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There are so many different resource booking tools that making a shortlist of the best can be tricky. You want to prevent double bookings, eliminate scheduling conflicts, and ensure that resources are used effectively - and need the right tool to do it. I've got you covered! In this post I use my personal experience scheduling hundreds of projects, using many different booking platforms with large teams, and complex projects, to share my picks of the best resource booking software.

What is resource booking software?

Resource booking software is a specialized tool designed to facilitate the reservation and allocation of various resources within an organization. This software allows users to book and schedule resources such as meeting rooms, equipment, and personnel, ensuring efficient utilization and preventing conflicts.

Resource booking software is crucial for optimizing the allocation of resources throughout the project lifecycle. Project managers can use this software to schedule and reserve essential resources, such as meeting spaces for team collaboration, equipment for project tasks, or even personnel for specific project phases.

Overviews Of The 10 Best Resource Booking Software

You can use the simple overviews of each tool below to understand how each one stands out from the other.

1

Resource Guru

Best for simple, fast, and flexible resource management

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.7
173 reviews

30-day free trial available

From $3/user/month

Resource Guru offers resource management for teams seeking a system that’s simple yet fast and powerful. 

Why I picked Resource Guru: This platform offers drag-and-drop scheduling and waiting lists for in-demand resources. On top of that, booking your resources is great because you can use filters that they have built into the tool. These let you find resources based on their skills, department, location, or whatever custom field you have configured.

Daily schedule emails and personal dashboards ensure that everyone is in the loop at all times. And the leave management features help you track vacations, sick days, parental leave, and other absences. 

Resource Guru Standout Features and Integrations

Features include planning, resource allocation optimization, content & document controls, project management, and remote collaboration.

Integrations include Basecamp, Google Calendar, Google Sheets, Gmail, Jira, Maintenance Care, Outlook, Slack, Teamwork, and Wrike. 

Pros

  • Useful email updates
  • Quality reporting
  • Clear, big-picture view

Cons

  • Limited search features
  • No dark theme
2

Forecast

Best for cutting down on non-billable work using AI

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.7
253 reviews

Free demo available

Pricing upon request

Forecast is an AI project and resource management software that uses integrated intelligence to cut down on non-billable work such as project planning, resource allocation, and filling timesheets.

Why I picked Forecast: Placeholders and tentative bookings let you plan for projects that you have in the pipeline. This can help you identify resource needs and make hiring plans if needed. 

You get complete visibility into the operational and financial aspects of your portfolio, helping you make strategic decisions faster. The software can automatically calculate utilization for you at a company-wide level. Additionally, real-time reporting helps you monitor and analyze key business metrics. 

Forecast Standout Features and Integrations

Features include access controls, permissions, resource availability management, capacity management, collaboration tools, data import/export, drag & drop, employee management, and employee scheduling.

Integrations include Google Drive, HubSpot, Jira, Microsoft Excel, Microsoft Teams, Pipedrive, QuickBooks, Salesforce, Slack, and Xero. Additionally, the developers API can help you build custom integrations with tools you currently use.

Pros

  • Regular feature updates
  • Good mix of Kanban and Scrum
  • Real-time project information

Cons

  • No mobile app
  • Occasional bugs
3

Ganttic

Best for resource planning using Gantt-based visual workflows

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4
33 reviews

14 days free trial

From $25 month/20 resources/ unlimited users

Ganttic is a resource planning tool that creates a visual workflow of all your resources, tasks, and projects.

Why I picked Ganttic: Using Ganttic, you can quickly drag and drop new work into your schedule, then adjust quickly when conflicts arise. You can get a new perspective on your data and develop a clear action plan for your team. 

The flexible design makes it easy to rotate your Gantt chart and see plans from the perspective of tasks or resources. You can also use the high-level overview or separate points of view, to understand how your plans work together. 

