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 2019.

Quickly Compare & Evaluate The Best Resource Scheduling Software

PM Software Resource Scheduling Logo Soup

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In this post we’ll also help explain what resource scheduling software is, how they’ll help you manage and allocate and schedule your team and resources better, and provide a summary of their features so you can easily compare and find the right team and project resource scheduling tools for you.

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. Float
  2. Resource Guru
  3. Hub Planner
  4. Saviom
  5. 10,000ft
  6. Paymo
  7. Forecast
  8. Clarizen
  9. Elapseit
  10. Productive
  11. Teamdeck
  12. VOGSY

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 the resource availability. It involves listing tasks, estimating their duration, identifying constraints, setting deadlines, identifying the resource demand, 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.

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, organise, and manage your  projects as well as your agency resources – whether they’re people, rooms, or phone lines. They can be used to develop resource plans and create 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, 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 software, time tracking, project communication, expenses, storage, 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
  • 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, smarter, and 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), 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:

Resource Management Software Comparison Criteria

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

  • User Interface (UI): How well-designed is it? Does it offer clear displays and intuitive navigation?
  • Usability: Is this easy to learn and master? Are there tutorials and training? Does the company offer good tech and user support?
  • Features & Functionality: How many of the key resource management software features and functions does it provide, and how powerful are they? Specifically, I looked for:
    • Automation: Auto-scheduling features are a major reason to use resource scheduling software. At the very least, this means that your tasks will automatically adjust when moved around, according to the dependencies you’ve set. It can also include custom workflows with automation to help streamline repetitive processes.
    • Real-time scheduling: The best resourcing tools give you real-time visibility into workloads and let you monitor progress, see resource utilization, and make adjustments in real-time.
    • Alerts: A good resource scheduler lets you customize the type of notifications and alerts that each user receives (email, desktop, etc), ensuring that alerts about resource utilization and workload keep the right people updated.
  • Integrations: Is it easy to connect with other tools? Any pre-built integrations?
  • Value for $: How appropriate is the price for its features, capabilities, and use case? Is pricing clear, transparent and flexible?

The 12 Best Resource Scheduling Software Overviews

This review covers the above resource scheduling optimization tools in detail, followed by a list of additional resource planning and scheduling tools to check out.

float logo resource management software

  • 30 days free trial.
  • from $5/user/month.

User Interface (UI)






Value for $


Features & Function


Overall Score


1. FloatVisually beautiful and simple resource scheduling software for agencies, studios and firms.

Since 2012, Float has been one of the most simple and flexible resource scheduling applications for agencies and studios. Its focus on resource scheduling makes it an ideal companion to other project management tools as it can help you plan your projects better and schedule your team’s time more efficiently.

Float screenshot - resource scheduling software tools

Float is one of best online resource scheduling tools for managing your staff’s workload, planning projects, and assigning overtime from a single interface. You simply click anywhere on the schedule to start assigning tasks to your team instantly.  Team members can access and make concurrent updates to your schedule, with changes captured in real time to ensure your planning is always up to date. You can send your team a personalized overview of their assignments in a weekly or daily email and keep track of live schedule changes via the activity feed.

In addition to the scheduling features, you’ll also find a useful budgeting tool for forecasting your team’s time and expenses, as well as powerful reporting that lets you filter your assignments by resource, department, client, project, and anything in between. Keep track of utilization, compare staff and contractor hours, drill down into specific departments, ad review billable and non-billable time, including public holidays and other time off.

Overall, this is an easily accessible tool: not only does Float have a mobile app for iOS and Android, but it also integrates with 100’s of your favorite apps including Basecamp, Asana and Trello. Float offers a free 30 day trial and costs from $5/user/month (with unlimited, free guest access).

Overall Score: 9.8
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Resource Guru logo - PM Tools with Resource Scheduling

  • 30 days free trial.
  • from $2.50/user/month.

User Interface (UI)






Value for $


Features & Function