Resource tracking software allows us to monitor what our people are investing their time in during a project. Not only that but it gives us a glimpse at their workload, helping us with decisions like: should I ask them to help with this other project? Can they help me put out this fire or will it delay the projects that they are already working on? Should I hire someone new?
Tracking can help answer those questions by giving you information on how utilized is a resource, the projects they are working on, and the tasks they are investing their time in. This, in turn, lets you have more detailed conversations with your clients once they ask why the project is going over budget (oh how we love those convos).
The resource tracking tools in this list are options you should consider if you need to get one ASAP. Most of them have free trials which can help you make your final decision. First, some insight into how I looked at these tools.
What do I look for when I select the best resource tracking software? Here’s a summary of my evaluation criteria:
- Robustness: I want to look for software that allows us to do more than just one type of work. I want a resource management platform that justifies its price and is feature packed to make your investment worth the price.
- Reporting: I want to see the views where we can have condensed information about our project team and their workload, presented in a way that is easy to understand.
- Integrations: I’ll look at the number of 3rd party software that the tool can connect to.
- Pricing: An important factor to decide if small businesses or enterprises can afford the solution.
Resource Tracking Software Key Features
- Utilization charts: Views where we can see the workload on our resources and how that compares to their total availability.
- Workload forecast: The capacity to know, based on historical data, planning information, and other criteria, if we can take on the next project with current resources.
- Skill database: A repository for people’s information across the organization. This will help me look for new resources within the company and address capacity gaps.
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 cloud-based resource management platform that provides teams with the tools they need to collaborate effectively and efficiently on any project. It helps teams stay organized, keep projects on track, and monitor progress from start to finish. Users can easily assign tasks, set deadlines, manage their workloads, and access real-time data about team performance. Wrike also allows users to measure performance over time by tracking resources such as time spent on tasks or money allocated for each project. This makes it easy for managers to identify areas of improvement or waste to optimize processes and maximize productivity.
Wrike offers a variety of customization options that allow teams to tailor the software to fit their exact needs. Users can create custom fields for each project or task to ensure all relevant data is captured accurately within the platform. Additionally, users can customize the look and feel of Wrike by choosing from a variety of themes and color schemes so that the platform reflects their brand identity.
Wrike's resource allocation feature gives project managers visibility into which resources are available for various tasks allowing them to create realistic timelines with reasonable deadlines. It allows organizations to analyze past projects, anticipate roadblocks related to resource saturation, and prepare teams for success. This insight enables leaders to make accurate plans about personnel scheduling, tasking, workload realism, and project velocity–all components necessary for a successful project. Wrike offers advanced analytics that gives users insight into how they use their resources over time. It allows users to view detailed information about how each team member contributes to various projects or tasks and how much time they spend on specific activities.
Integrations include 400+ pre-built native integrations, including integrations with the most popular file management software from Microsoft, Google, and Dropbox, along with sales and marketing software from Salesforce and Marketo.
Wrike costs from $9.80/user/month and offers a 14-day free trial.
Resource Guru is a resource management software that is extremely intuitive and easy to navigate. The interface is clean and simple, with all the features you need to handle project resources. It even gives you fortune cookie 2.0 quotes on the top-right corner!
I liked many things about the platform. First, you can build everything you need to get started from the schedule view. By everything I mean book the resource, create the project they’re working on and the client it’s for without leaving that window.
Then, booking clash gives you a warning when you are overbooking a resource and gives you the option to book it as overtime. Finally, the ‘reports’ view is comprehensive. One quick look and you’ll know where you stand.
Resource Guru integrates with Google calendar, Apple calendar, Microsoft Outlook, or your calendar software of choice, plus thousands of apps through Zapier.
There is no free version, but pricing for paid plans starts at $3/user/month and offers a 30-day free trial.
Kantata (formerly Mavenlink + Kimble) is a professional services platform that includes everything from project management to billing. Its resource management module includes resource forecasting, capacity management, skills management, scenario planning, and role-based planning.
