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10 Best Capacity Planning Software For Project Managers In 2022
  1. monday.com

    Build a capacity planning tool tailored to your business

  2. Saviom

    Get real-time information on resources who are active or on the bench.

  3. ClickUp

    Plan for the future with adaptable templates

  4. Wrike

    Keep track of your project’s progress in real-time

  5. Mavenlink by Kantata

    Spot and avoid roadblocks to increase productivity

  6. Smartsheet

    Save time when planning a new project

  7. Float

    Manage multiple projects with ease

  8. Mosaic

    Analyze trends to improve your planning process

  9. ProjectManager

    Assess project progression with ease

  10. Runn.io

    Forecast how new work would impact your team’s workload

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 2022. 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. 

Comparison Criteria

What do I look for when I select the best capacity planning tools? Here’s a summary of my evaluation criteria: 

  1. 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. 
  2. 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. 
  3. Integrations: I look for solutions that integrate with the other software your team uses on a daily basis. The more integrations, the better. 
  4. 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

  1. 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. 
  2. Task management – You should be able to assign tasks and check on their status to see how they are going. 
  3. 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. 
  4. Resource allocation – You should be able to identify the weak points in your execution process and allocate resources to improve the delivery times. 
  5. 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.
capacity planning software logos list

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Overviews Of The 10 Best Capacity Planning Software Solutions

Here’s a brief description of each capacity planning app to showcase each tool’s best use case, some noteworthy features, and screenshots to give a snapshot of the user interface. 

1

monday.com

Build a capacity planning tool tailored to your business

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.

14 days free trial

From $6/user/month

2

Saviom

Get real-time information on resources who are active or on the bench.

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.

30 days Trial

Pricing upon request

3

ClickUp

Plan for the future with adaptable templates

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.

30 days free trial

From $5/user/month

4

Wrike

Keep track of your project’s progress in real-time

Wrike is a resource management software with powerful human resource planning capabilities. With customizable dashboards and reports, automation and time-tracking features, the tool helps project managers keep both their team and the stakeholders in the loop at every step of the process.

Wrike enables you to plan multiple projects, track task updates, and use Gantt charts to see what’s happening across various departments. You can set up notifications to track deadlines, project budgets, and zoom in on your employees’ workloads to assess their productivity.

The highlight of using this tool is the workload calendar. This visualization option enables you to pinpoint overworked individuals and redistribute their tasks to avoid bottlenecks.

Wrike integrates with hundreds of apps, including Workday, Mailchimp, Salesforce, Netsuite, QuickBooks, Jira, Gmail, and more.

Wrike costs from $9.80/user/month. You can try out the software for free for 14 days. The software also offers a free plan with limited functionalities.

From $9.80/user/month

5

Mavenlink by Kantata

Spot and avoid roadblocks to increase productivity

Mavenlink 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.

Mavenlink integrates with multiple apps, including Microsoft 365, Oracle, Google Docs, Slack, JIRA, QuickBooks, and more.

Mavenlink offers customized pricing upon request. You can access a free 10-day trial and request a demo.

6

Smartsheet

Save time when planning a new project

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.

30 day free trial

From $7/user/month

7

Float

Manage multiple projects with ease

Float is a resource management software that enables team leaders to include budgets and different phases when they plan a project. The tool helps you to schedule and assign tasks, check the resource availability, forecast budgets, and monitor your team’s progress.

One of the great things about this solution is that it makes it easy to manage several projects at once. You can create frameworks, assign task dependencies, and see every team member’s timetable, so you can measure the organization’s demand capacity and plan for future projects.

Float allows you to set custom notifications to let your collaborators know what they should do on a day-to-day basis. You can also schedule impending tasks and let your team know when to start them.

Float integrates with many tools, including JIRA, Trello, Asana, Zapier, Outlook, Slack, and others.

Float costs from $6/user/month. You can access a free 30-day trial.

