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?
Tracking is always a good thing. It’s one of our project phases and works as a health check on your project team. 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 can consider if you need to get one ASAP. Most have free trials which will inform your decision even more. 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.
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Resource Management is part of the Smartsheet platform and allows you to find and schedule resources for projects, track and manage time, and forecast your hiring needs. As a part of Smartsheet, it can be integrated with the platform if you are already using it for your project management needs.
I’ll be honest. Just like every other Smartsheet product, it has a very old school look. If you can ignore that, the information is neat. I keep going back to the projects section because the ‘brief’ gives me an overview of the project, the ‘schedule’ allows me to add resources and edit tasks, and the ‘worklist’ lets me plan my project tasks in detail.
Note: Reports are definitely not ready for your Powerpoint presentation. Time for the intern to prove themselves.
Resource Management has a calendar integration for your team to see their tasks on their personal calendars. The platform also connects with thousands of apps through Zapier.
Resource Management prices are structured differently from Smartsheet and available 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.
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.
Mavenlink 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.
Mavenlink integrates with other tools through its M-Bridge integration platform, including Salesforce, Slack, Hubspot, Expensify, and Xero, among others.
Mavenlink’s pricing is available upon request.
Float is trying to automate the way you and your team track time. You can connect Float to your calendar and it will import booked times and create suggestions on how to track your time based on it. Scheduling, reporting, and capacity management are some of the other available features.
Regarding its use, it takes 5 minutes of clicking around to find your way through the tool. Both the schedule and log time views show a red shade whenever resources are overbooked. Also, scheduling a task for someone gives you real time previews of the budget you have left, whether it’s hours or money.
Tip: if you have many resources, click on the top right icon that shows two rectangles (density) and select the ‘compact’ view. You’re welcome 😉
Float integrates with some project management tools like Jira, Teamwork, Asana, and Trello. Also sync calendars and integrate Slack updates so your team knows when it’s time to track time.
Paid plans start at $6/user/month and offer a 30-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.
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 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.
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 $2.50/user/month and offers a 30-day free trial.
Saviom’s enterprise resource management suite allows you to manage your resources across your organization. They have custom reporting, skills database, resource forecasting and resource allocation features that can help manage complex projects and complex teams.
After 21 years in the market, Saviom has slowly perfected the science of resource management. Their demo is comprehensive and shows the ways in which the tool helps you prevent scheduling and hiring mistakes that normally occur in big organizations.
Saviom has a data exchange framework and API that will allow you to connect their suite to ERPs, ERMs, project planning tools, PPM & HR tools, email and calendar applications, as well as Excel.
Saviom’s pricing is license-based and available upon request. A free trial is available upon request too.
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.
|Pricing upon request||Check out Resource Management by Smartsheet|
14 days free trial
|From $29/seat/month (minimum 10 seats)||Check out Forecast|
14 days free trial
|From $8/user/month||Check out monday.com|
|Pricing upon request||Check out Mavenlink|
30 days free trial
|From $6/user/month||Check out Float|
14 days free trial
|From $10/user/month||Check out Runn|
60 days free trial
|From $7/user/month||Check out Hub Planner|
30 days free trial
|From $2.50/user/month||Check out Resource Guru|
|Pricing upon request||Check out Saviom|
15 days free trial
|From $4.95/user/month||Check out Paymo|
Resource planning with AI-powered work assignment recommendations.
Almost all your information is in one view. Smart.
- eResource Scheduler
Resource planning that includes financials and real-time resource tracking.
- MS Project
Powerful project management platform with resource management capabilities.
Agile portfolio management platform with resource allocation and utilization capabilities.
Project management software with workload and team availability features.
- Zoho Projects
Say hello to accurate timesheets with Zoho’s automatic timers and time approval 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. This can include current projects that they are working on and you have to report, analyzing utilization for future projects
What do you think about this list?
I hope this list helps you get closer to the tool that is right for you. 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 Sarah Hoban published on the dpm.
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