Streamframe team at SxSW. The project management space is so fragmented. Even with the most modern tools we still ended up relying on email and spreadsheets as a “catch all.” Particularly worrying to us was how financial and efficiency tracking seemed to be completely ignored when managing projects. Even in Beta, Streamframe solves all these problems. Their feedback is quick and they have already started working some of my companies suggestions into their road map. Here is the URL: check it out https://www.streamframe.com

  • image Jeff says:

    Ben, Your list as well as those added in the comments is easily the best roundup of cutting-edge project managers I’ve ever seen. Great resource.

  • image Timo Kugler says:

    We recently dialed up the efforts to transform the way we manage convergent client campaigns and needed a software solution to not only create detailed campaign plans but also centralise multiple stakeholders in a collaborative environment to share ideas, work, and files. As we are no small agency we wanted to keep the training costs at a low level while focusing on an immediate, big impact. The tool we finally landed on (after reviewing pretty much every tool in the list above) is https://www.smartsheet.com

    • image Shari says:

      Hi Timo,
      I’m interested in SmartSheet. Just started playing in the trial version. Is there any sort of resourcing element, so potentially looking at several jobs’ schedules and consolidating a resource report, say where Shari is utilized across 8 projects, determining her bandwidth? Thank you.

  • image Himali says:

    For project management you can also give Brightpod ( https://brightpod.com ) a try. A simple app with bunch of collaboration features for marketing teams. Helps you get the bigger picture when you are working on so many different things.

  • image Concept.vu says:

    Hi Ben, what a great article with so many different types of project management tools! We’d also love to recommend Trello (https://trello.com) for to-do lists, Slack (https://slack.com) for team discussions, and our very own Concept.vu (https://www.concept.vu) for getting work signed off by clients :)

  • image ganaysa says:

    What about Collabtive? is it considered one of them as many people are recommending it.

  • image Jodie Byass says:

    Hi Ben,
    I can highly recommending adding admation – http://www.admation.com to this list. Admation ‘s point of difference is that it is fully integrated with online approval workflow and marketing asset management, providing agencies and marketing teams with one central online location to manage their creative projects, plan and track resources, as well as manage the approval and storing of artwork and assets. Its is feature rich and user friendly. Please let me know if you are interested in a demonstration. Cheers,

  • image Gaurav Gupta says:

    Here’s another tip- Try Google Calendar + ClipPod. We’ve using it for our own resource scheduling + very basic project planning and it has worked out quite well so far.

  • image katrina says:

    Great list and stream of additional ideas… I’d love to know your opinion of Advantage software?

  • image Jake Andrews says:

    Our team is using https://hitask.com – We can share task lists make managing team projects simple. As a team member I can create and assign tasks. We can leave comments for each other on tasks to keep track of progress and ask questions. Shared tasks are visible to assigned team members. You can be automatically notified when someone completes a task or makes a change. Aside from that it is very easy to navigate the entire page.

  • Hi Ben,
    I strongly suggest you add this to your list — MSP_LEVELING. This tool can be found at the website: ara-project.com
    It works on Microsoft Project (MSP) applications.
    This tool provides automatic leveling of resources.
    Also provided: schedule quality inspection and various analysis reports which capture key information that the PM can use to review with management for approvals.

  • May I suggest Comidor ( https://www.comidor.com), which is a collaboration platform that provides a wide range of business solutions (Collaboration, Project Management, CRM, Financials and BI). A small overview of Comidor’s functionalities:
    – Collaboration:
    embedded email, chat, messages, video-calls, activity wall, organizational chart, calendar, wikis, personal profiles, contacts, accounts and more.
    – Document Management:
    document sharing, locking, versioning, rating, security levels, embedded viewers and more.
    – Task Assignment:
    tasks, events, discussions, issue tracking, workflows and more.
    – Project Management:
    scheduling, Gantt charts, resources, costs, milestones, deliverables, “Comidor ECHO MODEL” and more.
    – Customer Relationship Management:
    leads, opportunities, campaigns, contracts, accounts, funnel charts and more.
    – Financial:
    incomes, expenses, budgets, balances, cash flows, activity history and more.
    – Business Intelligence:
    reports, advanced filters, query designer, pie charts, line charts, geo analysis
    – Integration:
    MS Office, Dropbox, LinkedIn, Twitter, Google Maps, Gmail, Hotmail, Outlook, PDF, EDIs, custom connections via web services

  • image Andrew Paterson says:

    Ok, this is great stuff but what about tools for individual / freelance boutique agencies trying to improve resource / load management – planning and booking projects by client – any apps ??