30 days free trial

From $6/user/month

8

Mosaic

Analyze trends to improve your planning process

Mosaic is a resource management software with strong forecasting features. The tool enables project managers to assess their current capacity and balance it against the organization’s future demands.

This tool’s calendar view helps project managers stay on top of what everyone in their team is doing. You can see how long it takes for team members to complete tasks, identify bottlenecks, and track time to keep projects within budget.

The solution also enables you to compare planned time to time spent, which can be useful for resource capacity planning. The reporting features allow you to analyze trends, build graphs and charts, so you can improve your decision-making process.

Mosaic integrates with multiple tools, including Outlook, Gmail, Slack, QuickBooks, and others.

Mosaic costs from $9.99/user/month. You can access a free 30-day trial.

30 days free trial

From $9.99/user/month

9

ProjectManager

Assess project progression with ease

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.

30 days free trial

From $11.50/user/month

10

Runn.io

Forecast how new work would impact your team’s workload

Runn is a resource and capacity management platform that helps project managers optimize their team’s workload according to their business needs.

With Runn, you can plan and forecast capacity so you can schedule your projects accordingly. The tool’s calendar enables you to access your resources in real-time and see the involvement of every team member. The software also helps you differentiate between billable and non-billable work, making it easier to price your services and raise invoices.

Runn’s highlight is its capacity forecasting feature. This feature helps you determine whether your team has the skills and resources to take on certain projects, and how new work would impact your team’s workload.

Runn integrates with multiple tools, including WorkflowMax, Harvest, Clockify, and more.

Runn costs from $10/user/month. You can access a free trial for 14 days. The solution also offers a free-forever plan for up to five users.

14 days free trial

From $10/user/month

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:

The 10 Best Capacity Planning Software Solutions

Tool Free Option Price
1
monday.com

Build a capacity planning tool tailored to your business

14 days free trial

From $6/user/month Check out monday.com
2
Saviom

Get real-time information on resources who are active or on the bench.

30 days Trial

Pricing upon request Check out Saviom
3
ClickUp

Plan for the future with adaptable templates

30 days free trial

From $5/user/month Check out ClickUp
4
Wrike

Keep track of your project’s progress in real-time

Not available

From $9.80/user/month Check out Wrike
5
Mavenlink by Kantata

Spot and avoid roadblocks to increase productivity

Not available

Pricing upon request Check out Mavenlink by Kantata
6
Smartsheet

Save time when planning a new project

30 day free trial

From $7/user/month Check out Smartsheet
7
Float

Manage multiple projects with ease

30 days free trial

From $6/user/month Check out Float
8
Mosaic

Analyze trends to improve your planning process

30 days free trial

From $9.99/user/month Check out Mosaic
9
ProjectManager

Assess project progression with ease

30 days free trial

From $11.50/user/month Check out ProjectManager
10
Runn.io

Forecast how new work would impact your team’s workload

14 days free trial

From $10/user/month Check out Runn.io

Other Options

Here’s a few more that didn’t make the top list.

  1. Bigtime – Resource management solution with good automation features that helps you keep track of your team’s work. 
  2. Skedulo – Productivity software designed to help companies that collaborate with international freelancers to keep their projects on track. 
  3. Connecteam – Workforce management tool that enables project managers to automate recurring tasks and create shifts for their employees. 
  4. Planful – Financial planning and analysis platform that helps with capacity planning and delivers actionable insights based on your company’s data. 
  5. Meisterplan – Project management software that helps you create pipelines and allocate resources in real-time. 
  6. Planview – Project management tool that helps team leaders optimize their workflows with Kanban boards. 
  7. PSOhub – Project management solution with good resource management and task scheduling features. 
  8. Saviom – Project management platform that enables you to schedule projects, assign resources, and discover potential skill shortages.  
  9. Toggl – Project management software that helps with capacity planning, budgeting, and timeline management. 

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.

Related Read: Capacity Planning For Every PM: Strategies + Complete How To

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, saidI 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.

By Ben Aston

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

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