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The 15 Best Resource Scheduling Software Tools Of 2022

The Best Resource Scheduling Software List

There are stacks of tools out there, so to help you make your shortlist, this review evaluates the best resource scheduling tools:

  1. monday.com

    Simplistic and engaging design, flexible planning, and clear communication between teams allows for easy and informed decisions around resource planning

  2. Kantata

    Resource-first approach to manage and optimize your resources for ideal outcomes so you can grow with confidence

  3. Resource Management by Smartsheet

    Best for matching resources and team members to specific projects

  4. Saviom

    Most powerful resource scheduling along with forecasting & capacity planning

  5. Float

    Powerful scheduling with dedicated integrations, and mobile apps

  6. Hub Planner

    Beautifully designed online resource scheduling software with stacks of enterprise-level features

  7. Wrike

    Best resource scheduling software for both small and large teams

  8. Runn

    Dynamic resource scheduling for IT and software teams

  9. Resource Guru

    Simple but powerful resource scheduling software

  10. eResource Scheduler

    Flexible and comprehensive resource management for organizations of any size, including Fortune 500’s

  11. Zoho Projects

    Super scalable resource schedule that integrates with Zoho’s sales, CRM, and marketing platforms

  12. TeamGantt

    Easy-to-use online Gantt chart software with a simple read-only sharing link for quick collaboration and update opportunities

  13. MS Projects

    Best for general users

  14. Retain

    Scalable resource planning tool for organizations of all sizes. Used to plan over 1.5 million resources globally, with single deployments of the software ranging from 5 resources to 10,000 plus

  15. KeyedIn

    Top-down, strategy-led portfolio management solution with capacity planning, resource management, PMO analytics, and revenue forecasting

If you’re searching for resource scheduling software you’ll find in this post a quick, simple, and easy to read comparison of 15 of the top resource scheduling tools available in 2022.

Resource scheduling usually involves a set of tools that help allocate, schedule, and aggregate resources. Typically, people think of a Gantt chart, but resource managers and project managers use various tools for scheduling resources, including calendars, timelines, and histograms with aggregated resource data.

In this post I’ll also explain what resource scheduling software is, how they’ll help you manage, allocate, and schedule your team and resources better, and provide a summary of their features so you can easily compare and find the right team and project resource scheduling tools for you.

Related Read: Resource Calendars In Project Management: Complete Guide

Resource Management Software Comparison Criteria

To be featured on this resource management software list, I evaluated tools based on the following criteria:

  • User Interface (UI): How well-designed is it? Does it offer clear displays and intuitive navigation?
  • Usability: Is it user friendly and easy to learn and master? Are there tutorials to help improve its ease of use? Does the company offer good tech and user support?
  • Integrations: Is it easy to connect with other tools? Any pre-built integrations?
  • Value for $: How appropriate is the price for its features, capabilities, and use case? Is pricing clear, transparent, and flexible?
  • Customizable: Can you customize the software to fit you and your team members needs? Are there drag and drop functions that allow you to quickly make changes? Can you toggle between different views such as kanban and calendar views?

Key Features

How many of the key resource management software features and functions does the tool provide, and how powerful are they? Specifically, I looked for:

Automation: Automatic resource scheduling features are a major reason to use resource scheduling software. At the very least, this means that your tasks will automatically adjust when moved around, according to the dependencies you’ve set. It can also include custom workflows with automation to help streamline repetitive processes.

Real-time scheduling: The best resourcing tools give you real-time visibility into workloads and let you monitor progress, see resource utilization, and make adjustments in real-time.

Alerts: A good resource scheduler lets you customize the type of notifications and alerts that each user receives (email, desktop, etc), ensuring that alerts about resource utilization and workload keep the right people updated.

At a glance resource schedule: Does the tool provide a bird’s eye view of available resources, billable hours, and resource capacity?

FYI: Project management calendar tools make a nice compliment to resource scheduling software.

Resource Scheduling Software Tools Logo Soup

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The 15 Best Resource Scheduling Software Overviews

This review covers the above resource scheduling optimization tools in detail, followed by a list of additional resource planning and scheduling tools to check out.

1

monday.com

Simplistic and engaging design, flexible planning, and clear communication between teams allows for easy and informed decisions around resource planning

monday.com is a flexible platform to help teams communicate in context, get a birds-eye view of outstanding projects, available resources, and projected timelines. monday.com’s simplistic design and straight-forward interface mean teams can get started planning timelines, assigning project ownership, and managing any project in minutes.

monday.com offers various views to represent data, so each team member can work according to his preferences. With workload view, you can easily see who’s able to take on more work and who’s not. Gain insight into your team’s work capacity and make adjustments to timelines or ownership accordingly— no matter where you are. The monday.com app gives you the flexibility and power to run your team on the go. You can organize your daily work, projects, and teams all in one place.

monday.com has over 40 integrates with apps like Slack, Excel, Google Drive, Gmail, Google Calendar, Jira, GitHub, Trello, Dropbox, Typeform, and others, accessible via Zapier.

monday.com costs from $6/user/month and comes with a free 14-day trial. They offer a free plan for up to 2 users.

14 days free trial

From $6/user/month

Pros

  • Color coded status great for resource overviews
  • Easily create boards dedicated to operational resource tracking
  • New features being rolled out regularly
  • Quick learning curve

Cons

  • Does not have resource forecasting
  • Horizontal pipeline views means excessive scrolling
  • No single-user plan
2

Kantata

Resource-first approach to manage and optimize your resources for ideal outcomes so you can grow with confidence

Kantata is a well-rounded tool that bridges the core planning, execution, project accounting, and analysis systems in a single operating environment. It has modules for project management, accounting, resource management, business intelligence, and team collaboration. On top of this, it offers a system of dashboards, live time and expense tracking features, a great documenting system. And all of these best-in-class features are delivered through straightforward and minimalistic design.

Kantata ticks off all the boxes when it comes to resource scheduling. Some key features include resource forecasting, real-time utilization, capacity management, skills management, scenario planning, and role-based planning. Kantata offers a ton of other tools for managing a business beyond resource scheduling, including built-in BI reports, trend analysis, data visualization, data integration with other systems, project costing, invoicing, and much more.

I could go on and on about Kantata’s features because there really are too many to list—it’s a comprehensive suite, that, despite requiring time to truly master, has been recognized as being easy to use and learn. What’s more, the company leverages its professional services expertise as part of their offering, making available their Kantata BI Consultants who can build reports specifically for your business. As well, they provide some great training resources that can help mitigate the risks and costs of implementation.

Kantata takes a unique approach to integrations. As part of their “API-first strategy”, they’ve built a solution that doesn’t require a third party in order to integrate with any apps. They provide an integration platform (called M-Bridge) that’s designed to simplify integration between Kantata and other business apps like CRM, HCM, and financial software. On top of the M-Bridge platform, Kantata provides several pre-built integrations with these tools: Expensify, G Suite, Xero, Salesforce, Netsuite, Jira, Hubspot, Slack, Concur, Dynamics 365, Qualtrics, Quickbooks, and Sage Intacct.

Kantata offers plans to meet your needs. Choose from resource management to complete PSA with advanced BI. To receive accurate pricing information, contact Kantata directly.

Custom pricing/user/month

Pros

  • Easy capacity management
  • Distinguish between soft and firm allocation
  • Good reporting functionality for resource data
  • Resourcing fully integrated with master planning

Cons

  • Custom Reports Can Be Difficult to create without training
  • Proofing solution is an add-on
  • Advanced features are available only in the Premier and Enterprise editions of the application
3

Resource Management by Smartsheet

Best for matching resources and team members to specific projects

Resource Management by Smartsheet, a high-level resource management and scheduling software, helps modern teams make confident decisions about project planning, team capacity, budget forecasting, team utilization, and hiring needs in real time.