    Thanks !

  • Check out Dryrun (https://dryrun.com). It’s a great tool for managing your business cash flow, building budgets, and comparing scenarios. Dryrun gives you the ability to make great business decisions quickly and easily without the need for complicated formulas and spreadsheets!

  • image ludovic says:

    Iprosh is web base software that gives possibility for small business to easily manage their online presence with help of project management, project planning, website, portfolio, online store, scheduling, time tracking, SEO booster, expense tracking, collaborative tools.

    Iprosh is the best way if you need either or both a front end solution to find clients and sell online and a back end to manage your business and work online with your clients.

    https://www.iprosh.com

    Give it a try for 30 days for FREE

  • image Jannet says:

    Hi, Andrew.

    I’d suggest to check out PM solution for agencies and studios by Comindware – https://www.comindware.com/solutions/marketing-project-management/ I like it for its automated priority-based planning, automated plan updates according to real-time project status, easy workload control and (my favorite!) advanced collaboration options including online discussion rooms. You have to buy license for key project members and can invite unlimited number of collaborators which can take part in discussions and see tasks assigned to them, but not project in general.

  • image Steve says:

    Hi Ben,

    I would also like to mention WorkZone (www.workzone.com). Originally built with agencies in mind, it remains one of the longest running web-based project management and resource allocation tools on the market. Tracking projects becomes less stressful because everyone on your team has access to the current status of all projects and tasks. WorkZone also gives you a view on who is busy, allowing a manager to gauge workloads easily.

    Video (only 3-minutes!): https://www2.workzone.com/about-us/intro-to-workzone-video/

    Thanks!

    Steve

  • image Rodney says:

    If you manage people as much or more as you do projects, if you need something more flexible then standard project tools, something that will cover 80% of what crosses your desk, and you’re a manager or VP or C-level officer, and you wouldn’t describe yourself as a project manager per se, then you fit what we do, and we use ManagePro (https://www.managepro.com). It’s the project management tool that’s designed for people who aren’t. A lot of hp to handle everything from tracking what you’ve delegated to dashboards, and allows you to drag and drop Outlook emails into the project plans as well.

  • Blatant self promotion, but checkout Forecast.it

    Forecast.it is a full end-to-end data-driven Project and Portfolio Management (PPM) platform that is easy-to-use right in your browser. The solution predicts time and cost for your projects intelligently and lets you organize and run all your agile or traditional projects. With our easy-to-use interface you get the full portfolio and resource overview of all your projects in one solution.

    Forecast.it is for startups and enterprises who wish to get predictability into their budgets and projects. It is for companies who want the full portfolio and resource overview and organizations that want to get their distributed teams of any size more organized and productive.

  • image Toni says:

    Hello,

    for project and project portfolio resourcing I’d like to mention Silverbucket as well. It’s an option worth checking out if you are looking for a visual, simple solution for resourcing. There’s also a time tracking feature included.

    https://www.silverbucket.fi/en/

  • image Sandeep says:

    I would like to recommend workasteam. It provides a simple excel like interface for creating gantt charts which are updated in real time when team updates their work status. It also provides charts such a S-Curve, Effort utlization vs work % complete and Effort distribution among other things, giving you deeper insights into your project status.
    https://www.workasteam.com

  • image Jane says:

    If you are in the film/TV industry and looking for resource scheduling, project and task management software, you should try FoxOMS. Its worth a look especially if you like working with a timeline interface. https://www.foxoms.com

  • image Victoria Evans says:

    I run a creative agency and my team and I are currently using Briefcase – By far the best solution I’ve found for job management, scheduling, time tracking, reporting, invoices, quotes and estimates, everything we need in one place and more! A beautifully designed interface, it’s intuitive, logical and clear! Would highly recommend giving them a go – https://getbriefcase.net/

  • image JT says:

    Hi Ben,
    The list would not be complete without eSilentPARTNER (www.eSilentPartner.com). It’s fully integrated web-based project management and accounting software for ad agencies and professional services firms. They just released some slick project management features including Kanban boards and the system is HTML 5 compliant. The accounting is also strong with multi-company and multi-currency capabilities. It can also handle VAT tax for our Canadian friends:)
    Definitely worth a look! https://www.esilentpartner.com/index.html

  • I created this software — Colarosa.com — I advertise it as a system capable of “enabling increased efficiency with streamlined project dashboards, scheduling, file sharing and more.” It’s best feature is it’s ability to get internal and external stakeholders all on the same page.

