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 explain what resource scheduling software is, how they’ll help you manage, allocate, and schedule your team and resources better, and provide a summary of their features so you can easily compare and find the right team and project resource scheduling tools for you.
Resource Management Software Comparison Criteria
To be featured on this resource management software list, I evaluated tools based on the following criteria:
- User Interface (UI): How well-designed is it? Does it offer clear displays and intuitive navigation?
- Usability: Is it user friendly and easy to learn and master? Are there tutorials to help improve its ease of use? Does the company offer good tech and user support?
- Features & Functionality: How many of the key resource management software features and functions does it provide, and how powerful are they? Specifically, I looked for:
- Automation: Automatic resource scheduling features are a major reason to use resource scheduling software. At the very least, this means that your tasks will automatically adjust when moved around, according to the dependencies you’ve set. It can also include custom workflows with automation to help streamline repetitive processes.
- Real-time scheduling:The best resourcing tools give you real-time visibility into workloads and let you monitor progress, see resource utilization, and make adjustments in real-time.
- Alerts:A good resource scheduler lets you customize the type of notifications and alerts that each user receives (email, desktop, etc), ensuring that alerts about resource utilization and workload keep the right people updated.
- At a glance resource schedule: Does the tool provide a bird’s eye view of available resources, billable hours, and resource capacity?
- Integrations: Is it easy to connect with other tools? Any pre-built integrations?
- Value for $: How appropriate is the price for its features, capabilities, and use case? Is pricing clear, transparent, and flexible?
- Customizable: Can you customize the software to fit you and your team members needs? Are there drag and drop functions that allow you to quickly make changes? Can you toggle between different views such as kanban and calendar views?
The 12 Best Resource Scheduling Software Overviews
This review covers the above resource scheduling optimization tools in detail, followed by a list of additional resource planning and scheduling tools to check out.
1. 10,000ft by Smartsheet – Best for matching resources and team members to specific projects
10,000ft, 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 10,000ft, from 10-person shops and 100-person teams within global brands to 1,000+ person professional services firms. 10,000ft has been recognized for its design excellence with awards from FastCo, SXSW, IxDA + IDSA.
10,000ft 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, 10,000ft helps match team members to the project’s requirements according to different criteria like disciplines, skills, availability, and more.
- Combines time tracking and resourcing
- Able to forecast resource utilization
- Skills database helps resource allocation
- Intuitive for keeping timesheets and assigning hours
- Initial resource set-up takes time
- Could use better data visualization
- Bulk project edits don’t apply to resource field
2. 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.
- Easy capacity management
- Distinguish between soft and firm allocation
- Good reporting functionality for resource data
- Resourcing fully integrated with master planning
- Can’t organize deliverables at the task level
- No top level administrator with omnipotent access
- Approvals not as flexible as other options
3. Float – Powerful scheduling with dedicated integrations, and mobile apps
Float combines resource management and scheduling in a powerful, easy to use software solution. Its robust feature set makes resource scheduling simple – as it should be! Built for agencies, studios, and firms, some of the world’s top teams use Float including Deloitte, Ogilvy, BuzzFeed, and MetaLab. Its intuitive interface and fast scheduling tools make Float a suitable solution for teams big and small.
Scheduling in Float is lightning-fast. You can create and assign projects and tasks to your team within seconds. Making changes is also easy with a right-click menu full of editing shortcuts, and a drag-and-drop interface that makes reassigning and updating tasks a breeze. Even with an enterprise volume of people and projects, Float’s interface can handle it.
The schedule view is your go-to for a high-level overview of your project pipeline and resource capacity. Drill down deeper with a universal search bar, and filter functionality. Get an accurate view of your team’s availability with custom work hours, public holidays, and scheduled time-off. Add custom tags such as location and skillsets to your people and projects, and use the scheduled status feature to let everyone know when you’re working remotely, from home, or offline in a team workshop on any day.
Track your resource utilization, monitor project budgets, and forecast your team’s capacity with real-time reporting. Adding time tracking to your account gives your team access to pre-filled timesheets, so you can compare your estimated hours with the actual time spent on project tasks.
