31 Best Capacity Planning Software Options For 2025

Float is a resource management software designed for professional services teams to plan projects, track capacity, and manage team workloads. You can break work down into phases, include budgets, and assign tasks based on real-time availability. As Emily Feliciano, Senior Global Operations Manager at Atlassian, puts it: “Float has been my go-to for 10 years because it's simple, nimble, and budget-friendly compared to other tools.”

One of the great things about this tool is its visual scheduling and live reporting. You can monitor team utilization, cost, and billable rates at the project or person level. It also helps you manage several projects simultaneously by offering clear visibility into task dependencies and timelines—so you can measure demand capacity and make data-backed resourcing decisions.

You can set custom notifications, schedule upcoming tasks, and track team availability (including time off) to prevent burnout. Float is especially helpful for professional services teams that want powerful capacity planning without the overhead of full PSA systems.

Integrations: JIRA, Trello, Asana, Zapier, Outlook, Slack, and more.

Float costs from $6/user/month. A 30-day free trial is available.

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. For example, Jason Fiore, SEO Content Writer & Digital Marketing Strategist at Earth Ragz, shared how monday reshaped the way his team approaches time tracking: “What I appreciate the most about monday.com for tracking time is its ability to flip project management on its head. Rather than solely tracking hours, it prompts us to consider the quality of time spent on each task. Its ability to break tasks into smaller tasks also helps us identify not only where a bottleneck occurs but where time is wasted in unnecessary work. This is going to give us a path to focus on continuous improvement, not just completion, which makes time tracking more meaningful.”

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.

Scoro is an all-in-one work management platform that offers capacity planning solutions designed to help businesses manage their resources and workload effectively.

The tool includes an agile Gantt chart feature that provides real-time updates for capacity planning. You can view live overviews of your team's workload and schedule tasks accordingly. When dependencies are created between tasks, Scoro automatically updates timelines and workloads, helping you avoid manual entry and overbooking scenarios.

One standout feature is that Scoro goes beyond capacity planning and integrates multiple business functions within a single platform. These include project management, sales and pipeline management, CRM, quoting and billing, reporting, and customizable dashboards.

Scoro integrates with Dropbox, PayPal, Expensify, Stripe, Google Calendar, Jira, Slack, Xero, QuickBooks, Sage Intacct, Microsoft Exchange, Asana, and more.

Pricing starts from $19.9/user/month with a free trial available.

Saviom is a highly configurable and scalable resource capacity planning software built to address resourcing challenges across all industries. It helps align resource capacity to changing demands for current and future projects in the pipeline. You can allocate the right resources to every project at the right time and cost to boost operational efficiency and improve project delivery.

Some of the advanced features of Saviom include demand management, real-time optimization, pipeline management, bench management, real-time project financial forecasting, and BI-powered reports/dashboards.

What really stands out is the tool's new and improved all-in-one resource planner, which offers a comprehensive suite of advanced functionalities such as multi-dimensional analysis, embedded capacity planning, heat mapping, intelligent matchmaking, early warning, and KPI forecaster. All these features collectively help boost billable utilization of every resource, bridge skills gaps proactively, eliminate burnout, and minimize hiring/firing costs.

Saviom integrates with your everyday business applications such as Salesforce, MS Excel, SAP, and more.

Productive is a complete workforce management software designed primarily for agencies and other service-based industries. The software's resource planning module helps make the most of every team member's time and keep workload capacities in check. Users can access visual representations of team members’ workload and availability, and use this information to assign tasks and distribute work. Employees can also be grouped by skill sets and departments to enable better resource allocation.

The software's time tracking tool is directly connected to its capacity planning functionality, because employees can log the time they're spending on various tasks and projects. This information feeds into the resource planning tools, supporting smarter scheduling through forecasting and predictive insights. Project managers can use previous project data to forecast future work requirements accurately, including estimated time ranges to complete a tasks and what-if scenarios.

Budgeting and financial planning are also included in the feature set. This can be tied to the capacity and workload planning tools, ensuring teams don't go over budget on projects. Other functionalities included in the software are project management, document management, billing, and reporting tools.

Teams can connect the software with their other SaaS tools like Dropbox, Jira, Outlook, Microsoft Calendar, Slack, QuickBooks, and Xero. A Zapier integration is also available for configuring additional integrations.

VOGSY is an all-in-one CRM and ERP solution designed for global project teams. It helps businesses manage their people, projects, and finances across multiple countries and currencies from a single platform.

