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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

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. Mavenlink
  6. VOGSY
  7. Forecast
  8. Clarizen
  9. Elapseit
  10. Productive
  11. 10,000ft
  12. Retain
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 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:

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 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.

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

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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’s team schedule view. View your schedule by people or projects.

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

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

Overall, this is an easily accessible tool: not only does Float have a mobile app for iOS and Android, but it also integrates with 1000’s of your favorite apps via Zapier, and features direct integrations with Slack, Google Calendar, Outlook Calendar and Teamwork Projects. Float offers a free 30 day trial and costs from $5/user/month (with unlimited, free guest access).

Overall Score: 9.8
Visit Website
  • 30 days free trial.
  • from $2.50/user/month.

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2. 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 guru - project management tool resource scheduling screenshotResource and project clashes are automatically prevented.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.

Overall Score: 9
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  • 60 days free trial.
  • from $69/10 users/month.

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3. Hub PlannerBeautifully designed online resource scheduling software with stacks of enterprise-level features.

Hub Planner is a sweet looking resource planning and management tool for PM’s to plan, schedule, track and book their teams of resources. The tool focusses around a high-level view of resources, their capacity and utilisation, and also gives PM’s the power to deep dive into projects to at a glance establish progress, billability and profitability.

hub planner screenshot - project management tool with resource scheduling

Within the tool are some powerful tools and features for resource scheduling and planning – with drag and drop and filtering, timesheets – to analyse schedule vs actuals, and reporting – with smart report templates and custom reporting capability. Helpfully, it also has an API so you can plug it into your other systems too. Hub Planner costs from $69/10 users/month.

Overall Score: 9.4
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  • Up to 6 weeks free trial.
  • Priced by custom license.

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4. SaviomHighly 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 screenshot - project management software resource scheduling tools

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.

Overall Score: 8.8
Visit Website
  • Free demo and workshops.
  • $19/user/month.

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6. VOGSY – Sophisticated but simple professional services automation built on G Suite.

VOGSY brings all project fundamentals together in one tool – including of course, resource scheduling – to help teams plan and deliver projects on time and within budget – all while exceeding expectations. This tool is your activity feed, your communications center, repository, planner and go-to for most everything.

VOGSY screenshot - project management software - resource scheduling tools

Heat maps for billable utilization and availability make it easy to manage your team’s workload, schedule projects and maximize utilization. Milestone and activity management, time and expense tracking, contractor management and more help you keep projects on track. Plus, VOGSY unites everyone in your business in one tool, so all teams have a real-time look at project health and progress, giving you the insights you need to increase profitability. It’s easy to get up and running since VOGSY was built for G Suite and has the same ease of use, reliability and security of Google.

Overall Score: 9
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  • 14 days free trial.
  • from $24/seat/month.

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7. Forecast – Streamlined resource software with cutting-edge automation and plenty of pre-built integrations.

Forecast is a brilliantly simple combination of a resource scheduling and project management tool built on the foundation that successful projects require a combination of short and long term planning. This software does not dictate how you work – so you can mix scrum, Kanban and traditional waterfall style Gantt scheduling.


The Artificial Intelligence (AI) built into Forecast enables you to easily spot projects that are at risk of delay or veering off track. Build and share your own powerful dashboards, reports and insights so you can put real-time information right at your team or clients’ fingertips. Effortless resource planning enables you to track utilization and capacity. In the upcoming work view the connection between prioritization and scheduling easily let’s team members focus on the most important tasks. Forecast has a free 14-day free trial and costs from $24/seat/month.

Overall Score: 9.2
Visit Website
  • 30 days free trial.
  • from $30/user/month.

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8. Clarizen – Fully-featured, enterprise-grade project management tool with resource scheduling.