Float’s dedicated integrations mean you can streamline your resource scheduling workflow with other tools, seamlessly. Import your Google or Outlook Calendar events directly onto your schedule. 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 $5 per scheduled user, per month, or $10 with time tracking, with volume and yearly subscription discounts available.
- Easy-to-use resource editing tools
- Set custom work hours
- Can monitor budgets and forecast capacity
- Easily add contract workers
- Time tracking feature
- Updating staff/personnel list is time consuming
4. monday.com – Simplistic and engaging design, flexible planning, and clear communication between teams allows for easy and informed decisions around resource planning.
monday.com is a flexible platform to help teams communicate in context, get a birds-eye view of outstanding projects, available resources, and projected timelines. monday.com’s simplistic design and straight-forward interface mean teams can get started planning timelines, assigning project ownership, and managing any project in minutes.
monday.com offers various views to represent data, so each team member can work according to his preferences. With workload view, you can easily see who’s able to take on more work and who’s not. Gain insight into your team’s work capacity and make adjustments to timelines or ownership accordingly— no matter where you are. The monday.com app gives you the flexibility and power to run your team on the go. You can organize your daily work, projects, and teams all in one place.
Monday.com has over 40 integrates with apps like Slack, Excel, Google Drive, Gmail, Google Calendar, Jira, GitHub, Trello, Dropbox, Typeform, and others, accessible via Zapier.
monday.com costs from $17/month for two users.
- Color coded status great for resource overviews
- Easily create boards dedicated to operational resource tracking
- New features being rolled out regularly
- Quick learning curve
- Does not have resource forecasting
- Horizontal pipeline views means excessive scrolling
- No single-user plan
5. Saviom – Highly customizable resource scheduling tool offering deep visibility into complex resource data.
Saviom is a powerful enterprise resource scheduling software solution. Its resource scheduling system has a high-level Gantt scheduler which will sync your business-wide resource activities to the project schedule. The scheduler lets you flip through multiple resource bookings, generate estimates, and find out which resources are available for your project, drilling down to their skills, location and other parameters. You can also pull unconditional insights off the enterprise schedule and track how your resources are positioned across core and non-core work. You can manage absences and correct resource overlaps and schedule imbalances with Saviom’s leave management portal.
Saviom’s analytics suite provides deep access to complex data, helping you detect and resolve resource crunches, surpluses, project disruptions and delays. You can also predict in-demand skills, resource demands and shifts in the work pipeline with the help of real-time business intelligence dashboards.
Saviom can integrate and sync easily with all your existing calendars, email, MS Project, Excel and other apps. To learn more about pricing you’ll have to get in touch with them, as they offer a customized, tiered pricing model.
- Drag-and-drop resource bookings
- Easily generate resource insights
- Comprehensive depth of resource filters
- Interfaces display a lot of information at once
- Unavailability of some fields in reporting
6. Hub Planner – Beautifully designed online resource scheduling software with stacks of enterprise-level features.
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.
7. VOGSY – Best for G Suite users.
VOGSY ties resource management together with project planning, task management, CRM, time and expense tracking, billing, and reporting in a streamlined workflow. Built for G Suite, VOGSY offers the robust security, ease of use and scalability of Google for services firms that need to easily plan and track a large variety of client projects.
VOGSY covers all the crucial elements of resource scheduling and has some unique additional features such as a resource availability heat map to provide a quick overview of the resource load. VOGSY automates a number of resource and project planning functions, including resource skill matching, estimated vs. actual project budgets and margins, and even deliverable templates prepopulated with activities and calculated costs to save time.
As part of VOGSY’s customizable notification offerings, you can even get your workflows sent to Gmail, assign tasks to resources and approve timesheets, quotes, invoices, and expenses from your email.
VOGSY has a minimal learning curve and its onboarding team helps ensure that new users get the most out of the software for their businesses.
