Growing a business is hard work. And growing a business with limited resources can feel overwhelming.
Capacity planning enables you to organize your workload and get accurate insights on your resource capacity, so it helps you deliver your work on time and within budget. This can help you meet your current work demands and plan for future projects, accelerating your growth.
Capacity planning software helps project managers create demand forecasts, set prices and deadlines, oversee resource allocation, and increase their team’s efficiency.
Read my review to find out which are the 10 best capacity planning software project managers can use in 2023. The review includes a short description of each tool that made my list, screenshots, and a helpful comparison chart so you can determine which solution would be an asset to your company.
What do I look for when I select the best capacity planning tools? Here’s a summary of my evaluation criteria:
- User Interface (UI): I look for tools that offer a simple interface. Your project managers are busy enough as it is, they shouldn’t waste time looking for the right feature or functionality.
- Usability: I look for software that is easy to understand and use. The project manager should be able to learn how to get the most out of the tool after a short training period.
- Integrations: I look for solutions that integrate with the other software your team uses on a daily basis. The more integrations, the better.
- Value for $: I look for tools that can help you achieve multiple goals, so you get a good return on your investment.
Capacity Planning Platforms: Key Features
- Project management - Capacity planning is not possible without strong project management features because you need to stay on top of what your team is doing.
- Task management - You should be able to assign tasks and check on their status to see how they are going.
- Time-tracking - Knowing how long it takes to complete any given task with your current resources helps you with pricing your services and enables you to estimate your supply chain’s capacity.
- Resource allocation - You should be able to identify the weak points in your execution process and allocate resources to improve the delivery times.
- Business intelligence - The solution should organize your company’s data in neat reports so you can interpret the metrics and project your resource utilization and profitability with accuracy.
The Digital Project Manager is reader-supported. We may earn a commission when you click through links on our site — learn more about how we aim to stay transparent.
Wrike is a work management platform that lets you plug into 400+ integrations and customize your workflows, dashboards, and request forms.
This tool offers all-in-one capacity planning software where users can monitor projects, fill required gaps in workloads, capitalize on resources, and lean on a variety of templates to accelerate common projects and tasks.
Wrike has a user-friendly interface with advanced customization capabilities. For example. you can organize, see, and manage project timelines using Kanban boards, drag-and-drop Gantt charts, and detailed dashboards. Additionally, you have access to advanced insights with a suite of analytics, resource management, and performance-reporting features.
Wrike offers native pre-built integrations with more than 400 popular platforms, including Microsoft, Google, and Dropbox, along with sales and marketing software from Salesforce and Marketo.
Wrike starts at $9.80/user/month and has a free version for up to five users. There is also a 14-day free trial for paid plans.
monday is an open platform that enables team leaders to create their own capacity planning solution. The tool’s visual interface allows you to pick and choose the modules and integrations you need to use to create the perfect management software for your business.
With monday, you can project roadmaps, assign available resources, assess your team’s capacity, and automate workflows. The great thing about this solution is that it’s adaptable, so you can tailor it to your organization’s needs.
The tool’s time projection ability enables you to estimate how long it would take to complete a project with the resources at your disposal. You can also see how long it takes to deliver different projects, which can help with pricing your work.
Thanks to its project management and forecasting functionalities, monday enables you to determine your team’s current and future capacity with a high degree of accuracy.
monday integrates with dozens of apps, including Outlook, Microsoft Teams, Slack, Zoom, Google Calendar, Google Drive, Zapier, Jira, and more.
monday costs from $6/user/month. The platform offers a free-forever version for up to two users. You can also try out the pro version for free for 14 days.
Resource Guru is a resource management software that helps you schedule teams, people, and projects. Its drag-and-drop interface lets you assign work in seconds, and its entire UI follows the mantra of being clean and simple.
The software has two things I like a lot. The first is clash management which ensures that you avoid double bookings and overtime while taking into account individual working hours, workloads, and vacation time. The second is the waiting list. This feature keeps tabs on your resources and prevents over-allocation, so every resource has a manageable workload.
Finally, powerful reports give oversight of team utilization rates and capacity, so you know exactly where your time is invested and how much other work you can take on. These reports can then be automatically generated and sent via email to everyone on the team so they stay on track and informed.
Resource Guru integrates with Outlook and Google Calendar directly and with thousands of other platforms via Zapier.
Their martial arts inspired plans start at $2.50/user/month and offer a 30-day free trial.
Saviom capacity planning solution helps replace silos of information by recording and consolidating every resource demand on a centralized platform. It enables businesses to analyze resource excesses or shortages and bridge the gap by implementing corrective measures ahead of the curve.