Its resource scheduling allows you to see a breakdown of the tasks your resources are working on at any given time. This will help you better address over allocation and communicate priorities based on project goals.
Kantata integrates with other tools through its M-Bridge integration platform, including Salesforce, Slack, Hubspot, Expensify, and Xero, among others.
Kantata offers customized pricing upon request. You can access a free 10-day trial and request a demo.
Hub Planner is a resource management platform that is built as a core product + extensions (different modules basically). This makes the platform both flexible in pricing and functionality which can be helpful for small businesses looking for their first, basic resource tracking tool.
This tool has a great product tour when you first start, and it gives you all the basic info you need to hit the ground running. I liked that everything is customizable from the bar heights and colors to the project tags and vacation request details. Not the prettiest UI, but I liked how intuitive and informational it is.
Tip: Hit the refresh button every time you make changes. Seems to have a problem updating automatically.
Hub Planner has an integration with Zapier, which you can use to connect to over one thousand apps including project management platforms and productivity suites from Google and Microsoft.
Pricing plans start at $7/user/month and offer a 60-day free trial.
Runn is a resource planning tool that will help you build your resource plans fast. Features that make this possible include drag-and-drop timeline, recurring bookings and bulk edits. There is also a cool little feature that calculates the time invested on a project in real time.
This UI is nice to look at, although a little crowded. Nothing you can’t solve by registering for a free trial and playing around in the demo environment they provide. If you click on the bar chart button on the top left, you will be able to see resource availability and reports at the same time. Cool, right?
Tip: Create your project, then manage your project to add phases and notes. Finally, add resources and remember to add some allocation time to them or the tool won’t save the changes when you switch tabs.
Run can be integrated with Clockify, Harvest, and WorkflowMax. Their API is also available with full documentation so you can connect it to other applications.
Run has a free version for up to 5 people. Paid plans start at $10/user/month and offer a 14-day free trial.
Parallax is a comprehensive resource-tracking software that provides businesses with an effective way to monitor and manage their resources. It allows users to track the status of their resources in real-time, generate reports, and provide invaluable insights into where the company’s resources are being allocated. Its user-friendly design allows organizations to manage roles, teams, resources, locations, products, and activities in one easy-to-use interface.
Parallax’s forecasting feature allows users to look ahead and identify demand areas for future projects or tasks. By proactively understanding resource needs and utilization patterns, companies can plan staffing decisions more effectively and maximize efficiency. This feature also helps users make data-driven decisions by presenting historical trends in an understandable format through graphical representations. Companies can review these graphs to estimate future opportunities and challenges so they can quickly pivot if necessary to address changing demands.
Parallax’s resource allocation feature allows users to quickly allocate resources to tasks or projects and track performance against budget. You can easily see which team members are over or underutilized and whether you're making the best possible use of your resources. With an eye on optimal expense management, Parallax ensures accurate and fair utilization of available resources with thorough breakdowns such as human resource departmental reports and current task trends.
Parallax supports various integrations with other business applications, allowing users to easily sync data between systems and ensure all information remains up-to-date.
Parallax offers customized pricing upon request.
Forecast is an AI-driven resource management platform with time tracking, utilization reports, a skills database to better manage resources, automatic budget calculations, and invoicing. The platform also includes a kanban view for better workflow and task management.
As you can read, it has a ton of features. I played around with it for a while and the learning curve is steeper than Mount Thor, the world’s steepest cliff. Easy solution - book a demo and let them show you how to navigate the platform. Longer solution - go to their Help Center and watch as many videos as you need.
Note: I tried opening their in-app interactive guided tours located in the question mark button on the top right corner of some views in Google Chrome and Safari… didn’t work.
Forecast integrates with Harvest and over 20 other native integrations, plus thousands of apps through Zapier.