Built-in timesheets, mobile time tracking, and expense tracking, enables you to create rich project reports by filtering project data with just a few clicks. Reports can give insight into historical data or offer a forecasted view of team utilization, actual vs. planned time reports, budget tracking, expense reports, and projects in the pipeline.

Over 1,000 of the most innovative companies in the world rely on Resource Management by Smartsheet, from 10-person shops and 100-person teams within global brands to 1,000+ person professional services firms. Resource Management by Smartsheet has been recognized for its design excellence with awards from FastCo, SXSW, IxDA + IDSA.

Resource Management by Smartsheet easily integrates with a variety of internal workflows and software suites. Additionally, it provides a flexible API and Zapier integration that can connect with top operational tools for analytics, communications, PM, ERP, and finance.

With a unique project and resource matching feature, Resource Management by Smartsheet helps match team members to the project’s requirements according to different criteria like disciplines, skills, availability, and more.

30 days free trial

From $25/user/month

Pros

  • Combines time tracking and resourcing
  • Able to forecast resource utilization
  • Skills database helps resource allocation
  • Intuitive for keeping timesheets and assigning hours

Cons

  • Initial resource set-up takes time
  • Could use better data visualization
  • Bulk project edits don’t apply to resource field
4

Saviom

Most powerful resource scheduling along with forecasting & capacity planning

Saviom’s robust enterprise-level resource scheduling solution provides a Gantt chart view of resource schedules. In addition, the tool enables agile resource scheduling with advanced filters and easy drag and drop functionalities.

Businesses can manage multiple allocations at once using the tool’s bulk booking feature and also implement bulk changes in real-time. Moreover, the tool allows you to create generic bookings to keep backup resources and avoid project delays.

The tool also provides early warnings and enables you to split bookings dynamically and prevent over or underutilization of resources. Besides, you can drill down to resource availability, utilization, etc., to maintain the resource health index.

Using enterprise-wide visibility, you can schedule a cost-effective global resource to appropriate project tasks. One can also resolve the complexities of matrix organizational structure and organize schedules by multiple dimensions such as resource role, team, project type, location, and skills available.

With real-time insights into resource allocations, you can mobilize them from non-billable to billable or strategic work, thus enhancing productivity. Additionally, you can form realistic resource plans by considering leaves and absences using Saviom’s leave management portal.

The tool goes beyond basic scheduling and helps futureproof and optimize the workforce using resource forecasting and capacity planning. Saviom’s analytics suite provides access to complex data, allowing you to detect and resolve resource shortages or excesses and project delays.

Saviom can easily integrate and sync all your existing calendars, email, MS Project, Excel, and other apps. To learn more about pricing, you’ll have to get in touch with them, as they offer a customized, tiered pricing model.

Priced by custom license

Pros

  • Drag-and-drop resource bookings
  • Split, Reassign, or perform bulk booking with just a few clicks
  • Multidimensional view of enterprise schedule
  • Advanced filters for competent allocation and scheduling
  • Multidimensional forecasting and capacity planning

Cons

  • Interfaces display a lot of information at once
  • Unavailability of some fields in reporting
  • More suited for medium to large enterprises requiring complex scheduling
  • Pricing is available only on request
5

Float

Powerful scheduling with dedicated integrations, and mobile apps

Float combines resource management and scheduling in a powerful, easy to use software solution. Its robust feature set makes resource scheduling simple – as it should be! Built for agencies, studios, and firms, some of the world’s top teams use Float including Deloitte, Ogilvy, BuzzFeed, and MetaLab. Its intuitive interface and fast scheduling tools make Float a suitable solution for teams big and small.

Scheduling in Float is lightning-fast. You can create and assign projects and tasks to your team within seconds. Making changes is also easy with a right-click menu full of editing shortcuts, and a drag-and-drop interface that makes reassigning and updating tasks a breeze. Even with an enterprise volume of people and projects, Float’s interface can handle it.

The schedule view is your go-to for a high-level overview of your project pipeline and resource capacity. Drill down deeper with a universal search bar, and filter functionality. Get an accurate view of your team’s availability with custom work hours, public holidays, and scheduled time-off. Add custom tags such as location and skillsets to your people and projects, and use the scheduled status feature to let everyone know when you’re working remotely, from home, or offline in a team workshop on any day.

Track your resource utilization, monitor project budgets, and forecast your team’s capacity with real-time reporting. Adding time tracking to your account gives your team access to pre-filled timesheets, so you can compare your estimated hours with the actual time spent on project tasks.

Float’s dedicated integrations mean you can streamline your resource scheduling workflow with other tools, seamlessly. Import your Google or Outlook Calendar events directly onto your schedule. Sync and schedule your projects with Jira, Asana, Teamwork, or Trello. Integrate your schedule with Slack to notify your team of any changes, and opt-in for schedule updates via email or mobile push notifications.

Float offers a free 30 day trial with unlimited access to both resource planning and time tracking features. After that, it’s $6 per scheduled user, per month, or $10 with time tracking, with volume and yearly subscription discounts available.

30 days free trial

From $6/user/month

Pros

  • Easy-to-use resource editing tools
  • Set custom work hours
  • Can monitor budgets and forecast capacity
  • Easily add contract workers
  • Time tracking feature

Cons

  • Updating staff/personnel list is time consuming
6

Hub Planner

Beautifully designed online resource scheduling software with stacks of enterprise-level features

Hub Planner is a resource scheduling software with a full suite of scheduling, time entry, and reporting features. The core feature is the simple and usable Scheduler, which allows for project and resource planning and visualization. Users can drag and drop to plan projects and schedule resources. The tool also offers a multi function menu, powerful filtering, and a dynamic team capacity bar. Multiple view modes allow for both high-level birds-eye views and granular views of projects.

Hub Planner has a powerful reporting engine with 70+ pre-formatted templates. If you can’t find what you’re looking for in a template, you can create reports from scratch.

Hub Planner also has a number of inline workflows for timesheets, requesting vacation time, and a slick resource requesting & approval option. Their Unassigned Work feature is great for scheduling and forecasting ahead of the pipeline, and users can create custom fields at the resource or project level. Users can also customize schedule notifications and reminders.

They’ve taken a modular approach so you have the option to add or remove extensions to the base product, allowing teams to increase functionality or turn off bits they don’t need. Inline integrations with Basecamp, Slack, iCal, REst API, and Zapier are available.

Hub Planner offers a pretty extensive 60 day free trial with everything included. There is an extensive knowledge base with tutorial videos, and their customer support is excellent.

Licenses begin at $7 per month, per resource with annual discounts available.

60 days free trial

From $7/user/month

Pros

  • Filter planning & forecasting data by project, resource, group or skill set
  • Easily track several projects and generate reports
  • Good overview of staff task/time allocations and availability

Cons

  • Need to click into modal for more details on events/projects bookings
  • To customize views and schedule layout you need to edit settings
  • Would be nice to view more project booking information like custom fields in iCal
7

Wrike

Best resource scheduling software for both small and large teams

Wrike is an award-winning, easy-to-use resource scheduling software trusted by 20,000+ organizations worldwide. It’s suitable for teams with anywhere from five members to an unlimited number of members. It’s highly configurable, allowing users to customize workflows, dashboards, reports, request forms, and more.

Wrike’s simple interface enables users to switch between Kanban boards, one-click Gantt charts, and traditional workload views, allowing them to choose how to visualize their priorities. Wrike also features task lists, dependency management, subtasks, calendars, and shared workflows. Unlock advanced insights with performance reporting tools, resource management and allocation, and more.

Wrike has an easy-to-use, intuitive interface and navigation with distinct spaces, folders, and tasks. Users can toggle between the home screen and timesheets, dashboards, calendars, reports, and the activity stream. Wrike has a dedicated help center with interactive training, videos, a ‘Getting Started’ guide, and a thriving community.