Ganttic Standout Features and Integrations

Features include Gantt chart views, resource management, customizable project templates, drag-and-drop scheduling, collaboration tools, time tracking, multiple project views, reporting, analytics, an API, and a mobile app.  

Integrations include Google Calendar, Microsoft Azure, Microsoft Outlook, and OneLogin. Other integrations are available via Zapier.

Pros

  • Great for planning multiple projects
  • Numerous color options
  • Makes it easy to see bottlenecks

Cons

  • Outdated UI
  • Tutorials could be improved
4

Dayshape

Best for professional services firms

Free demo available

Pricing upon request

Dayshape is an AI-powered planning and project scheduling platform that helps you maintain an optimal workforce and ensure it supports your business objectives. 

Why I picked Dayshape: The tool has three levels of AI resource scheduling automation. You can be the one in control by selecting resources based on their skill, location, or availability, or you can let AI choose the best resources and ask you for confirmation.

The AI-powered software gives you all the information you need to achieve the most efficient capacity planning. You can set performance parameters, quickly identify the best people for each project, and activate to bring poor-performing engagements to your attention.

Dayshape Standout Features and Integrations

Features include resource management, resource scheduling, engagement financials, governance & quality controls, reporting, milestones, management information, and people first planning.

Integrations include Salesforce, SAP Cloud Platform, and Workday. The company also offers an integration service so the software can work with your systems and preferred method of data extraction. 

Pros

  • AI-powered resource management
  • Powerful time tracking
  • Sync with your resource/skills database

Cons

  • Few native integrations
  • Significant learning curve
5

Float

Best to prefill timesheets with assigned tasks

Float is a resource capacity and work scheduling tool that helps you make the most effective use of the resources at your disposal. 

Why I picked Float: Using Float, you can centralize all your people and projects into one live timeline, then assign work and resources according to the available capacity. 

Timesheets are prefilled with scheduled tasks so team members can log their hours easily, while managers can compare estimated versus actual time. You can sync events with your preferred calendar, import tasks from your project management system, and send hours to your billing software.

Float Standout Features and Integrations

Features include Gantt views, capacity planning, due dates, forecasting, corrections, templates, and reporting.

Integrations include Asana, Google Calendar, Jira, Outlook Calendar, Slack, Teamwork, Trello, WorkflowMax, and Zapier.

Pros

  • Powerful team manager
  • Automatic reporting
  • Single, comprehensive dashboard

Cons

  • No self-hosted solution
  • Limited customization options
6

monday.com

Best for its color-coded workload view

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.7
10582 reviews

14-day free trial + free plan available

From $8/user/month (billed annually, min 3 seats)

monday.com aims to be the work operating system that lets you shape workflows the way that suits your organization best. It helps you boost your team’s alignment, efficiency, and productivity.

Why I picked monday.com: This software centralizes all your work, processes, tools and files in one system with customizable dashboards. The workload view displays real-time information on how your resources are booked and if anyone is overallocated.

Your team members can collaborate effectively, staying in the loop through easy-to-use automations and real-time notifications. 

monday.com Standout Features and Integrations

Features include an intuitive visual interface, timeline planning, project templates, progress tracking, collaboration tools, and customizable dashboards. 

Integrations include Dropbox, Excel, Gmail, Google Calendar, LinkedIn, Microsoft Teams, OneDrive, Outlook, Slack, and Zoom.

Pros

  • Flexible and customizable
  • Real-time collaboration
  • Visual representation of progress

Cons

  • High cost compared to alternatives
  • No offline mode
7

ClickUp

Best for importing from other resource management tools

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.7
4135 reviews

Freemium plan available

From $9/user/month

ClickUp is a cloud-based collaboration and project management tool suitable for all kinds of organizations.

Why I picked ClickUp: ClickUp helps you plan, track, and manage any type of work or resources to increase business productivity. The box view displays resource information on workload and resource-specific task progress information to help you make quick decisions.