If you’re looking for an enterprise level resource planning tool with a fully tailored project management toolkit , check out Clarizen – a complete professional services automation (PSA) platform with a great set of tools for managing projects, tasks, resources, and budgets – wrapped in a single product.

clarizen screenshot - project management software with resource scheduling toolClarizen brings together project management, configurable workflow automation, in-context collaboration and a tailored, role-based experience that simplifies work, reduces communication overload, and provides visibility so everyone can work more effectively and adapt to changes. It centralizes release plans, release backlog data, bugs, documents, communications and more into one system, helping you to deliver releases efficiently, track and prioritize incoming tickets and schedule them for iterations with stacks of handy built-in reporting. Clarizen costs from $30/user/month.

Overall Score: 9.2
Visit Website
  • 30 days free trial.
  • from $5/user/month.

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9. elapseit – Complete resourcing tool for startups and freelancers with built-in project management and invoicing features.

elapseit is a powerful, online project management software with highly connected features: time-tracking, resource scheduling, task management, invoicing, time-off management, Kanban board, dashboard, reports, document management all together in a secure user experience, through different access levels. Time-tracking includes an approval workflow and is pre-populated automatically based on allocations and you can generate multi-language invoices based on those hours. The resource scheduling integrates also vacations and bank holidays. Includes a leave planner with approval workflow and evidence of remaining vacations days.Take full control over your projects using the task management tool and the Kanban board: estimate tasks, assign & log hours, upload attachments, add comments and collaborate with your team. It suits perfectly all kind of projects: fixed fee, time & materials or internal. It’s the best option for all size companies. There is a freemium version which includes all features. The price starts at 5USD/user/month.

Overall Score: 8.6
Visit Website
  • 14 days free trial.
  • from $12/user/month.

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10. Productive – Easy-to-learn resource scheduling software for agencies with powerful, visual reporting features.

Productive is a well rounded agency management software with a stack of powerful functionality that gives you the tools and data you need to keep your business profitable.

Built with over a decade of founding, managing and scaling a software development shop, Productive handles your workflow from sales to invoicing and everything in between.

Productive screenshot - Project scheduling software

Productive’s budget table that’s fully customizable, showing budget usage, time usage, profitability, invoicing and much more.

Getting a deal, sending a proposal, scheduling your team, tracking hours, and ultimately getting paid should come with a clear and transparent track record. With a focus on profitability, Productive gives you the power of understanding your margins in real time as well as forecasting budget spend in the future.

Productive costs $12/user/month. They also offer a fully featured, free 14-day trial.

Overall Score: 9.2
Visit Website
  • 14 days free trial.
  • from $15/user/month.

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11. 10,000ft – Robust, affordably-priced resources scheduling software that’s easy to learn and scale.

10,000ft brings a refreshingly simple yet powerful approach to project management and resource scheduling. Unlike most tools in its class, 10,000ft helps your team make confident operational decisions without the overly complicated processes or steep learning curve. The value of the tool is centered around a handful of powerful and interconnected features: project planning, resource scheduling, utilization reporting, timesheet and work status tracking, task management, and project analytics reporting.

10000ft screenshot - project management tool with resource scheduling

For integrations,10,000ft connects well with internal workflows and software suites. They provide a flexible API and Zapier integration that can connect with top operational tools for analytics, communications, PM, ERP, and finance.

Considering the support level, feature set, team scalability, and ease-of-use, 10,000ft is very well priced against other top tools in the industry. Their pricing plans start at $15/user/month for smaller teams, and they offer a Pilot program, as well as customized Enterprise pricing for larger teams.

Companies who use 10,000ft range from 10-person shops, to 100-person teams within global brands, to 1,000+ person professional services firms. Some of the notable companies within their user base include Ogilvy, Accenture, Mercedes Benz, Twitter, AECOM, and SONY.

Overall Score: 9.2
Visit Website
  • Free demo.
  • Pricing on request.

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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.

Retain screenshot - Resource Scheduling Software

Available features include resource scheduling, capacity planning, demand forecasting, talent management, and a powerful, visual reporting capability. Using a customisable 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 utilised as a Microsoft Windows platform, a web application, or both.