Saviom’s features include resource demand management, forecast capacity vs. demand, foresee utilization, pipeline management, bench management, and forecast project financials.
When you are using the software, you can foresee the utilization of every resource and enhance productivity by mobilizing them from non-billable to billable or strategic work. It also gives you insights on project vacancies and people on the bench to help minimize hiring-firing cycles.
Wanna talk numbers? Saviom helps you track critical project financial indicators such as costs, revenue, profit margins, forecast vs. actuals, and other KPIs in real-time.
Saviom’s integrates with other applications for data imports and exports such as Salesforce, MS Excel, SAP, and more.
Saviom offers pricing details upon request and a 30-day free trial.
Clickup is a configurable project management system that helps managers determine if they have sufficient capacity to deliver projects on time and take on new work. The software offers a lot of features, but you can adapt it to work as a capacity planning tool with ease.
Clickup’s resource management features enable you to project timelines and budgets, allocate the right resource to any task, and avoid human resource shortages. The tool’s dashboards enable you to identify skill gaps and poor resource scheduling practices, helping you improve your capacity planning process.
One of the things that make Clickup stand out from its competitors is its rich template library. There are dozens of templates to choose from, and you can use them to automate task management operations, calculate billable hours for invoicing, or create workflows.
Clickup integrates with over 1000 apps, including Slack, Gmail, Google Sheets, Microsoft Excel, Outlook, Zoom, GitHub, Toggl, Airtable, Salesforce, and more.
Clickup costs from $5/user/month. The platform offers a free forever plan for personal use. You can try out the paid solution for free for 30 days.
Kantata (formerly Mavenlink + Kimble) is a resource management tool that enables managers to automate workflows, optimize their resource allocation, and improve their team’s operational performance.
The tool is great at organizing your data. The software’s dashboards allow you to compare your plan against your team’s timesheets and progress, giving you an accurate view of your performance and profitability.
The best thing about using this software is that it offers a real-time view of what every member of your team is doing. You can see when someone is struggling with a task, so you can prioritize the task and allocate more resources to speed up its completion.
Kantata (formerly Mavenlink + Kimble) integrates with multiple apps, including Microsoft 365, Oracle, Google Docs, Slack, JIRA, QuickBooks, and more.
Kantata (formerly Mavenlink + Kimble) offers customized pricing upon request. You can access a free 10-day trial and request a demo.
Mosaic is a next-generation capacity planning tool guaranteed to boost profitability and productivity. In addition to capacity planning, they offer resource planning, workload forecasting, workforce reporting, project accounting, time tracking, and project management. The tool is hugely collaborative, ensuring executives, project managers, and individual contributors can work together easily and take ownership over their KPIs. Lightning fast and extremely visual, Mosaic shows who is working on what, when—all in one beautiful interface.
Mosaic’s resource management features are AI-powered so that you can track, report, and forecast using smart systems that parse all your data and generate actionable insights for future workforce planning. Mosaic integrates with your existing financial software or ERP to better visualize and plan big picture project and portfolio items. Noteworthy features include a visual workload heatmap, demand analysis, intelligent project team builder, visual org charts, customizable business intelligence dashboards, scheduling automations, and a centralized communication hub.
Mosaic integrates with several ERP and financial management software, pulling in key project accounting, budget, and time entry data to provide a complete picture of your people and projects. Teams can then accurately plan and staff projects, strategically hire, and efficiently manage workload.
Mosaic integrates with Quickbooks, Unanet, Deltek, Asana, Salesforce, Jira, Workday, SAP, Oracle, and many other software applications.
Mosaic’s pricing is simple, transparent, and affordable with a risk-free 14-day trial. It offers three different annual subscription plans.
- Team Plan: $9.99 per user per month, billed annually
- Business Plan: $14.99 per user per month, billed annually
- Enterprise: Customized pricing for 100+ team members
Toggl is a time tracking, project planning, and hiring software with features that let you track your teams capacity and quickly make decisions.
Why I picked Toggl Plan: It’s a very complete tool that has features that let you track work and turn that information into budgets, billing, and invoicing. Toggl’s simple drag-and-drop timelines let you create effective work schedules, get visibility into your team's availability and workload, and easily follow up on tasks.
Additionally, you can use the tool on any platform you want, as they have a mobile app, desktop app, browser plugins, and online tool.
Toggl Plan Standout Features & Integrations
Features include time tracking, reporting, project tracking, revenue tracking, and team scheduling.
Integrations are already at 100+ and include Asana, Jira, Notion, Salesforce, Slack, Trello, Airtable, Adobe Creative Suite, and Zapier.