Additionally, you can assign comments and tasks to specific team members, mark comments and tasks  as resolved or in progress, or create custom statuses. You can view projects from an Agile dashboard, or organize them by assignee.

ClickUp Standout Features and Integrations

Features include communication tools, collaboration features, task assignments, custom statuses, alerts, task toolbars, task management, recurring checklists and reminders.

Integrations include Dropbox, Gmail, Google Calendar, Harvest, HubSpot, Loom, Make, Slack, Unito, and Zoom. You can also use ClickUp’s API to build custom integrations with your current tech stack.

Pros

  • Clear notification system
  • Available on multiple devices
  • Informative dashboards

Cons

  • Can be overwhelming
  • Occasionally slow
8

Productive

Best resource planning tool to track plans against budget

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.7
28 reviews

14-day free trial

From $11/user/month

Productive is a resource management software solution for agencies of all types and sizes, designed to give you a strong grip on operations and profitability.

Why I picked Productive: Productive acts as a scalable platform that helps agencies consolidate data, run projects, budget effectively, and plan the optimal use of resources. 

The software lets you manage your resources, set project budgets, and see how each resource allocation impacts project financials. You can monitor budgets and profit margins, keep team members focused on priorities, and generate accurate invoices. 

Productive Standout Features and Integrations

Features include time-off management, placeholders for capacity planning, sales pipeline, project management, time tracking, profitability tracking, and customer relations management. 

Integrations include Exact, Fortnox, Google Calendar, Harvest Import, Jira, Outlook, Personio, Quickbooks, Slack, and Xero.

Pros

  • All-in-one agency solution
  • Flexible views
  • Continually improving roadmap

Cons

  • More filters required
  • Occasional glitches
9

Wrike

Best for an all-in-one resource and work management platform

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.2
2545 reviews

Free plan available

From $9.80/user/month

Wrike is an all-in-one platform for managing projects, organizing work, enhancing collaboration and accelerating execution across your entire organization. 

Why I picked Wrike: Wrike streamlines resource management to maximize productivity. It allows you to see your team’s workload and quickly reallocate tasks to prevent burnout. It empowers teams to collaborate, manage projects, drive strategic initiatives, and achieve goals. 

You can focus priorities and adapt workflows, using Wrike as your central hub. It’s easy to outline targets for your team, and increase visibility across teams and departments with fully-customizable dashboards.  

Wrike Standout Features and Integrations

Features include workspaces, anticipated resource demand, custom fields, dynamic request forms, templates, time tracking, blueprints, and AI work integration.

Integrations include Dropbox, GitHub, Google Drive, Google Sheets, Jira, Microsoft Sharepoint, Miro, Salesforce , Slack, and Zoom.

Pros

  • Flexible project management
  • Helpful dashboards
  • Powerful scheduling

Cons

  • RM features only available on Business Plan and above
  • Limited recurring task functionality
10

Birdview

Best for professional services companies

This is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.
4.2
354 reviews

14-day free trial

From $27/user/month (billed annually)

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 create project drafts for a quick start. The simulator also allows you to alter resource allocation percentages and modify team members in case someone becomes over-allocated after you run the sim.

Birdview PSA Standout Features & Integrations

Features include 250+ ready-to-use dashboards and reports for business intelligence, including templates for executive summaries, project scorecards, demand projections, and expected vs actual budgets. It also has many features outside of resource management and can help you with project financials through time tracking and accounting integrations that will help you invoice clients.

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.

Preview Image - <h2 class="c-block__title b-summary-table__title c-listicle__title h3" > Compare Software Specs Side by Side</h2>

Compare Software Specs Side by Side

Use our comparison chart to review and evaluate software specs side-by-side.

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Other Options

Here are a few more options that didn’t make the best resource booking software list.