The tool also offers a variety of different yet specific solutions depending on the type of team or organization, such as marketing teams and professional service teams. Users can also try a variety of templates for common organizational processes.

Wrike offers 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.

Pricing starts at $9.80 per user per month. There are four different price points, including a free version and plans which offer the ability to invite free external collaborators to a paid account.

14 days free trial

From $9.80/user/month

Pros

  • Resource request and approvals are easy and well organized
  • Good variety of dashboard views to accommodate different user needs
  • Building custom dashboards is great for highly specific resource tracking

Cons

  • Best resource tools are limited to the higher level paid plans
  • No time tracking with the free version of the tool
  • May require additional training for an understanding of the full functionality
8

Runn

Dynamic resource scheduling for IT and software teams

Runn is a real-time resource, demand, and capacity planning tool with integrated time tracking and powerful forecasting capabilities. Get a bird’s-eye view of all projects and people to instantly spot overbookings and identify resourcing patterns. Collaborate with co-workers to stay up-to-date and on the same page with remote teams.

Scheduling allocations is easy and intuitive in Runn–simply drag-and-drop to create project phases and allocations. Flick between monthly, quarterly and half-yearly views to plan for the short and long term. If you don’t have the right person at the right time, use placeholders to define the requirements for the project.

Runn makes resource management dynamic and visual. Watch the charts and reports update as you plan out your work. You can see visualisations of capacity, workload, availability, and billable and non-billable utilisation. Drill into different roles, teams and tags to compare trends and understand which groups are overbooked. Plan out tentative projects to see how your resourcing plans might change if the work gets confirmed.

Track projects, view forecasts, and get relevant metrics within Runn. You’ll have up-to-date data in one place to keep tabs on insights like utilization, project variance, and overall financial performance. Use Runn’s built-in timesheets to understand how much time was worked compared to what was planned.

Runn integrates with Harvest, WorkflowMax, and Clockify for importing project, client, and people data and syncing time entries. With Runn’s API, you can build your own integration to send data across your favorite tools.

Try Runn free for 14 days, no credit card required. Runn has three pricing plans: Free for Startup (5 or fewer people), $10 per person for Pro, and custom pricing for Enterprise. There is also a 20% discount on annual plans.

14 days free trial

From $10/user/month

Pros

  • Clean UI that’s easy to use & navigate
  • Free version available for 5 users
  • Native integrations & API available

Cons

  • No time tracking built in
  • Can't keep notes on projects
  • Colors are not customisable
9

Resource Guru

Simple but powerful resource scheduling software

Resource Guru is a dedicated resource scheduling software tool. With a great visual calendar style interface, it shows what everyone’s working on and clearly displays availability so you can maximize utilization. The tool allows Project Managers to make bookings simultaneously with no chance of stepping on each other’s toes.

Resource and project clashes are automatically prevented. Bookings can be added to a waiting list and used for capacity planning later. Each staff member gets their own resource dashboard so they can log in and know exactly what they should be working on. And to monitor business performance, powerful reports monitor utilization of your team, and help with capacity planning.

Resource Guru costs from $2.50/user/month.

30 day free trial

From $2.50/user/month

Pros

  • Availability bar for capacity planning
  • Clash management for unintended overlap
  • Pleasant and flexible UI
  • Daily resource summary emails
  • Very affordable per-user rate

Cons

  • Unable to sort resources by experience level
  • No copy-paste of resource tasks
10

eResource Scheduler

Flexible and comprehensive resource management for organizations of any size, including Fortune 500’s

eResource Scheduler offers both Cloud and On-Premise versions with configurability & ease of use at core of its design. It’s been used by organizations of all sizes since 2011.

This resource scheduling tool’s features include a dashboard that highlights important information on single screen, along with multiple types of user-defined fields that allow capturing complete information (roles, skills, qualifications, certificates, team, office, etc.) about your projects.

The resource scheduling chart offers resources, projects and role views, and users can create their own scheduling views on the fly. Filters identify qualified resources as per project requirements. Meanwhile, features like drag and drop, availability and overload indicator, extend-shorten, precise split, copy-paste make scheduling efficient and quick. They also offer the option to schedule at both project and task levels. You’ll find multiple calendars with different timings, holidays, exceptions, and personal leaves (visible on scheduling chart) to ensure correct resource capacity for different types of employees (Full, Part-Time, Casual, etc.) Their reports show real-time utilization at different levels and their reporting offers several different views/filters which make the reports informative and useful.

To integrate their tool with your other business tools, you can use their Open REST API, and you can also take advantage of easy imports/exports.

And finally, their timesheets feature and financial module (complete with cost and billing rates and a forecasting report) make eResource Scheduler complete resource management package. eResource Scheduler costs $5/resource/month and provides annual billing discounts (14-day free trial).

14 days free trial

From $5/resource/month

Pros

  • Resource notification emails
  • Ease of use and functionality
  • Change control records for resource data
  • Robust resource dashboard

Cons

  • No invoicing module
  • Convoluted pricing structure
11

Zoho Projects

Super scalable resource schedule that integrates with Zoho’s sales, CRM, and marketing platforms

Zoho Projects is a resource scheduling tool that lets you plan and manage both simple and complex projects with the help of Gantt charts to schedule timelines, set up baselines, compare multiple baselines, identify critical tasks, and create dependencies.

You can distribute work evenly with the help of their resource allocation feature. Moreover, teams can track project metrics and team performance with the help of numerous dashboards, charts and reports and make necessary changes to the project schedule or task ownerships accordingly.

PMs can manage teams by setting up profiles for users and setting access privileges as per their role. Managers can also set user rates to generate invoices for payroll. Team members can also check in and check out right from Zoho Projects via the Zoho People integration.

Zoho Projects integrates with tools such as Google Drive, Google Calendar, Slack, Github, Bitbucket, and Dropbox. Access even more integrations through Zapier.

Zoho Projects costs from $4/user/month (billed annually) and offers a 10-day free trial. They have a free plan for up to 3 users.

10 days free trial

From $4/user/month (billed annually)

Pros

  • Easily connect to other Zoho apps for sales, CRM, marketing
  • Affordable and free entry-level plans
  • Time tracking built-in

Cons

  • No premade templates
  • Steep learning curve for maximum benefits
12

TeamGantt

Easy-to-use online Gantt chart software with a simple read-only sharing link for quick collaboration and update opportunities

Used by Amazon and Netflix, TeamGantt is a project management tool with resource management functions like time- and budget tracking in the availability tab. TeamGantt specializes in task planning tools and charts but they also track workloads and team availability, collaboration features like chat and tagging, and customizable alerts.

One con with TeamGantt is that dashboards’ views sometimes lag behind real-time changes to resource tracking. Resource-complex projects may lag a bit due to the fact of TeamGantt being an in-browser, cloud-based application.

TeamGantt scores well in the Usability segment of the evaluation criteria, as it is incredibly flexible to use. The tool is accommodating to however you may want to set up and track your projects, no matter their resource structure or constraints. Additionally, providing an easy “read-only” URL makes it great for sharing with outside parties for input.

TeamGantt costs from $24.95/month and has a freemium version of the software for up to 3 users.

14 days free trial

From $24.95/month

Pros

  • Flexible setup/tracking for projects
  • Share charts without receiver logging in
  • Easy drag-and-drop task duration
  • Quick learning curve

Cons

  • Dependency data is awkward at times
  • Lack of in-app notifications
  • Views can lag behind changes
13

MS Projects

Best for general users

Microsoft Project can be clunky (which is why many people search for MS Project alternatives), but MS Project is still a standard, well-supported, and widely adopted tool. It includes familiar scheduling tools to assign project tasks to team members and use different views like Grid, Board, and Timeline (Gantt chart) to oversee the schedule. Users can view and compare how resources are used across projects to optimize assignments.