    Feel free to try it out!

    Best,

    Alessandro

  • image Aga says:

    Great article and website. I’m not a DPM myself, but interested in a subject. What about Slack when it comes to useful tools?

    https://slack.com/

  • image John Crowe says:

    Another great system in this area is Data Valley http://www.datavalley.co.uk, this is a modular based system which integrates into Production Jobs for project management, Media for managing Media schedules, Timesheets for logging internal or chargeable time and also has its own Accounts module as well as being able to export to other finance software such as Sage. Latest version for Production is all web based also.

  • image Chris Brown says:

    Hi Ben,

    I just found you listing and wanted to add our product to that list. There are lots of products on the market, we believe that our system AccountAbility, http://www.accountabilityaccess.com, is one that more than merits this list. AccountAbility is an integrated project management, media and financial system built in the cloud and designed exclusively for today’s communication agency.
    We built it from the ground up so everything you see is in the system, no bolted on components, no emulation to access the system.
    Our clients highlight low cost, ease of use, and all agency integration as reasons, amongst others, why they work with AccountAbility. We are in 25+ nations, multi language, multi currency, with consolidated accounting across offices. We welcome comments and if more interest please contact me.
    Best,
    Chris Brown
    c.brown@accountabilityaccess.com

  • image Aakash says:

    Agreed with your initial line about ‘my preference is for tools that do one thing really well rather than a catch-all tool which does lots of things, but none of them quite right’. I feel like resource scheduling tools always get grouped into other software offerings, (especially in PM tools) even though resource management should really be treated as a separate but integrated function.

    Saviom Resource Management Software (www.saviom.com/resource-management-software.aspx) are one of the few tools on the market that provide a full Enterprise Resource Scheduling solution. You should definetely check it out!

  • image Julie says:

    I have used and loved Workamagig.

  • image De says:

    All. The company I am with is using Basecamp and Harvest but I really am looking for something a bit more.

    Backstory: we work with a team of contractors that all have different levels of tasks they can do. Some are available at different times, some only can do specific tasks, and some only have a specific amount of hours they can work. I am looking for something to input their information in and to click a type of filter that lets me know who is available in the afternoon and can review a site on Firefox (for example). I don’t want anything overly complicated. If it can be integrated with BC and Harvest, that would be great but not necessary.

    Thank you!!

  • image John says:

    Hi All,

    If you want a SaaS for managing employees’ schedules, I recommend QuickTask.com’s Schedule, https://quicktask.com/schedule/ , software. For those that need a SaaS for customers to be able to take appointments, QuickTask.com offers its’ Rendez-Vous, https://quicktask.com/rendez-vous/ , software. Schedule and Rendez-Vous are both easy and fun to use.

  • Great read thanks for sharing! These tools are a great help especially for freelancers online businesses. Time tracking tools are also important as it helps you and your employees keep track of your time and productivity. By using web-based time tracking tool from sites like https://www.clockspot.com/ you can micro manage your projects and be more effective with completing your tasks.

  • image TFearon says:

    Hello,

    I am working in a digital agency who are currently scheduling with spreadsheets (ahhhhhhh) I know!
    I am looking to introduce a tool for resource scheduling and project management – I just dont know what ones to trial out

    I like
    Float
    Hub planner
    and resource guru

    and feedback on these ??

    • image Jodie says:

      Hi,
      Can I also recommend reviewing admation
      Admation offers both approval workflow, project management and resource management features. It comes with integrate image library and final assets library, basically meaning you can use one solution to manage your projects from beginning to end. You can find more information at http://www.admation.com
      Good luck with your search.