Pricing starts at $29/seat/month (minimum 10 seats) and offers a 14-day free trial.
Paymo is an intuitive project management tool that among many other features has resource allocation. This feature is connected to the project module, the accounting module, and timesheets, which gives you and your company an easy way to manage projects with one tool.
Something great for resource tracking is the ability to generate reports at will. With ‘time reports’ you can get detailed project reports in minutes. Select the users, projects and clients you want to include in the report, and choose how you want the information to be grouped.
Note: there’s an exclusions section, in case you want to exclude your non-billable hours.
Paymo integrations include Google products, Slack, Xero, and thousands of other 3rd party software through Zapier.
Paymo is free for personal use. Paid plans start at $4.95/user/month and have a 15-day trial.
Retain is a resource planning platform that aims to have all information relevant to your resources in one view. Whether that is resource allocation, workload, financial information or resource utilization. Note, they have an option to install on-premise in case you don’t want to use their cloud.
Their reporting and dashboard builder uses Microsoft Power BI, which is the reporting equivalent of having superpowers. On top of that I have to mention their views. The platform has both a jobs and resources view. While one is used to assign resources to a project, the other one is to assign projects to a resource. Smart.
Retain can integrate data with other CRM and HR systems, such as Salesforce, Workday, and SAP.
Retain offers a demo upon request and their paid plans start at $15.93/user/month.
monday.com is a work os that can help you handle a bunch of project management related stuff, resources included. If you want to customize your software for it though, you will have to add the timeline and number (to track hours spent on a task) columns to your table view.
Workload is both available as a view and a widget within monday.com. Both will give you a view like the one on the screenshot where you have an allocation circle chart based on your max hours per resource per week. Overallocated resources will have red circles and you can always click on the circle to reveal the tasks involved and a drag-and-drop editor.
Note: Time tracking is included in the pro version, so make sure your wallet is fat enough before making the move.
monday.com’s integrations include project management apps like Slack, Google Drive, Gmail, Google Calendar, Jira, GitHub, Trello, Dropbox, Typeform and many more, accessible through a paid plan with Zapier.
monday.com is free for up to 2 users and paid plans start at $8/user/month and offers a 14-day free trial.
14-day free trial
|From $9.80/user/month||Visit Website|
30-day free trial
|From $3/user/month||Visit Website|
Free demo available
|Pricing upon request||Visit Website|
30-day free trial
|From $7/resource/month (billed annually)||Visit Website|
14-day free trial
|From $10/person managed/month||Visit Website|
|Pricing upon request||Visit Website|
14-day free trial
|From $29/user/month||Visit Website|
Free plan available
|From $5.95/user/month||Visit Website|
|Pricing upon request||Visit Website|
14-day free trial + freemium plan available
|From $10/user/month||Visit Website|
Resource tool ready for your project portfolio management.
Pre-filled timesheets based on your schedule for easier time tracking.
Scalable enterprise resource management platform with an interactive visual scheduler.
Resource planning with AI-powered work assignment recommendations.
- Microsoft Project
Powerful project management platform with resource management capabilities.
- Zoho Projects
Say hello to accurate timesheets with Zoho’s automatic timers and time approval features.
Agile portfolio management platform with resource allocation and utilization capabilities.
- eResource Scheduler
Resource planning that includes financials and real-time resource tracking.
Project management software with workload and team availability features.
What Is Resource Tracking?
In project management, resource tracking refers to the practice within resource management that involves monitoring the work that team resources complete within a project. These can include current projects that they are working on and you have to report, analyzing utilization for future projects, or using the information to assign more work to a resource.
What do you think about this list?
I hope this list helps you get closer to the tool that is right for you. You can find more resource management software options in our list here.
If the next step in your research is to find specific information on project resource management, you can’t miss the 5 step expert guide by Sarah Hoban.
If you want to keep in touch with us and get project management information and fun facts straight to your inbox, subscribe to our Insider Membership Newsletter.