If you are familiar with other Microsoft programs, in particular Excel, then the interface and navigation will be familiar to you. This can help teams on a Usability level, as familiar software makes for easier training; thus, they evaluated well in Usability in this regard.

Integrations include other Microsoft software, like Outlook, Excel, Skype, and more.

A few critiques that would make this solution better for resource scheduling is that you can’t open different projects across different windows (for, say, easily comparing resources between the two) and PDF exports look messy, so if you use them for reports or printable projects you will need some manual design intervention.

MS Projects costs from $7/user/month and has a free 30-day trial.

30 days free trial

From $7/user/month

Pros

  • Can generate a Gantt chart from a spreadsheet
  • Helpful project template descriptions for guidance
  • Driver prioritization module for ranking strategies/objectives
  • Integration with other Microsoft software

Cons

  • Limitations on collaboration tools
  • Higher learning curve
  • Few customization options
14

Retain

Scalable resource planning tool for organizations of all sizes. Used to plan over 1.5 million resources globally, with single deployments of the software ranging from 5 resources to 10,000 plus

Since 1992, Retain has maintained its market-leading position in the resource scheduling space. Retain is a customizable, scalable and user-friendly resource tool and is used across a wide range of industries and sectors in over 70 countries. With over 25 years’ experience in resource scheduling, Retain’s staff planner is used by the Big Four accounting firms. Retain is built with UI and UX specialists, client surveys and their own expertise in the resource planning space in mind.

Available features include resource scheduling, capacity planning, demand forecasting, talent management, and a powerful, visual reporting capability. Using a customizable interface, you can easily move, schedule and allocate resources to projects, including the ability to auto-schedule resources. You can also identify (and receive alerts) around resource planning conflicts. The insightful view helps you to filter, rotate and share resource schedules. Retain includes a comprehensive reporting suite allowing you to extract meaningful business information. The integrated report builder lets you create customizable reports.

Offering three levels of access, Retain’s powerful and visual workforce analytics platform provides intuitive business intelligence. You can also identify skills shortages, utilisation levels, demand vs. capacity, planned vs budgeted time/revenue/cost and overall supply and demand.

In addition to resource scheduling, Retain offers the option for users to develop their skills and support talent management. Users can apply for roles on the projects using our Marketplace module which lists open opportunities that match their interests.

With Retain, you do not need third-party applications. You can connect all of your business systems with our Retain API. Retain’s resource scheduling software can be utilized as a Microsoft Windows platform, a web application, or both.

Pricing and trials are on request. Retain also offer demo requests.

Free demo

Pricing upon request

Pros

  • Drag-and-drop organization
  • Supports multiple currencies
  • Data-rich dashboards
  • Easy to duplicate bookings

Cons

  • Displays can get pretty busy
  • Search functionality could use improvement
15

KeyedIn

Top-down, strategy-led portfolio management solution with capacity planning, resource management, PMO analytics, and revenue forecasting

KeyedIn is a great tool for resource scheduling (as well as PPM). In fact, it was recognized as an August 2019 Gartner Peer Insights Customer Choice for Project and Portfolio Management. Features include Kanban and project workflows, hierarchy and roll-ups, forecasting and budgeting, and key deliverable and dependency tracking.

Maintaining daily and weekly tasks are easy with KeyedIn, as you can add tasks against multiple projects and the system will even show the effort and cost estimations. This will help navigate resources around staff leaves, and so on.

Integrations include Jira, Microsoft Dynamics CRM, Dynamics 365, SharePoint, QuickBooks, Microsoft Outlook, Sage Intacct, Salesforce App Cloud, SugarCRM, SAP CRM, Pivotal Tracker, Microsoft Dynamics GP, VersionOne, Fulcrum. Additionally, the software uses API Version 3 that makes it easier for its customers to share or extract project and portfolio data with other business software solutions.

A dedicated customer portal would make this software easier for looping clients in on resource scheduling needs for projects and tasks. The tool lost a few marks in the Usability review category because of this oversight.

KeyedIn offers pricing upon request and has a free trial.

Free trial

Offers pricing upon request

Pros

  • Data-rich dashboards with multiple views
  • Robust forecast dashboard with charts
  • Supports multiple languages and currencies

Cons

  • Must scroll through tabs to get a holistic view
  • Project hierarchy gets complex for multiple projects
  • No customer portal available yet

Need expert help selecting the right Project Resource Management Software?

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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 Best Resource Scheduling Software Comparison Chart

In the summary table below, we’ve pulled together some of the key features that’ll help you make a decision.

Tool Free Option Price
1
monday.com

Simplistic and engaging design, flexible planning, and clear communication between teams allows for easy and informed decisions around resource planning

Freemium version

14 days free trial

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

Resource-first approach to manage and optimize your resources for ideal outcomes so you can grow with confidence

Not available

Custom pricing/user/month Check out Kantata
3
Resource Management by Smartsheet

Best for matching resources and team members to specific projects

30 days free trial

From $25/user/month Visit Website
4
Saviom

Most powerful resource scheduling along with forecasting & capacity planning

Not available

Priced by custom license Check out Saviom
5
Float

Powerful scheduling with dedicated integrations, and mobile apps

30 days free trial

From $6/user/month Check out Float
6
Hub Planner

Beautifully designed online resource scheduling software with stacks of enterprise-level features

60 days free trial

From $7/user/month Check out Hub Planner
7
Wrike

Best resource scheduling software for both small and large teams

Freemium version

14 days free trial

From $9.80/user/month Check out Wrike
8
Runn

Dynamic resource scheduling for IT and software teams

Freemium version

14 days free trial

From $10/user/month Check out Runn
9
Resource Guru

Simple but powerful resource scheduling software

30 day free trial

From $2.50/user/month Check out Resource Guru
10
eResource Scheduler

Flexible and comprehensive resource management for organizations of any size, including Fortune 500's

14 days free trial

From $5/resource/month Visit Website
11
Zoho Projects

Super scalable resource schedule that integrates with Zoho's sales, CRM, and marketing platforms

Freemium version

10 days free trial

From $4/user/month (billed annually) Check out Zoho Projects
12
TeamGantt

Easy-to-use online Gantt chart software with a simple read-only sharing link for quick collaboration and update opportunities

Freemium version

14 days free trial

From $24.95/month Check out TeamGantt
13
MS Projects

Best for general users

30 days free trial

From $7/user/month Check out MS Projects
14
Retain

Scalable resource planning tool for organizations of all sizes. Used to plan over 1.5 million resources globally, with single deployments of the software ranging from 5 resources to 10,000 plus

Free demo

Pricing upon request Check out Retain
15
KeyedIn

Top-down, strategy-led portfolio management solution with capacity planning, resource management, PMO analytics, and revenue forecasting

Free trial

Offers pricing upon request Check out KeyedIn

Other resource scheduling tools

Below is a list of additional tools for resource scheduling that we didn’t take a look at in the list above:

  1. Notion

    Modern project management tool that houses your team projects, wikis, and docs in one platform

  2. ActiveCollab

    Set billable rates, log time on tasks and projects, easily generate records for client invoicing and handy project reports

  3. Clarizen

    Fully-featured, enterprise-grade project management tool with resource scheduling

  4. Clickup

    Workload and box views that help you see what your team is up to and their capacity to take more work

What Is Resource Scheduling?

Resource scheduling is a key step in project management. It’s the process of and methods used for assigning an organization’s resources to projects or tasks according to resource availability. It involves listing tasks, estimating their duration, identifying constraints, setting deadlines, identifying resource demand and resource capacity, forecasting the future availability of resources, identifying potential resource bottlenecks, and using all of this information to efficiently match the appropriate resources with tasks or jobs.

Consideration of team member time off in the form of leave management is also important, as is accounting for the team’s and individual team member capacity, through capacity planning and capacity management. Resource scheduling is crucial for project planning and starting new projects, as it impacts the project schedule and timeline.

What Is Resource Scheduling Software?