  • Could someone give me some advice.
    I hire out teams of 2 specialists to different customers. I whish that the specialists can list available time and I want the customer to see when the resource is available ( full team of 2 specialists) and be able to make a reservation. I will then confirm it and bill accordingly.
    Does anyone know of a system that handle this. I don`t want my customer to see who the specialist is, just availability….

    Regards Stefan

  • image Ryan Law says:

    Hi Ben,

    Awesome list of PM tools, really appreciate the compilation! Coming from a digital agency background, we always struggled a bit with the complexity and unnecessary features in some of the more comprehensive PM tools. If you’re looking for a streamlined approach to managing your agency’s resources and projects, you could always look into something like resource management: https://www.scaleapp.com/blog/why-most-project-management-software-is-too-complex-for-agencies

    Hope it’s helpful to a couple of PMs or agency people out there!

    Thanks again Ben!

    Ryan

  • Nice article thanks for sharing it.

  • image Matthew Davis says:

    Nice article…
    AT BETAPAGE, Fiirefly is a the project management tool you always wanted for your small company.

  • image Tom Best says:

    If you’re using Outlook, TimeSheet Reporter makes it possible to track time via your appointments.

    Great article, thanks. :)

  • image Romit says:

    I would prefer one of the Best Resource Scheduling Software which I think you missed to mention here. eResource Scheduler is really a wonderful software for any company who is looking for resource management. Find more about it here- https://www.eresourcescheduler.com

  • image Zbigniew says:

    Hi Ben! Great article and summary of the tools.

    I would be happy if you spare a minute and also take a look at the tool for resource management we recently released – https://teamdeck.io – it’s a complete solution for agencies and software houses when it comes to planning new projects and sales pipeline, measuring time via timetracker and timesheets or even requesting vacations.

  • image Jerry Lewis says:

    Thanks for the list! I’d like to add another project management tool – Deskun (https://deskun.com/), it’s a cloud based system mostly suitable for small businesses.

  • Hi Ben. Great overview and I would also like to add our solution, Retain International. Founded in 1992, Retain is utilised by professional service firms to increase efficiency, revenue and remove the pain often associated with resource planning. We develop the software based on client feedback to offer the most effective solution possible. If you are looking for a better way, please take a moment to visit https://www.retaininternational.com and see how Retain has helped our clients. Many thanks. Daniel

  • image Ian says:

    Great list. But I think there is another pressing need in the area of project / resource management that these tools do not address. These tools do a fantastic job of scheduling resources to project work at a tactical / low level. But as organizations scale (and they do not have to be that big) they need to then take strategic approach to their resource management.

    So by this I mean answering questions such as:

    – Given the projects underway and in the pipeline how many resources will we need over the next 12 months?
    – What skills mix will we need in those resources?
    – Will we have to hire / fire resources and if so when?
    – If we change around the priorities of our projects, how will this impact deadlines and resource needs?
    – What will happen if we start up 5 new projects next month?

    These kind of questions are key but rarely answered by project management or resource scheduling tools. Perhaps a good topic for another article?

    There are a few tools that do help you answer the questions above Kelloo (https://www.kelloo.com) is one I have used with good success. There was another I used (Atlantic Global) but I can’t track a website down for them.

    Basically, Kelloo / AG includes features for resource planning, resource capacity planning, resource demand planning, scenario modeling, what-if modeling etc. They take a more strategic approach to resource planning. Something that most organizations do in spreadsheets but do very badly.

    • image S?awek says:

      Hi Ian:-) thanks for rich comment. I am looking for tool what you described and I think about Hub Planner, which is on the first place in article above. Did you use it? Thanks for help and great thanks for author of this article:-)

      • image ian says:

        Hi Sawek – yes I did try try Hub Planner. It was a nice tool, but was dealing with basic day to day scheduling of resources in a calendar format. It didn’t help me with the problems I was having as expanded upon in my prior post.

        I think we need to make a distinction when talking about resource planning / resource scheduling tools. There are many tools out there that let you allocate a resource to a piece of work for a period and then let you keep tabs on the resources utilization levels. So I would include tools like Hub Planner, Float and 1000K foot in this category. They tend to rely on the scheduler managing the schedule / allocating the tasks to smooth the workload of the resources.

        Then you have tools which are dynamic. What do I mean by this?