I picked VOGSY for its resource management capabilities that help you anticipate future resource needs and track team utilization. This feature ensures that you can make informed staffing decisions and allocate resources optimally. Additionally, VOGSY's work-in-progress management helps you keep unbilled hours in check, providing a clear picture of project accounting.

Another reason VOGSY stands out is its ability to forecast revenue and margins based on resource planning. This feature allows you to align your financial goals with strategic objectives, providing a more accurate understanding of your business performance. Plus, the platform offers detailed project setup and budgeting, giving you the tools you need to manage projects from start to finish.

Features include the ability to track billability across departments and employees, which ensures that your team is working efficiently toward your business goals. The platform also supports global and multinational operations, allowing you to manage multiple companies and multi-currency transactions. Additionally, VOGSY offers flexible revenue recognition and accounts receivable monitoring, which helps you maintain a steady cash flow.

Integrations include QuickBooks, Deltek, Xero, Sage, Certinia, Oracle Netsuite, Exact, PHC-GO, Tally, Wave, ABSS, and Omie.

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.

Hub Planner is a modern, cloud-based resource management and scheduling platform that serves team-based businesses of any size or industry. It offers a wide variety of products besides resource management, including vacation and leave management, timesheets and approval, reporting and analytics, and skills matching. The platform’s main function is to aid project managers when it comes to the management, capacity planning, and monitoring of projects and resources within a central location.

Hub Planner provides a modern resource scheduling and management module that enables project managers to effectively conduct resource capacity planning and scheduling using a simple drag-and-drop mechanism. This makes the process of scheduling teams and allocating resources easier and more efficient Their project and resource planning feature allows managers to set their budgets so they don’t overspend or overextend valuable resources. They can plan their budget in hours and budget in cash. A currency feature is also available, allowing teams to set the proper currency for international projects.

Hub Planner includes a natively optimized mobile application and doesn’t require users to download any additional apps. They log in through any browser or device to access multiple dashboard views that contain all the information they might need, including project and task progress, schedules, as well as resource availability and utilization data.

Hub Planner costs from $7/resource/month and offers a 14-day free trial with unlimited projects and resources; all modules are available for users to pick and install. Businesses can customize their Hub Planner deployment and pay only for the products that they’ve implemented from the main platform. Premium Hub Planner extensions are also available, ranging from smart groups, custom fields, and approval workflows to task checklist creation and task management.

Kantata is a work and resource management platform designed for professional services teams. It helps you match people’s skills and availability to project demand with clarity and precision.

With Kantata, you can forecast resourcing needs across your portfolio. Real-time visibility shows where workloads are unbalanced. Automated alerts flag overbooked or underutilized staff. Scenario planning lets you test different staffing models before making changes.

The platform also maintains a detailed skills inventory for your team. You can align talent to projects based on expertise, role requirements, and custom criteria. This ensures every consultant, designer, or specialist is placed where they add the most value. It also highlights skill gaps so you can plan training and development.

Kantata goes beyond scheduling to focus on the people behind the work. By balancing workloads and surfacing growth opportunities, it helps prevent burnout while improving retention. For professional services firms, this people-first approach ensures both your team and your clients see stronger outcomes.

Integrations are available with several other workplace tools, including Slack, Sage, QuickBooks, Expensify, BambooHR, NetSuite, Jira, Salesforce, Xero, and Google Workspace.

Resource Guru is a capacity planning tool that lets you manage people, equipment, and meeting rooms in one place. Its unified resource pool helps you see availability at a glance, assign tasks efficiently, and keep workloads balanced across your team.

I picked Resource Guru because its project forecasting reports help you anticipate resource needs before scheduling conflicts happen. You can view upcoming workloads, spot potential overbooking, and make adjustments early—helping projects stay on track and teams work at a sustainable pace. Its heatmap view also gives you an instant, color-coded snapshot of team capacity, making it easy to spot bottlenecks and redistribute tasks before issues arise. I also like that it includes built-in time tracking, so you can compare planned hours against actual time spent and identify where resources are being over- or under-utilized.

Leave management to track absences and prevent scheduling surprises, resource utilization metrics to compare billable vs. non-billable time, team engagement tools that help reduce stress and improve productivity, management of both people and equipment in a single platform, and interactive heatmaps to visualize workloads and avoid overload.