Resource scheduling software can help plan, organize, and manage your projects as well as your agency resources—whether they’re people, rooms, or phone lines. They can be used in resource planning to create resource plans and resource requirement forecasts.

Depending on the sophistication of the software, they can also include tools for estimation and planning, scheduling, cost control and budget management, resource allocation, project management, task management, and document storage.

Resource scheduling software is known by a lot of other names too. If you hear people talking about resources scheduling software, resource allocation software, resource allocation tools, or workload management tools, they’re all talking about the same thing: it’s all about effective resource planning, and tools to help you do that better.

The challenge with resource scheduler software is that there’s often a lot of overlap with other business functions. Resource management tools and software, time tracking and timesheets, project communication, expenses, storage, project management software, Professional Services Automation (PSA), and Services Resource Planning Software (SRP) can all find themselves bundled together—this can be good, but if you need to integrate with or replace legacy systems, things can start getting complicated.

Related: Resource Allocation Spreadsheets: Free Template + Easy Example

What Are The Benefits Of Resource Scheduling Software?

Here are some of the main benefits of resource scheduling software:

  • Save time manually moving resources around
  • Make fewer mistakes overbooking your team members
  • Gain a clear understanding of the team’s capacity and utilization
  • Deploy the limited resources that you have more effectively and efficiently

As agencies and studios grow, the systems for resource scheduling that may have worked for a small agency often struggle to scale.

Excel and Google Docs are effectively free resource scheduling tools, but resource scheduling software can help you work faster and smarter, access real-time project data, help you to assign people to projects, and allow you to schedule projects more effectively.

If you’re still looking for a free resource scheduling tool, then I’d recommend using Google sheets or Excel, but making the investment in a proper tool will quickly be a worthwhile investment.

What Are Resources?

In an organization, resources can include anything that contributes to the finished product: people (human resources and skills)—including your team members and freelancers, financial resources, inventory, equipment and supplies, space such as offices and meeting rooms, IT resources, and production and natural resources, among others.

Just realized that you’re not looking for resource management software? Have a look at other useful tools:

What Do You Think?

What else is there to project management tools and resourcing scheduling software? We’d love to hear if you’ve got any suggestions, tips, or thoughts on using this kind of software – why not share them using the comments below?

For even more insights on resource management, give this article a read: In-Depth Guide To Resource Availability In Project Management.

Related Read: Resource Loading In Project Management: A Helpful How-To

Related Lists of Tools:

Check These Out:

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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108 Comments

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    hello there thanks for the information and posts

    Reply

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    Great list of tools ! Fanurio https://www.fanuriotimetracking.com is another project management software for small teams.

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    Hi everyone, I have been looking for a planning tool for our online marketing agency for some time now. The main problem I keep bumping into is that with each planning tool you can only plan per day and not per week. We are an agency that work on a weekly basis. Every employee has 40 hours per week, every client gets a certain amount of hours out of these 40 every week. I am looking for a planning tool that allows us to plan these hours without placing it on a certain day. Our employees get to decide themselves whenever they want to spend those hours on that specific client. Does anybody know a planning tool that has this feature? I am looking forward hearing from you guys. Thanks in advance! Rosanne

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    Hi, Please have a look at the features of StaffTimerApp (https://stafftimerapp.com/) and I am sure you would consider including it in the list. Screenshots capturing and processing Flawless hours tracking. Instant Screen Capture. Real Time Monitoring. Video Monitoring.

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    We have been using Breeze for a few years and are still amazed by its powerful functionalities. Thanks Rene for the good work!

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    Useful article! Thanks! My project management toolbox is LeaderTask (https://en.leadertask.com/) and common calendar aka Google.

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    After testing dozens of different tools I ended up with Proggio, a new tool that save me time and add great visuals for my project plan. Also currently has free trial, check it out https://www.proggio.com

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    We're happy to see that elapseit (https://elapseit.com/) project management online software is included into your list. :D

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    Another one to consider is AlchemyWorks Projects, a comprehensive project and portfolio management system that has a strong mobile interface. https://www.alchemyworks.com/

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    Great Post.

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    Hi Ben! Such delightful article for project managers. Most tools offers resource management and capacity planning . I would like to take this opportunity to introduce https://www.techno-pm.com which has a variety of free project management templates on resource plan. Key features- It covers following templates https://www.techno-pm.com/p/resource-plan.html 1.Excel based resource plan 2.Excel Capacity Plan 3.Excel Resource Matrix 4.Resource Management Plan 5.Agile Capacity Planner 6.Team Resource Plan 7.Project Resource Planning 8.Advanced Resource Plan

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    Hi Ben! Great article! I would just add https://www.ganttic.com/ to here. I feel this is one of the most simple and intuitive resource planning tools around.

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    This list would be more complete with solutions that fit smaller teams and freelancers like https://paretocrm.com project management tool which is extremely easy to use and fits small businesses perfectly.

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    Thanks for the great list, i would like to point out another Ad agency project management software called iWorkSync Ad that is created to manage daily activities of an advertising company or agency. iWorkSync-AD is a fully integrated business management solution designed specifically for Media companies businesses. iWorkSync-AD integrates functions of all your departments including Accounts, Production, Media and Finance. iWorkSync-AD offers whole business automation, quick-to-implement and easy-to-use. iWorkSync-AD promotes productivity, boosts creativity, and adds to the top and bottom lines of an advertising agency. See more about the product at - https://www.iantz.in/iworksync.php

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    We use Briefcase and couldnt be happier. Suits the studio perfectly and the support and customer service we get is the best. We looked everywhere for a system that can combine everything instead of having to use 3-4 different applications.

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    Great list. But I think there is another pressing need in the area of project / resource management that these tools do not address. These tools do a fantastic job of scheduling resources to project work at a tactical / low level. But as organizations scale (and they do not have to be that big) they need to then take strategic approach to their resource management. So by this I mean answering questions such as: - Given the projects underway and in the pipeline how many resources will we need over the next 12 months? - What skills mix will we need in those resources? - Will we have to hire / fire resources and if so when? - If we change around the priorities of our projects, how will this impact deadlines and resource needs? - What will happen if we start up 5 new projects next month? These kind of questions are key but rarely answered by project management or resource scheduling tools. Perhaps a good topic for another article? There are a few tools that do help you answer the questions above Kelloo (https://www.kelloo.com) is one I have used with good success. There was another I used (Atlantic Global) but I can't track a website down for them. Basically, Kelloo / AG includes features for resource planning, resource capacity planning, resource demand planning, scenario modeling, what-if modeling etc. They take a more strategic approach to resource planning. Something that most organizations do in spreadsheets but do very badly.

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      Hi Ian:-) thanks for rich comment. I am looking for tool what you described and I think about Hub Planner, which is on the first place in article above. Did you use it? Thanks for help and great thanks for author of this article:-)

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        Hi Sawek – yes I did try try Hub Planner. It was a nice tool, but was dealing with basic day to day scheduling of resources in a calendar format. It didn’t help me with the problems I was having as expanded upon in my prior post. I think we need to make a distinction when talking about resource planning / resource scheduling tools. There are many tools out there that let you allocate a resource to a piece of work for a period and then let you keep tabs on the resources utilization levels. So I would include tools like Hub Planner, Float and 1000K foot in this category. They tend to rely on the scheduler managing the schedule / allocating the tasks to smooth the workload of the resources. Then you have tools which are dynamic. What do I mean by this? – You do not have to manage the schedule at a low level, which is great as your resource levels increase. – They help you understand how you can solve your resource problems (not just tell you that you have a problem). – You can explore different resourcing options to optimize your resources usage. – You can model the impact different resource levels will have on your deadlines (i.e what happens if I hire / fire etc). – Selecting different project options will have a radical impact on your resource plans. I.e. if a new project is started up but others put on hold, you need to quickly understand how this impacts your resources. So these tools tend to have a higher level focus and the planning horizon tends to be weeks to months as opposed to what is happening today / this week. I would badge these tools as resource capacity planning solutions. I started off looking at https://www.liquidplanner.com. I liked the tool. The alternative to liquid planner that I ended up using was https://www.kelloo.com.