  1. Hub Planner

    Best for capacity planning and team scheduling

  2. Silverbucket

    Best for comprehensive resource management

  3. Runn

    Best for what-if forecasting based on tentative resources

  4. elapseit

    Best resource planning with built-in time tracking

  5. eResource Scheduler

    Best for real-time resource visibility and management

  6. Meisterplan

    Best for its role-based resource allocation prior to staffing

  7. Smartsheet

    Best for a work management solution based on advanced spreadsheets

  8. Zoho Projects

    Best for optimizing resource utilization

  9. Paymo

    Best for tracking the financial aspects of resource usage

  10. Kantata

    Best all-in-one resource booking for services teams and agencies

  11. Saviom

    Best for highly-customizable, scalable resource management

  12. Mosaic

    Best for its AI-powered resource planning

  13. Parallax

    Best for professional services companies

  14. TeamGantt

    Best for project scheduling based on Gantt charts

How I Picked the Best Resource Booking Software

To build this top 10 list, I evaluated and compared a wide range of resource booking tools with positive user ratings. After determining my long list of top choices, I further honed my list by weighing factors that make resource management software good for booking resources. Finally, I drew on my years of digital project management experience to define the criteria used for the evaluation.

Here’s a short summary of the main selection and evaluation criteria I used to develop my list of the best software for this article:

Resource display

I’m looking for resource booking software that’s easy to use and understand. A good tool will have an intuitive user interface, logical navigation, and color indicators to make data easy to understand.

Time tracking

I look for tools that offer you the full range of features needed for resource booking. Therefore, I see if the tools have integrated time tracking. This makes the information automatically reflected in reports and utilization statistics. Many resources such as staff members, equipment, and meeting rooms may need to be scheduled. Time tracking ensures that such resources are used optimally.

Time-off management

Where employees or freelancers are involved in a project, it’s important to track the time they spend on the job, but also on vacation or absent. Time-off management helps you schedule resources accordingly. 

Software Integrations 

The best resource booking software will integrate with the most popular software systems teams use every day. This maximizes efficiency and keeps everyone well organized. 

Pricing

Any SaaS software tool should offer a strong return on investment. The system should be affordable for organizations of all sizes on a per-user basis.

Resource Booking Software FAQs

Here are a few popular questions other people ask about this topic.

What is resource booking?

Resource booking refers to reserving or scheduling a particular resource, such as a meeting room, equipment, or personnel, for a specific time or duration. It is commonly used in project management organizations and businesses to ensure resources are efficiently allocated across projects.

What are the key features of resource booking software?

Good resource scheduling software includes a wide range of features, such as:

  1. Resource scheduling: assigning and allocating resources, such as personnel, equipment, and facilities, to specific tasks or projects over a defined period of time.
  2. Reporting: providing detailed information and analytics that allow managers to assess the effectiveness of their resource planning.
  3. Project forecasting: predicting the resources needed for a specific project and assessing their likely availability.
  4. Capacity management: ensuring resources are allocated to projects in a fair and efficient way, so they are used to optimal advantage.
  5. Timesheets: Tracking the time team members spend working on projects, so their time can be billed or managed accordingly.

How does the software handle conflicts or double-bookings?

Resource booking software typically alerts users of conflicts and avoids project conflicts by following customizable rules. For tools where they have implemented colored indicators, you will see a red or amber shading on resources that have a scheduling conflict. Other times, the software will immediately display a warning message after encountering a possible double booking or scheduling conflict.

What’s Next?

That brings us to the conclusion of my deep dive into the world of the best resource booking software. But we have much more to offer you, you may like to check out our step-by-step guide to resource allocation or our ultimate guide to project resource management plans. With the help of the best resource booking software, you can improve efficiency, save money, and get projects completed on time—and on budget.

Related tool lists:

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By Galen Low

Galen is a digital project manager with over 10 years of experience shaping and delivering human-centered digital transformation initiatives in government, healthcare, transit, and retail. He is a digital project management nerd, a cultivator of highly collaborative teams, and an impulsive sharer of knowledge. He's also the co-founder of The Digital Project Manager and host of The DPM Podcast.