Google Calendar, Microsoft Outlook Calendar, Apple Calendar, Calendly, Fantastical, Zapier, Slack, Salesforce, Microsoft Teams, Jira Software Cloud, Google Sheets, and Smartsheet.

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.

Chris Sorensen, CEO of PhoneBurner, shared how Wrike supported his team’s efforts: “I have used Wrike to manage cross-functional marketing as well as product projects. I would say the thing that stood out most was its timeline visibility and task ownership clarity. It really helped us balance team workloads more effectively by making resource conflicts easier to spot early on.”

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.

Acuity PPM is an enterprise-class capacity planning software that helps project managers gain global visibility into resource utilization.

Users can easily visualize their team’s current workloads, track changes over time, identify potential risks or bottlenecks, and make informed decisions about how best to allocate resources. Acuity PPM offers an easy-to-use resource scheduling and capacity planning module with a powerful drag-and-drop interface that makes it simple to allocate resources quickly, ensuring that even complex projects are manageable. The module also helps identify potential conflicts between resources, so users can easily resolve them before they become a problem.

Acuity PPM simplifies the capacity planning process by providing powerful analytics and reporting capabilities that enable users to quickly identify trends in their teams’ resource utilization. Users can view detailed reports about individual team members’ workloads or aggregated ones that show overall utilization trends across an entire department or organization. The software allows users to create customized views of resource utilization to drill down into specific areas of interest or focus on areas that may require additional resources. Additionally, users can access real-time data from any device with an internet connection, allowing them to easily monitor their teams’ performance even when they are away from the office.

Project managers have access to various forecasting and reporting tools, making it simpler to get an accurate picture of how projects are progressing and how much progress is made toward completing them on time and within budget. Acuity PPM's portfolio optimization feature takes into account all relevant data when making decisions about resource allocation, ensuring that decisions are based on reliable data rather than hunches or guesswork—resulting in more effective resource utilization across multiple projects simultaneously. 

Miro is a visual workspace tool that facilitates collaboration and innovation, offering features such as visual project management, diagramming, process mapping, and content visualization. Its unique selling point lies in its ability to facilitate visual collaboration and innovation, making it the best choice for large-scale collaboration and innovation.

I chose Miro because it offers a comprehensive set of tools and templates that facilitate efficient project management and strategic planning. Its capacity to visually communicate complex projects and enable collaborative work makes it a standout choice for teams looking to manage their capacity planning effectively.

What makes Miro different is its intuitive color-coding functionality, flexibility, and the ability to streamline the planning process. The platform's integration with tools like Jira and Azure DevOps, along with features for reducing friction and increasing visibility during planning exercises, positions Miro as a unique solution for visual collaboration and innovation.

I believe Miro is best for visual collaboration and innovation because it not only provides a centralized space for planning and tracking but also enhances team alignment and communication. The ability to create engaging presentations with live dashboards and diagrams, as well as the option to facilitate strategic sessions inclusively, makes Miro an exceptional tool for teams aiming to innovate and collaborate visually.

Features include real-time collaboration tools, such as sticky notes and comments, an infinite canvas, custom frames and shapes, presentation mode, TalkTrack to record process explanation videos, Miro Assist AI, document and image embedding, voting and polling features, mind mapping tools, screen sharing, timeline and roadmap planning, access control and permissions management.

Integrations include Zoom, Figma, Asana, Microsoft Teams, Jira, Slack, Monday.com, Confluence, Google Drive, Box, Airtable, Notion, Azure, and Webex.

Pricing starts at $10/user/month, and a free plan is available.

Bonsai is a comprehensive business management software that integrates various aspects of running a business, such as project management, invoicing, and client communication. This ability to centralize all business operations makes it an ideal tool for agencies, consultancies, and professional services firms.

The platform offers a real-time workload chart view that allows you to see your team's capacity, schedule tasks across projects based on availability, set daily capacity limits, and block time off for individuals. This comprehensive capacity planning tool helps avoid overbooking or under-utilizing your talent.

For me, the standout feature of Bonsai is its utilization reporting capabilities. This feature tracks time spent on projects and factors in capacity limits so you can understand how planned capacity compares with actual utilization. This feature can then help you optimize your team's schedule and plan for future projects.

Bonsai integrates with Gmail, Google Calendar, Zapier, Google Sheets, Xero, HubSpot, Slack, QuickBooks Online, Calendly, ClickUp, Trello, Google Drive, and more.

A free trial is available for seven days with full access to Bonsai's features.