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    Hi Ben. Great overview and I would also like to add our solution, Retain International. Founded in 1992, Retain is utilised by professional service firms to increase efficiency, revenue and remove the pain often associated with resource planning. We develop the software based on client feedback to offer the most effective solution possible. If you are looking for a better way, please take a moment to visit https://www.retaininternational.com and see how Retain has helped our clients. Many thanks. Daniel

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    Thanks for the list! I'd like to add another project management tool - Deskun (https://deskun.com/), it's a cloud based system mostly suitable for small businesses.

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    Hi Ben! Great article and summary of the tools. I would be happy if you spare a minute and also take a look at the tool for resource management we recently released - https://teamdeck.io - it's a complete solution for agencies and software houses when it comes to planning new projects and sales pipeline, measuring time via timetracker and timesheets or even requesting vacations.

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    I would prefer one of the Best Resource Scheduling Software which I think you missed to mention here. eResource Scheduler is really a wonderful software for any company who is looking for resource management. Find more about it here- https://www.eresourcescheduler.com

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    If you're using Outlook, TimeSheet Reporter makes it possible to track time via your appointments. Great article, thanks. :)

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    Nice article... AT BETAPAGE, Fiirefly is a the project management tool you always wanted for your small company.

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    Nice article thanks for sharing it.

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    Hi Ben, Awesome list of PM tools, really appreciate the compilation! Coming from a digital agency background, we always struggled a bit with the complexity and unnecessary features in some of the more comprehensive PM tools. If you're looking for a streamlined approach to managing your agency's resources and projects, you could always look into something like resource management: https://www.scaleapp.com/blog/why-most-project-management-software-is-too-complex-for-agencies Hope it's helpful to a couple of PMs or agency people out there! Thanks again Ben! Ryan

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    Could someone give me some advice. I hire out teams of 2 specialists to different customers. I whish that the specialists can list available time and I want the customer to see when the resource is available ( full team of 2 specialists) and be able to make a reservation. I will then confirm it and bill accordingly. Does anyone know of a system that handle this. I don`t want my customer to see who the specialist is, just availability.... Regards Stefan

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    Hello, I am working in a digital agency who are currently scheduling with spreadsheets (ahhhhhhh) I know! I am looking to introduce a tool for resource scheduling and project management - I just dont know what ones to trial out I like Float Hub planner and resource guru and feedback on these ??

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      Hi, Can I also recommend reviewing admation Admation offers both approval workflow, project management and resource management features. It comes with integrate image library and final assets library, basically meaning you can use one solution to manage your projects from beginning to end. You can find more information at www.admation.com Good luck with your search.

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    Great read thanks for sharing! These tools are a great help especially for freelancers online businesses. Time tracking tools are also important as it helps you and your employees keep track of your time and productivity. By using web-based time tracking tool from sites like https://www.clockspot.com/ you can micro manage your projects and be more effective with completing your tasks.

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    Hi All, If you want a SaaS for managing employees' schedules, I recommend QuickTask.com's Schedule, https://quicktask.com/schedule/ , software. For those that need a SaaS for customers to be able to take appointments, QuickTask.com offers its' Rendez-Vous, https://quicktask.com/rendez-vous/ , software. Schedule and Rendez-Vous are both easy and fun to use.

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      Hi All, Schedule's webpage is the following URL: https://quicktask.com/en/rendez-vous/ ; and Rendez-Vous's webpage if the following: https://quicktask.com/en/schedule/ . My bad for the last post.

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    All. The company I am with is using Basecamp and Harvest but I really am looking for something a bit more. Backstory: we work with a team of contractors that all have different levels of tasks they can do. Some are available at different times, some only can do specific tasks, and some only have a specific amount of hours they can work. I am looking for something to input their information in and to click a type of filter that lets me know who is available in the afternoon and can review a site on Firefox (for example). I don't want anything overly complicated. If it can be integrated with BC and Harvest, that would be great but not necessary. Thank you!!

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      Hi All, De, i hear what your saying and the best product that has all in one is a product called briefcase software. worth checking out and im sure will suit. easy to use and looks great.

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      Hi De, If you want something web-based you can try our product - Forecast.it There's a review on this site here - thedigitalprojectmanager.com/tool-review-forecast-it-a-smarter-way-to-run-projects-more-predictably/ We can import all your data from both BC and Harvest. Feel free to reach out if you want more info, a demo or just advice on how to tackle your challenges.

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      Hi De, Have you considered admation. It does allow you to do the things you are after. You can schedule who is available when at an individual level, including late starts, early finishes and non-working days. You can also assign functions to your resources which helps you with the specific tasks issue. For more info visit www.admation.com

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    I have used and loved Workamagig.

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    Agreed with your initial line about 'my preference is for tools that do one thing really well rather than a catch-all tool which does lots of things, but none of them quite right'. I feel like resource scheduling tools always get grouped into other software offerings, (especially in PM tools) even though resource management should really be treated as a separate but integrated function. Saviom Resource Management Software (www.saviom.com/resource-management-software.aspx) are one of the few tools on the market that provide a full Enterprise Resource Scheduling solution. You should definetely check it out!

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    Hi Ben, I just found you listing and wanted to add our product to that list. There are lots of products on the market, we believe that our system AccountAbility, www.accountabilityaccess.com, is one that more than merits this list. AccountAbility is an integrated project management, media and financial system built in the cloud and designed exclusively for today’s communication agency. We built it from the ground up so everything you see is in the system, no bolted on components, no emulation to access the system. Our clients highlight low cost, ease of use, and all agency integration as reasons, amongst others, why they work with AccountAbility. We are in 25+ nations, multi language, multi currency, with consolidated accounting across offices. We welcome comments and if more interest please contact me. Best, Chris Brown c.brown@accountabilityaccess.com

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    Another great system in this area is Data Valley www.datavalley.co.uk, this is a modular based system which integrates into Production Jobs for project management, Media for managing Media schedules, Timesheets for logging internal or chargeable time and also has its own Accounts module as well as being able to export to other finance software such as Sage. Latest version for Production is all web based also.

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    Great article and website. I'm not a DPM myself, but interested in a subject. What about Slack when it comes to useful tools? https://slack.com/

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    I created this software -- Colarosa.com -- I advertise it as a system capable of "enabling increased efficiency with streamlined project dashboards, scheduling, file sharing and more." It's best feature is it's ability to get internal and external stakeholders all on the same page. Feel free to try it out! Best, Alessandro

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    Hi Ben, The list would not be complete without eSilentPARTNER (www.eSilentPartner.com). It's fully integrated web-based project management and accounting software for ad agencies and professional services firms. They just released some slick project management features including Kanban boards and the system is HTML 5 compliant. The accounting is also strong with multi-company and multi-currency capabilities. It can also handle VAT tax for our Canadian friends:) Definitely worth a look! https://www.esilentpartner.com/index.html

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    I run a creative agency and my team and I are currently using Briefcase - By far the best solution I've found for job management, scheduling, time tracking, reporting, invoices, quotes and estimates, everything we need in one place and more! A beautifully designed interface, it's intuitive, logical and clear! Would highly recommend giving them a go - https://getbriefcase.net/

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    If you are in the film/TV industry and looking for resource scheduling, project and task management software, you should try FoxOMS. Its worth a look especially if you like working with a timeline interface. https://www.foxoms.com

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    I would like to recommend workasteam. It provides a simple excel like interface for creating gantt charts which are updated in real time when team updates their work status. It also provides charts such a S-Curve, Effort utlization vs work % complete and Effort distribution among other things, giving you deeper insights into your project status. https://www.workasteam.com

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    Hello, for project and project portfolio resourcing I'd like to mention Silverbucket as well. It's an option worth checking out if you are looking for a visual, simple solution for resourcing. There's also a time tracking feature included. https://www.silverbucket.fi/en/

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    Blatant self promotion, but checkout Forecast.it Forecast.it is a full end-to-end data-driven Project and Portfolio Management (PPM) platform that is easy-to-use right in your browser. The solution predicts time and cost for your projects intelligently and lets you organize and run all your agile or traditional projects. With our easy-to-use interface you get the full portfolio and resource overview of all your projects in one solution. Forecast.it is for startups and enterprises who wish to get predictability into their budgets and projects. It is for companies who want the full portfolio and resource overview and organizations that want to get their distributed teams of any size more organized and productive.

