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
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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.
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. 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
3. Mavenlink – comprehensive project and resource scheduling software that’s designed to integrate easily with other tools
Mavenlink is a well-rounded tool that bridges the core planning, execution, project accounting, and analysis systems in a single operating environment. It has modules for project management, accounting, resource management, business intelligence, and team collaboration. On top of this, it offers a system of dashboards, live time and expense tracking features, a great documenting system. And all of these best-in-class features are delivered through straightforward and minimalistic design.
Mavenlink ticks off all the boxes when it comes to resource scheduling. Some key features include resource forecasting, real-time utilization, capacity management, skills management, scenario planning, and role-based planning. Mavenlink offers a ton of other tools for managing a business beyond resource scheduling, including built-in BI reports, trend analysis, data visualization, data integration with other systems, project costing, invoicing, and much more.
I could go on and on about Mavenlink’s features because there really are too many to list—it’s a comprehensive suite, that, despite requiring time to truly master, has been recognized as being easy to use and learn. What’s more, the company leverages its professional services expertise as part of their offering, making available their Mavenlink BI Consultants who can build reports specifically for your business. As well, they provide some great training resources that can help mitigate the risks and costs of implementation.
Mavenlink takes a unique approach to integrations. As part of their “API-first strategy”, they’ve built a solution that doesn’t require a third party in order to integrate with any apps. They provide an integration platform (called M-Bridge) that’s designed to simplify integration between Mavenlink and other business apps like CRM, HCM, and financial software. On top of the M-Bridge platform, Mavelink provides several pre-built integrations with these tools: Expensify, G Suite, Xero, Salesforce, Netsuite, Jira, Hubspot, Slack, Concur, Dynamics 365, Qualtrics, Quickbooks, and Sage Intacct.
Mavenlink costs from $19/user/month and offers a 10-day free trial.
- 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
4. 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
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. Resource Guru – reliable resourcing tool used by some of the world
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
7. Runn – best resource management tool for capacity forecasting
Runn is a resource, demand, and capacity planning tool with integrated time tracking and powerful forecasting capabilities. The tool’s Planner interface provides you with a bird’s-eye view of all the projects and people in your organization, allowing you to quickly spot overbookings and manage resourcing and scheduling conflicts.
Runn lets you plan out work and phases using drag-and-drop functionality. The app also allows you to collaborate with your co-workers in real-time, making it especially useful for remote teams. Runn offers a number of charts and reports that update as you plan out your work— they provide an overview of capacity and workload, allow you to check resource availability on any given day, or drill into utilization rates to analyse how work is split between billable and non-billable work. All of this data can be filtered by role, team, or tags, (which you can use to identify people’s skills or location) and accessed from the Planner interface.
Runn generates easy to understand financial forecasts and surfaces relevant KPIs across the app, so you can keep tabs on your company, client, and project profitability; project performance; cost overruns; and actual vs planned variance. Runn supports both fixed-price and time and materials pricing methods, as well as custom and blended rate cards.
The app has built-in timesheets so you can better understand how time was spent compared to what was planned. Runn integrates with Harvest, WorkflowMax, and Clockify, so users can import project, client, and people data and sync time entries. Runn also offers a REST API that allows you to build out your own integration and send data to and from your favorite tools.
Runn is free to try for 14 days, no credit card required. Runn has three pricing plans: Free for Startup users (5 or fewer people), $10 per person for Pro users, and custom pricing for Enterprise users.
- Drag-and-drop resource scheduling
- Intuitive utilization reporting and forecasting
- Easily identify overbooked/unavailable employees
- Over-budget predictions
- No offline or mobile time tracking
- Limited number of integrations
8. 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.
- Planning data can be filtered by project, resource, or group
- Easily track several projects and generate reports
- Good overview of staff task/time allocations
- Poor visibility in the planning section (can’t see full titles, etc.)
- Difficult to edit people’s allocated projects
- Inability to expand on task bubbles to see more info
9. Schedule it – resource scheduling and management software with multiple customizable views, reports, integrations, and workflow automations
Schedule it is a powerful resource scheduling software with many customizations and options to fit your scheduling needs. Another plus is that you can access it on any device through a web browser or the mobile app.
It has a fast and intuitive drag and drop interface for clearly viewing and monitoring schedules and plans in multiple different live layouts and dashboards. You can also set capacity rules to avoid double booking, and use the skills and availability matching functionalities to find resources quickly.
Schedule it also includes reporting features and can integrate with over 2000 other software tools via Zapier, including Outlook, Google Calendar, Slack, Trello, Dropbox, and more.
Schedule it costs $15/user/month.
- Flexible and scalable platform
- Great for complex, long-term projects
- Drag-and-drop mode for all features
- Event filter easily excludes targeted resource data
- Report formatting not that easy to customize
- Color coding not transferred to Outlook
10. TeamGantt – easy-to-use online Gantt chart software with a simple read-only sharing link for quick collaboration and update opportunities
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.
- Flexible setup/tracking for projects
- Share charts without receiver logging in
- Easy drag-and-drop task duration
- Quick learning curve
- Dependency data is awkward at times
- Lack of in-app notifications
- Views can lag behind changes
11. MS Projects – best for general users
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.
- 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
- Limitations on collaboration tools
- Higher learning curve
- Few customization options
12. 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
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.
- Drag-and-drop organization
- Supports multiple currencies
- Data-rich dashboards
- Easy to duplicate bookings
- Displays can get pretty busy
- Search functionality could use improvement
13. KeyedIn – top-down, strategy-led portfolio management solution with capacity planning, resource management, PMO analytics, and revenue forecasting
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.
- Data-rich dashboards with multiple views
- Robust forecast dashboard with charts
- Supports multiple languages and currencies
- Must scroll through tabs to get a holistic view
- Project hierarchy gets complex for multiple projects
- No customer portal available yet
14. Notion – modern project management tool that houses your team projects, wikis, and docs in one platform
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.
- Useful scheduling templates
- Abundance of data and input types
- Flexible content within pages
- No activity/news feed
- No weekly calendar view
- No public facing API
15. ActiveCollab – set billable rates, log time on tasks and projects, easily generate records for client invoicing and handy project reports
ActiveCollab helps users manage their teams across projects, track time on tasks, and issue invoices for billable hours. This tool includes resource-relevant solutions like timesheets, profitability reports, internal hourly rates, and non-billable expense tracking.
ActiveCollab has rich planning features, great resource-tracking dashboards, timesheet tools, and financial estimates. These functions are all essential to any project manager in need of resource scheduling and planning help.
Integrations include Google Drive, Dropbox, Trello, Basecamp, Asana, Wrike, Slack, Hubstaff, TimeCamp, Quickbooks, Xero, Authorize.Net, Braintree, PayPal, Stripe, and hundreds of other third-party apps using Zapier.
Per our evaluation, the software’s Usability would benefit from the ability to filter tasks by their completion status, rather than having completed tasks in the same list with open tasks. This could make progress clearly visible to you, your team, and your clients.
ActiveCollab costs from $7/user/month and has a free 90-day trial.
- Easy to invite collaborators
- People/roll management
- Fully customizable API
- Great organization of task overview
- Can’t duplicate task lists
- No integration with GitHub
- No Kanban cards/tasks
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.
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:
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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?