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

Overall Score: 8.8
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The Best Resource Scheduling Software Comparison Chart

Below, we’ve put together a reader-friendly table neatly summarizing basic info about the best resourcing tools described in this article. There really is no single “best scheduling software” out there – you’ve got to choose the right tool for you. A simple, lean project scheduling tool might be a perfect fit for a small in-house agency, while scheduling software for small business with 100 remote employees needs an enterprise solution with a lot more functionality.  In the summary table below, we’ve pulled together some of the key features that’ll help you make a decision including trial length, price per user, and our rating.

Software Overview Trial/Demo Price Score Site
Floatfloat logo Read Float features & functionality 30 days trial. from $5/user/month 9.8 Check Out Float
Resource GuruResource Guru logo Read Resource Guru features & functionality 30 days trial. from $2.50/user/month 9 Check Out Resource Guru
Hub Plannerhub planner logo Read Hub Planner features & functionality 60 days trial. from $69/10 users/month 9.4 Check Out Hub Planner
Saviomsaviom logo Read Saviom features & functionality up to 6 weeks trial. Priced by custom license. 8.8 Check Out Saviom
Mavenlinkmavenlink-logo-project management software tools Read Mavenlink features & functionality 10 days free trial from $19/user/month 9.4 Check Out Mavenlink
VOGSYVOGSY Logo - Resource Management Software Read VOGSY features & functionality Free demo and workshops from $19/user/month 9 Check Out VOGSY
Forecastforecast logo Read Forecast features & functionality 14 days trial. from $24/seat/month 9.2 Check Out Forecast
ClarizenClarizen-logo Read Clarizen features & functionality 30 days trial. from $30/user/month 9.2 Check Out Clarizen
Elapseitelapseit logo Read elapseit features & functionality 30 days trial. from $5/user/month 8.6 Check Out Elapseit
Productiveproductive logo Read Productive features & functionality  14 days trial. from $12/user/month 9.2 Check Out Productive
10,000ft10000ft logo Read 10,000ft features & functionality 14 days trial $15/user/month 9.2 Check Out 10,000ft
Retain logo Read Retain features & functionality free demo. Pricing on request. 8.8 Check Out Retain

Other resource scheduling tools:

Below is a list of additional tools for resource scheduling that we didn’t take a look at in the list above:

Want Help Narrowing Down the Options?

This tool is pretty useful. We’ve partnered with Crozdesk to give you access to their “Software Finder”.

If you input some of the details about your project and the features you’re looking for in a project management tool, it will generate a list of tools that match your preferences. You provide your email, and they send over a nice PDF guide with a summary of your best matches.

What do you think?

What else is there to project management tools and resourcing scheduling software? We’d love to hear if you’ve got any suggestions, tips or thoughts on using this kind of software – why not share them using the comments below?


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Manage any team on any project in a flexible platform that helps you accomplish more, together.


Ben Aston

About Ben Aston

I’m Ben Aston, a digital project manager and founder of 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.


  • Chris DCosta says:

    May I recommend StrikeBase ( )
    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!

  • 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

    • 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

  • Alison says:

    I’d like to recommend LiquidPlanner ( 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!

  • 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?


  • Tibi says:

    Hi Ben,

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


  • René says:

    I really think 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.

    • 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

  • 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

    • Nats says:

      I agree, Hub Planner nailed it! +1

    • 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 :)

    • Adam Carr says:

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

    • 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!

    • 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.

  • Rene says:

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

  • 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.

  • Robert says:

    Also, check out 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 it helps visualize and manage project workflows. Currently Casual is mainly used by teams with digital projects.

  • Albert Cohen says:

    In the same vein as OpenAir, I would like to mention Resource Planning by Retain International ( 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.

  • 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.


  • Mariel says:

    Hi Ben, I came across your article, and was wondering if you’ve seen our project management app? It’s called Trigger (, 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! :)

  • Sam Nolan says:

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

  • Steve says:

    I’d like to recommend Neutrino ( 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.