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    If you manage people as much or more as you do projects, if you need something more flexible then standard project tools, something that will cover 80% of what crosses your desk, and you're a manager or VP or C-level officer, and you wouldn't describe yourself as a project manager per se, then you fit what we do, and we use ManagePro (https://www.managepro.com). It's the project management tool that's designed for people who aren't. A lot of hp to handle everything from tracking what you've delegated to dashboards, and allows you to drag and drop Outlook emails into the project plans as well.

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    Hi Ben, I would also like to mention WorkZone (www.workzone.com). Originally built with agencies in mind, it remains one of the longest running web-based project management and resource allocation tools on the market. Tracking projects becomes less stressful because everyone on your team has access to the current status of all projects and tasks. WorkZone also gives you a view on who is busy, allowing a manager to gauge workloads easily. Video (only 3-minutes!): https://www2.workzone.com/about-us/intro-to-workzone-video/ Thanks! Steve

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    Hi, Andrew. I'd suggest to check out PM solution for agencies and studios by Comindware - https://www.comindware.com/solutions/marketing-project-management/ I like it for its automated priority-based planning, automated plan updates according to real-time project status, easy workload control and (my favorite!) advanced collaboration options including online discussion rooms. You have to buy license for key project members and can invite unlimited number of collaborators which can take part in discussions and see tasks assigned to them, but not project in general.

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    Iprosh is web base software that gives possibility for small business to easily manage their online presence with help of project management, project planning, website, portfolio, online store, scheduling, time tracking, SEO booster, expense tracking, collaborative tools. Iprosh is the best way if you need either or both a front end solution to find clients and sell online and a back end to manage your business and work online with your clients. https://www.iprosh.com Give it a try for 30 days for FREE

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    Check out Dryrun (https://dryrun.com). It’s a great tool for managing your business cash flow, building budgets, and comparing scenarios. Dryrun gives you the ability to make great business decisions quickly and easily without the need for complicated formulas and spreadsheets!

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    Ok, this is great stuff but what about tools for individual / freelance boutique agencies trying to improve resource / load management - planning and booking projects by client - any apps ?? Thanks !

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    May I suggest Comidor ( https://www.comidor.com), which is a collaboration platform that provides a wide range of business solutions (Collaboration, Project Management, CRM, Financials and BI). A small overview of Comidor's functionalities: - Collaboration: embedded email, chat, messages, video-calls, activity wall, organizational chart, calendar, wikis, personal profiles, contacts, accounts and more. - Document Management: document sharing, locking, versioning, rating, security levels, embedded viewers and more. - Task Assignment: tasks, events, discussions, issue tracking, workflows and more. - Project Management: scheduling, Gantt charts, resources, costs, milestones, deliverables, "Comidor ECHO MODEL" and more. - Customer Relationship Management: leads, opportunities, campaigns, contracts, accounts, funnel charts and more. - Financial: incomes, expenses, budgets, balances, cash flows, activity history and more. - Business Intelligence: reports, advanced filters, query designer, pie charts, line charts, geo analysis - Integration: MS Office, Dropbox, LinkedIn, Twitter, Google Maps, Gmail, Hotmail, Outlook, PDF, EDIs, custom connections via web services

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    Hi Ben, I strongly suggest you add this to your list -- MSP_LEVELING. This tool can be found at the website: ara-project.com It works on Microsoft Project (MSP) applications. This tool provides automatic leveling of resources. Also provided: schedule quality inspection and various analysis reports which capture key information that the PM can use to review with management for approvals.

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    Our team is using https://hitask.com - We can share task lists make managing team projects simple. As a team member I can create and assign tasks. We can leave comments for each other on tasks to keep track of progress and ask questions. Shared tasks are visible to assigned team members. You can be automatically notified when someone completes a task or makes a change. Aside from that it is very easy to navigate the entire page.

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    Great list and stream of additional ideas... I'd love to know your opinion of Advantage software?

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      I too would be interested in any opinions on the Advantage software. Love the list

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    Here's another tip- Try Google Calendar + ClipPod. We've using it for our own resource scheduling + very basic project planning and it has worked out quite well so far.

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    Hi Ben, I can highly recommending adding admation - www.admation.com to this list. Admation 's point of difference is that it is fully integrated with online approval workflow and marketing asset management, providing agencies and marketing teams with one central online location to manage their creative projects, plan and track resources, as well as manage the approval and storing of artwork and assets. Its is feature rich and user friendly. Please let me know if you are interested in a demonstration. Cheers,

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    What about Collabtive? is it considered one of them as many people are recommending it.

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    Hi Ben, what a great article with so many different types of project management tools! We'd also love to recommend Trello (https://trello.com) for to-do lists, Slack (https://slack.com) for team discussions, and our very own Concept.vu (https://www.concept.vu) for getting work signed off by clients :)

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    For project management you can also give Brightpod ( https://brightpod.com ) a try. A simple app with bunch of collaboration features for marketing teams. Helps you get the bigger picture when you are working on so many different things.

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    We recently dialed up the efforts to transform the way we manage convergent client campaigns and needed a software solution to not only create detailed campaign plans but also centralise multiple stakeholders in a collaborative environment to share ideas, work, and files. As we are no small agency we wanted to keep the training costs at a low level while focusing on an immediate, big impact. The tool we finally landed on (after reviewing pretty much every tool in the list above) is https://www.smartsheet.com

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      Hi Timo, I'm interested in SmartSheet. Just started playing in the trial version. Is there any sort of resourcing element, so potentially looking at several jobs' schedules and consolidating a resource report, say where Shari is utilized across 8 projects, determining her bandwidth? Thank you.

      Reply

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    Ben, Your list as well as those added in the comments is easily the best roundup of cutting-edge project managers I've ever seen. Great resource.

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    I just shopped for a project management tool for my team, I almost bought Asana and then I met the Streamframe team at SxSW. The project management space is so fragmented. Even with the most modern tools we still ended up relying on email and spreadsheets as a "catch all." Particularly worrying to us was how financial and efficiency tracking seemed to be completely ignored when managing projects. Even in Beta, Streamframe solves all these problems. Their feedback is quick and they have already started working some of my companies suggestions into their road map. Here is the URL: check it out https://www.streamframe.com

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    A great and new collaborative resource planning tool is Pushpin Planner. It integrates with toggl and Basecamp, which I also use. It has a free plan and some of Pushpin Planner's features include Gantt chart visualization, allocation, overall team utilization and budget reporting.

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    Hi Ben, just stumbled upon your great PM tools list. Wondering if you would consider adding https://www.productforce.com to it? Thanks again for this, Catherine

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    Hi, Check another service www.oogwave.com, we built for SMBs. Simple to use, easy to adopt. For ideas, files and task collaboration. Available to discuss more anytime. rana.porter@oogwave.com (solution specialist, Oogwave)

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    Think I saw it mentioned further up this list but thought I would include it myself anyway... I use WorkBook.net as my ONLY system for all areas of my agency. WorkBook is a fantastic integrated solution that covers CRM, Project Management, Resource Management + Accounting meaning that all info me and my team require is in 1 system. I would encourage all you advertising, PR, design etc. agency owners out there to take a look https://WorkBook.net

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      Hi There, I had a demo of this tool and they quoted me 5K for the installation and only 3K for the service. did you pay almost double for the set up when compared to she service?