Toggl Plan Plans & Pricing
The free version is available for up to 5 users. There are three plans and pricing starts at $10/user/month.
ProjectManager is a project management solution with good resource management and project planning features. The tool has a clean interface that’s easy to learn and its collaboration features help your team members coordinate their efforts.
This software makes it easy to check what your employees are doing. Its dashboards organize the data in neat reports, so you can see how a project is going and assess your employees’ workload with ease.
One of the good things about using this tool is that it enables you to measure how much your organization can achieve in any timeframe. This helps with capacity management, project planning, and forecasting.
Projectmanager integrates with a variety of tools, including JIRA, Slack, Trello, Microsoft Excel, Zapier, and more.
Projectmanager costs from $11.50/user/month. You can access a free 30-day trial. The platform also offers a free-forever plan for up to three users.
Smartsheet is a project management software that enables your team leaders to collaborate, assign tasks, share documents, and create workflows. The tool’s navigation is simple, and its interface is easy to understand, especially if your team has previous experience working with spreadsheets.
Smartsheet helps your project managers to create dynamic plans, track tasks and KPIs, and organize the data in detailed reports. They can schedule tasks ahead of time to make sure they’re completed, and set up custom notifications to check on the project’s progress.
The software allows you to create and save templates, so you can save time when rolling out a new project.
Smartsheets integrates with a lot of apps, including Zapier, Outlook, Salesforce, Microsoft Teams, Slack, Webex, and more.
Smartsheet costs from $7/user/month. You can access a free 30-day trial.
Need expert help selecting the right Project Management Software?
We’ve joined up with the software comparison platform Crozdesk.com to assist you in finding the right software. Crozdesk’s Project Management Software advisors can create a personalized shortlist of software solutions with unbiased recommendations to help you identify the solutions that best suit your business's needs. Through our partnership you get free access to their bespoke software selection advice, removing both time and hassle from the research process.
It only takes a minute to submit your requirements and they will give you a quick call at no cost or commitment. Based on your needs you’ll receive customized software shortlists listing the best-fitting solutions from their team of software advisors (via phone or email). They can even connect you with your selected vendor choices along with community negotiated discounts. To get started, please complete the form below:
14-day free trial
|From $9.80/user/month||Visit Website|
14-day free trial + freemium plan available
|From $10/user/month||Visit Website|
30-day free trial
|From $3/user/month||Visit Website|
60-day free trial
|Pricing upon request||Visit Website|
Freemium plan available
|From $9/user/month||Visit Website|
Free demo available
|Pricing upon request||Visit Website|
30-day free trial
|From $9.99/user/month||Visit Website|
14-day free trial
|From $9/user/month||Visit Website|
30-day free trial
|From $16/user/month||Visit Website|
30-day free trial
|From $9/user/month||Visit Website|
Here’s a few more that didn’t make the top list.
- Bigtime - Resource management solution with good automation features that helps you keep track of your team’s work.
- Skedulo - Productivity software designed to help companies that collaborate with international freelancers to keep their projects on track.
- Connecteam - Workforce management tool that enables project managers to automate recurring tasks and create shifts for their employees.
- Planful - Financial planning and analysis platform that helps with capacity planning and delivers actionable insights based on your company’s data.
- Meisterplan - Project management software that helps you create pipelines and allocate resources in real-time.
- Planview - Project management tool that helps team leaders optimize their workflows with Kanban boards.
- PSOhub - Project management solution with good resource management and task scheduling features.
- Saviom - Project management platform that enables you to schedule projects, assign resources, and discover potential skill shortages.
What is capacity planning?
Capacity planning is a process that helps you determine whether you have the resources you need to meet your current demand. The process enables you to pinpoint bottlenecks that slow down your team’s productivity, and it also allows you to plan for future projects.
Make your organization more profitable with capacity planning software
Being able to plan your organization’s capacity can help you reduce downtimes and improve your team’s productivity. It enables you to determine how much work you can do within a timeframe, so you can plan your future projects with accuracy.
Rhonda Abrams, small business expert and founder of a publishing company focusing on entrepreneurship, said “I always emphasize that it’s the planning that’s most important, not the plan. [..] It’s important to eliminate things that aren’t profitable or are shrinking your margins.”
And this is why capacity planning is so important. It enables you to optimize your organization’s resources and increase productivity, thus making your company more profitable.
You can learn more about resource planning and workload capacity planning on our blog. If you want to receive tips on capacity planning from top thinkers in the industry directly in your inbox, subscribe to the Digital Project Manager newsletter.