        – You do not have to manage the schedule at a low level, which is great as your resource levels increase.
        – They help you understand how you can solve your resource problems (not just tell you that you have a problem).
        – You can explore different resourcing options to optimize your resources usage.
        – You can model the impact different resource levels will have on your deadlines (i.e what happens if I hire / fire etc).
        – Selecting different project options will have a radical impact on your resource plans. I.e. if a new project is started up but others put on hold, you need to quickly understand how this impacts your resources.

        So these tools tend to have a higher level focus and the planning horizon tends to be weeks to months as opposed to what is happening today / this week. I would badge these tools as resource capacity planning solutions. I started off looking at https://www.liquidplanner.com. I liked the tool. The alternative to liquid planner that I ended up using was https://www.kelloo.com.

  • image Jamie says:

    We use Briefcase and couldnt be happier. Suits the studio perfectly and the support and customer service we get is the best. We looked everywhere for a system that can combine everything instead of having to use 3-4 different applications.

  • image Amy lawrence says:

    Thanks for the great list, i would like to point out another Ad agency project management software called iWorkSync Ad that is created to manage daily activities of an advertising company or agency. iWorkSync-AD is a fully integrated business management solution designed specifically for Media companies businesses. iWorkSync-AD integrates functions of all your departments including Accounts, Production, Media and Finance. iWorkSync-AD offers whole business automation, quick-to-implement and easy-to-use. iWorkSync-AD promotes productivity, boosts creativity, and adds to the top and bottom lines of an advertising agency.
    See more about the product at – https://www.iantz.in/iworksync.php

  • image Artur says:

    This list would be more complete with solutions that fit smaller teams and freelancers like https://paretocrm.com project management tool which is extremely easy to use and fits small businesses perfectly.

  • image Karl says:

    Hi Ben!

    Great article!

    I would just add https://www.ganttic.com/ to here. I feel this is one of the most simple and intuitive resource planning tools around.

  • image Megan Wale says:

    Hi Ben!

    Such delightful article for project managers. Most tools offers resource management and capacity planning .
    I would like to take this opportunity to introduce https://www.techno-pm.com which has a variety of free project management templates on resource plan.
    Key features-
    It covers following templates https://www.techno-pm.com/p/resource-plan.html
    1.Excel based resource plan
    2.Excel Capacity Plan
    3.Excel Resource Matrix
    4.Resource Management Plan
    5.Agile Capacity Planner
    6.Team Resource Plan
    7.Project Resource Planning
    8.Advanced Resource Plan

  • image Susan Daigle says:

    Great Post.

  • Another one to consider is AlchemyWorks Projects, a comprehensive project and portfolio management system that has a strong mobile interface. https://www.alchemyworks.com/

  • We’re happy to see that elapseit (https://elapseit.com/) project management online software is included into your list. :D

  • After testing dozens of different tools I ended up with Proggio, a new tool that save me time and add great visuals for my project plan. Also currently has free trial, check it out https://www.proggio.com

  • image James Lou says:

    Useful article! Thanks!
    My project management toolbox is LeaderTask (https://en.leadertask.com/) and common calendar aka Google.

  • image EU-T says:

    We have been using Breeze for a few years and are still amazed by its powerful functionalities. Thanks Rene for the good work!

  • Hi,
    Please have a look at the features of StaffTimerApp (https://stafftimerapp.com/) and I am sure you would consider including it in the list.
    Screenshots capturing and processing
    Flawless hours tracking.
    Instant Screen Capture.
    Real Time Monitoring.
    Video Monitoring.

  • image Rosanne says:

    Hi everyone,

    I have been looking for a planning tool for our online marketing agency for some time now. The main problem I keep bumping into is that with each planning tool you can only plan per day and not per week. We are an agency that work on a weekly basis. Every employee has 40 hours per week, every client gets a certain amount of hours out of these 40 every week. I am looking for a planning tool that allows us to plan these hours without placing it on a certain day. Our employees get to decide themselves whenever they want to spend those hours on that specific client.
    Does anybody know a planning tool that has this feature?
    I am looking forward hearing from you guys.
    Thanks in advance!

    Rosanne

  • image Kate says:

    Great list of tools ! Fanurio https://www.fanuriotimetracking.com is another project management software for small teams.

  • image queuedr says:

    hello there thanks for the information and posts

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