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    Hi Ben, Thought you might want to add JobSuite to your mix. It is created specifically for creative project tracking. Fully web-based and built on the Salesforce.com platform. Many base features but can still be customized. Flexible scheduling, collaboration, calendars, vendor quotes, estimates, purchase orders, as well as a reports for all areas. Check it out at… https://jobsuite.net

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    Another tool that you might want to add to the list is PIVOT. The FLOW module handles agency project management from sales to planning to invoicing and accepting payments. It is a digital suite that also allows agencies to integrates websites, promo & email campaigns, social media, analytics and more. Check it out at: https://www.pivotstack.com

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    Hi Ben, Thank you for the list of Project Management tools you have mentioned. I would like to add one more i.e. eResource Scheduler. eRS is a collaborative multiuser project resource scheduling software which provides effective project management with enormous features like drag and drop scheduling, configurable reports, export to excel etc.

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    We use qdPM Extended. It is a web based open source solution. One of its best features is that it has a built in ticketing system to allow customers to communicate with you to request quotes and changes, report issues, given feedback in UAT and so on. Tickets can spawns as many tasks as you want so its all connected. Compared to other paid solutions like Basecamp and Confluence+Jira, qdPM Extended is a bargain. There is also a free version qdPM.net

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    Another program to check out is Function Point. We provide web based project management and resource scheduling software specifically designed for creative agencies. Check us out: www.functionpoint.com

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    Also take a look at www.proofhub.com, It is simple and easy to use effective project management software that enables precise tracking, adequate highlighting and timely conduction of events and milestones. Timely email notifications are sent to team members, clients, customers and other stakeholders so they can mandatorily and timely participate in events, meetings without forgetting them.

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    I am not happy with this list because it does not contain proofhub.com which offers features like gantt chart, time tracking, proofing, sub tasks, labels etc.

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    At our studio we use a combination of different software to achieve our needs...In no particular order this is what our setup looks like for 2014 1. Project Tasks / Discussions / Interface We use a combination of Basecamp https://basecamp.com and Trello https://trello.com 2. Resource Planning and Scheduling We use Hub Planner https://hubplanner.com 3. Invoicing We use Harvest https://getharvest.com 4. Document Sharing We use Google Drive https://drive.google.com I am pretty happy with it...

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    Great list! Newcomer, Allocate (www.allocatehq.com), is worth checking out too. It's a very simple resource management tool that helps you quickly see your team's availability. Set up and scheduling is super fast, and it's still in beta so it's currently free for all team sizes.

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    Great list of PMS! You might as well check this list of over 40 project management software - https://blog.timedoctor.com/2011/02/02/43-project-management-software-alternatives It's a great resource for those who are looking for more alternatives.

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    Project managers love this unique task board optimized for teams. Matthew Osborne created this project management system because my clients demanded it. He has developed a search function that worked effectively. online project management software.

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    I'd like to recommend Neutrino (https://getneutrino.com). Neutrino is a multi-project tool that includes collaboration, documentation, and file sharing

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    been using guru before and spreadsheets but now we just switched to Hub Planner https://hubplanner.com So far pretty impressed with the features and pretty UI.

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    Hi Ben, I came across your article, and was wondering if you've seen our project management app? It's called Trigger (www.triggerapp.com), and it helps you manage tasks, projects, and log time. It's doing really well with creative agencies, and it constantly being updated. I used it personally myself before joining the team. I found it so easy to use, it looks damn nice, and is simple alternative! :)

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    Hi Ben, thank you for your list. I highly recommed open source project management software Easy Redmine. I am using it for 1 year and it is really awsome. It has many extensions so it adapts to every kind of project, it is cheap and nice. https://www.easyredmine/ Katy

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    In the same vein as OpenAir, I would like to mention Resource Planning by Retain International (https://www.retaininternational.com). They're UK-based and have been around for 20 years serving among others the big four audit/accounting firms. Not strictly PM software but resource planning and scheduling for staff and/or physical assets; well worth a look.

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    Hi Ban, if you like visuals, please take a look at https://casual.pm/ it helps visualize and manage project workflows. Currently Casual is mainly used by teams with digital projects.

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    Also, check out https://kanbantool.com/ intuitive and web-based solution for visual project management with online boards and cards.

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    Thanks for including us in the awesome write-up, Ben! Just a small correction - our price starts at $10-$12/user/month and not the $19/user/month as listed above.

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      Oops! Sorry I made you more expensive than I should have!

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    For more agile project management check out Breeze ( https://breeze.pm ), it's Basecamp and Trello mashup, plus it adds more stuff like time tracking, calendars and reporting.

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    As far as the web agency world goes, this resource planning tools beats a lot of the list above. Definitely deserves a mention. Hub Planner https://hubplanner.com

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      I agree, Hub Planner nailed it! +1

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      We also just moved over from using spreadsheets for our resource planning to using Hub Planner. I am greatly impressed with the software so far, pretty easy to get up and running with nice visuals and scheduling tools. Saying that, we were stuck in the gloomy world of Excel spreadsheet planning for quite some time, so anything that beats that on a Monday morning is fantastic IMO :)

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      another positive vote for the product from Hub Planner - doing a fantastic job at managing my resources

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      and now they have introduced Time Sheets to Hub Planner. Gotta love the amount of love going into this software...I'm a fan!

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      For larger firms, is hubplanner really $7,000 a year when most of these are $900 - $1,200 a year for similar user/resource count.

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    I really think www.workbook.net is missing on this list. Not only will it do resource planning and project management, but it also covers project-driven business need for software from a-z.

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      I completely agree René! As I have written below, I would encourage all advertising, PR, design etc. agency owners to take a look

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    Hi Ben, You missed RationalPlan - https://www.rationalplan.com/ It is a suite of products that can help you do project management, resource management and scheduling i.e. everything that you need. Cheers, Tibi

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    Great list - thanks! The agency I work for currently uses salesforce for their entire CRM, I wonder if there are any PM tools you can recommend that are able to integrate with salesforce? Thanks, Nils

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    I'd like to recommend LiquidPlanner (https://www.liquidplanner.com/). It's a wonderful online project management system. Here are some key features: - Flexible best/worst case estimates - Multi-project planning and organization - Drag-n-drop scheduling - Integrated timesheets - Integrated project portals - Collaboration and file sharing - Analysis and trend reporting - Email and calendar integration - Web, iPhone, iPad, and Android apps and much more!

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    Thank you Ben for this resource, you have pointed out some new software that I've never heard about! In my company we are using Teamwork right now(not Teamwork pm :-)) and it is a really good software for scheduling resources. At first we also thought that a software for managing our resources' time was not necessary but since we started using it we immediately encountered its benefitl! We are now more conscious about which of our resources is overloaded and so we can manage the situation in time and all the team is happier :-) If you want to take a look at Teamwork here is the site https://www.twproject.com/

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      Thank you Sarah for your precious suggestion! I already tried lot of PMS, but after your suggestion I gave Teamwork a try. Now we are completely addicted! We started with a very light approach, inserting only the root of each project and using issues for day-bay-day management (we found the issue planner quite comfortable). Now we structure complex projects using Teamwork Gantt editor and even dependencies, but only when really necessary (some of our customers love to ask us a printed Gantt :-) ) As you said, having a clear situation of work progress, project costs and work load makes our team happier :-) Thanks, thanks, thanks

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    May I recommend StrikeBase ( www.strikebase.com ) It has --- * a Work Board for Tasks with Time Tracking * Chat on the Web and Desktop * File Sharing,File versioning * Dropbox and Google Drive integration * A Calendar with Google Calendar integration ...and lots more!

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