  • Jon says:

    Great list of PMS!

    You might as well check this list of over 40 project management software –

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

  • Erin Cummins says:

    Great list!

    Newcomer, Allocate (, 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.

  • 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 and Trello

    2. Resource Planning and Scheduling
    We use Hub Planner

    3. Invoicing
    We use Harvest

    4. Document Sharing
    We use Google Drive

    I am pretty happy with it…

  • Kim says:

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

  • Mike says:

    Also take a look at, 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.

  • 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:

  • 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

  • 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.

  • 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:

  • 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 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…

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

    I use 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

    • 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?

  • Rana Porter says:

    Hi, Check another service, we built for SMBs. Simple to use, easy to adopt. For ideas, files and task collaboration. Available to discuss more anytime. (solution specialist, Oogwave)

  • Catherine C says:

    Hi Ben, just stumbled upon your great PM tools list. Wondering if you would consider adding to it?

    Thanks again for this,


  • 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.

  • 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

  • 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.

  • 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

    • 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.

  • Himali says:

    For project management you can also give Brightpod ( ) 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.

  • says:

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

  • ganaysa says:

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

  • Jodie Byass says:

    Hi Ben,
    I can highly recommending adding admation – 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,

  • 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.

  • katrina says:

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

  • Jake Andrews says:

    Our team is using – 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:
    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 (, 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

  • 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 ( 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!

  • 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.

    Give it a try for 30 days for FREE

  • Jannet says:

    Hi, Andrew.

    I’d suggest to check out PM solution for agencies and studios by Comindware – 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.

  • Steve says:

    Hi Ben,

    I would also like to mention WorkZone ( 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!):



  • 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 ( 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 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. 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.

  • Toni says:


    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.

  • 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.

  • 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.

  • 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 –

  • JT says:

    Hi Ben,
    The list would not be complete without eSilentPARTNER ( 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!

  • I created this software — — 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!



  • 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?

  • John Crowe says:

    Another great system in this area is Data Valley, 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.

  • 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,, 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.
    Chris Brown

  • 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 ( are one of the few tools on the market that provide a full Enterprise Resource Scheduling solution. You should definetely check it out!

  • Julie says:

    I have used and loved Workamagig.

  • 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!!

  • John says:

    Hi All,

    If you want a SaaS for managing employees’ schedules, I recommend’s Schedule, , software. For those that need a SaaS for customers to be able to take appointments, offers its’ 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 you can micro manage your projects and be more effective with completing your tasks.

  • TFearon says:


    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
    Hub planner
    and resource guru

    and feedback on these ??

    • Jodie says:

      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
      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

  • 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:

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

    Thanks again Ben!


  • Nice article thanks for sharing it.

  • Matthew Davis says:

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

  • Tom Best says:

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

    Great article, thanks. :)

  • 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-

  • 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 – – 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.

  • Jerry Lewis says:

    Thanks for the list! I’d like to add another project management tool – Deskun (, 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 and see how Retain has helped our clients. Many thanks. Daniel

  • 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 ( 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.

    • 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:-)

      • 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 I liked the tool. The alternative to liquid planner that I ended up using was

  • 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.

  • 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 –

  • Artur says:

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

  • Karl says:

    Hi Ben!

    Great article!

    I would just add to here. I feel this is one of the most simple and intuitive resource planning tools around.

  • 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 which has a variety of free project management templates on resource plan.
    Key features-
    It covers following templates
    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

  • 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.

  • We’re happy to see that elapseit ( 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

  • James Lou says:

    Useful article! Thanks!
    My project management toolbox is LeaderTask ( and common calendar aka Google.

  • 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 ( 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.

  • 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!


  • Kate says:

    Great list of tools ! Fanurio is another project management software for small teams.

  • queuedr says:

    hello there thanks for the information and posts

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