On top of G Suite, VOGSY integrates with critical business tools like QuickBooks, Copper, Salesforce, Xero, Zapier, HubSpot, and Jira.
VOGSY costs from $9/user/month and offers a free demo and guided trials.
- KPI boards are easy to use
- Great integration with Google Sheets
- Search and filter functions are fast and easy
- Great real-time resource activity stream
- Overabundance of notifications
- Financial reporting could be more robust
8. Resource Guru – Reliable resourcing tool used by some of the world’s top agencies
Resource Guru is a dedicated resource scheduling software tool. With a great visual calendar style interface, it shows what everyone’s working on and clearly displays availability so you can maximize utilization. The tool allows Project Managers to make bookings simultaneously with no chance of stepping on each other’s toes.
Resource and project clashes are automatically prevented. Bookings can be added to a waiting list and used for capacity planning later. Each staff member gets their own resource dashboard so they can log in and know exactly what they should be working on. And to monitor business performance, powerful reports monitor utilization of your team, and help with capacity planning.
Resource Guru costs from $2.50/user/month.
- Availability bar for capacity planning
- Clash management for unintended overlap
- Pleasant and flexible UI
- Daily resource summary emails
- Very affordable per-user rate
- Unable to sort resources by experience level
- No copy-paste of resource tasks
9. Wrike – Best resource scheduling software for both small and large teams
Wrike is an award-winning, easy-to-use resource scheduling software trusted by 20,000+ organizations worldwide. It’s suitable for teams with anywhere from five members to an unlimited number of members. It’s highly configurable, allowing users to customize workflows, dashboards, reports, request forms, and more.
Wrike’s simple interface enables users to switch between Kanban boards, one-click Gantt charts, and traditional workload views, allowing them to choose how to visualize their priorities. Wrike also features task lists, dependency management, subtasks, calendars, and shared workflows. Unlock advanced insights with performance reporting tools, resource management and allocation, and more.
Wrike has an easy-to-use, intuitive interface and navigation with distinct spaces, folders, and tasks. Users can toggle between the home screen and timesheets, dashboards, calendars, reports, and the activity stream. Wrike has a dedicated help center with interactive training, videos, a ‘Getting Started’ guide, and a thriving community.
The tool also offers a variety of different yet specific solutions depending on the type of team or organization, such as marketing teams and professional service teams. Users can also try a variety of templates for common organizational processes.
Wrike offers 400+ pre-built native integrations, including integrations with the most popular file management software from Microsoft, Google, and Dropbox, along with sales and marketing software from Salesforce and Marketo.
Pricing starts at $9.80 per user per month. There are four different price points, including a free version and plans which offer the ability to invite free external collaborators to a paid account.
10. eResource Scheduler – Flexible and comprehensive resource management for organizations of any size, including Fortune 500s.
eResource Scheduler offers both Cloud and On-Premise versions with configurability & ease of use at core of its design. It’s been used by organizations of all sizes since 2011.
This resource scheduling tool’s features include a dashboard that highlights important information on single screen, along with multiple types of user-defined fields that allow capturing complete information (roles, skills, qualifications, certificates, team, office, etc.) about your projects.
The resource scheduling chart offers 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).
- Resource notification emails
- Ease of use and functionality
- Change control records for resource data
- Robust resource dashboard
- No invoicing module
- Convoluted pricing structure
The Best Resource Scheduling Software Comparison Chart
Below, we’ve put together a reader-friendly table neatly summarizing basic info about the best resourcing tools described in this article. There really is no single “best scheduling software” out there – you’ve got to choose the right tool for you.
A simple, lean project scheduling tool might be a perfect fit for a small in-house agency, while scheduling software for a small business with 100 remote employees needs an enterprise scheduling solution with a lot more functionality.
In the summary table below, we’ve pulled together some of the key features that’ll help you make a decision including trial length, price per user, and our rating. If you’re still unsure, lots of software offer demo and trials such as free 30-day trials that you can use to help you decide.
Other resource scheduling tools:
Below is a list of additional tools for resource scheduling that we didn’t take a look at in the list above:
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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?