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.

Meisterplan is a cloud-based portfolio-level resource management software designed to help businesses create outcome-oriented portfolios. It features a highly visualized platform that enables project portfolio and resource managers to make data-driven, portfolio-level decisions on resource allocations, timing, priorities, and capacities.

Meisterplan’s resource management solution provides the tools and capabilities necessary for realistic resource and capacity planning. Among its main features is the team planner, designed to ensure the appropriate employees are assigned to a task or work that matches their skill sets, without being overbooked or overworked.

You can view resource availability and utilization through the Meisterplan team planner and heatmap. Knowing which resources are overallocated can help you realistically assign tasks to people who can take on them and create a balanced workload across the team.

Meisterplan also offers more flexible resource allocations, allowing you to efficiently allocate resources to the required level, whenever necessary. The process begins with role-based allocations, and then you can add and classify team members by their roles, skill sets, and availability. The tool allows you to allocate any person by the hour or their full-time equivalent (FTE) according to requirements and suitability.

The browser-based solution offers customizable allocation view options, including weekly, monthly, and quarterly views in both grid and flexible modes. You can also use the software to estimate and adjust the work required for new demands for more efficient role-based planning. Also, you can allocate resource capacity to specific roles for planning purposes.

Meisterplan’s basic plan has a starting price of $713 per month and includes 50 resources. This package includes features tailored for multi-team resource management.

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.

Birdview PSA is a resource management, planning, and scheduling software with resource management features that will help you with your capacity planning.

Why I picked BirdviewPSA. This tool has everything you need to support your projects through its resource planning center. It allows you to access 3 main views. The first one is planning. This view gives you the option to book resources in advance and ensure your capacity meets the demands. Birdview PSA displays your team's skills and other useful information that will help you make informed decisions.

Then, you have the workflow view. This view shows current projects and resource allocations in real time. The system will automatically color-code for you those resources that are over or under-allocated and allow you to address conflicts with a simple drag-and-drop.

The last view is simulation. In this view you can assess the viability of working on a new project, run scenarios to inform your resource hiring, and see allocation projections per resource.

Integrations include 2000+ pre-built connectors, including MS Teams, Jira, Adobe, Hubspot, Salesforce, Slack, Zoom, Olark, TimeCamp, Xero, and Invision. Additionally, you can connect to 5000+ apps using Zapier and Workato. Both of these need you to have a paid plan with them.

awork is a project and capacity planning platform designed for agencies and project-based teams. It provides real-time visibility into workloads, helping managers balance resources while improving collaboration and planning accuracy.

I picked awork because of its AI-driven project assistant and real-time resource management features, which make it especially effective for capacity planning. The platform analyzes project data to suggest task distribution and automatically reschedules work based on priorities, deadlines, and team availability. This helps managers avoid overloading individuals while ensuring that projects move forward smoothly.

Additionally, awork integrates automated time tracking, giving you insights into team utilization and project efficiency. With the ability to view capacity across multiple projects, you can plan ahead with confidence and make informed resourcing decisions.

awork offers project templates for consistent workflows, an AI scheduler that adjusts tasks dynamically, and real-time tracking of budgets and hours to keep projects on scope. It also supports seamless collaboration by allowing agencies to work with both internal teams and external freelancers.

Integrations include n8n, Zapier, Xero, sevdesk, Personio, Slack, Microsoft Teams, MOCO, and helloHQ.

Parallax is a service operations software with resource management, sales and pricing, project financials, and business intelligence functions. The software helps project managers better understand their current and future resource needs, track business financials, and monitor business performance and efficiency. All of this supports informed capacity planning and management.

This software solution is particularly suited to professional service providers, digital agencies, and software development firms. It tracks the availability of resources across different teams over time and provides an overview of upcoming tasks and projects, helping project managers plan ahead rather than react to immediate needs. Users can assign tasks with confidence as they can see which team members have the most available time at any given moment. For organizations juggling multiple projects, deadlines, stakeholders, and clients, this software can be a great solution for keeping everything on track.

The financial features of the product help users manage budgets across projects and resources. Features like service offer templates and project financial tracking and forecasting support more consistency in costs, profit, and budgets. Users can also track performance and finances using the business intelligence features.

The platform has native integrations for Asana, Harvest, Hubspot, Jira, Microsoft Teams, Oracle NetSuite, Salesforce, and Tempo. Book a free demo through the site and receive a quote for your use case.