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The 15 Best Resource Scheduling Software Tools Of 2023

The Best Resource Scheduling Software

I’ve evaluated and selected the following as the best resource scheduling tools:

  1. monday.com

    Best for simple workload and capacity planning

  2. Kantata

    Best all-in-one resource planning, timesheets, and project financials

  3. Float

    Best resource scheduling for digital agencies

  4. Wrike

    Best customizable workflows & templates for complex projects

  5. Saviom

    Best for enterprise resource and workforce planning

  6. Resource Guru

    Best for its simplicity combined with powerful resource management features

  7. ClickUp

    Best for its workload and box views that help you see team capacity and allocation

  8. Zoho Projects

    Best for growing or scaling businesses

  9. Schedule It

    Best for its contractor scheduling capacity

  10. Forecast

    Best for managing your projects, resources, and finances in one

  11. Microsoft Project

    Best for organizations using Microsoft and Excel

  12. ActiveCollab

    Best to easily generate records for client invoicing

  13. KeyedIn

    Best for resource planning at the portfolio and program level

  14. eResource Scheduler

    Best simple, standalone scheduling module

  15. TeamGantt

    Best for getting started fast

Resource scheduling software 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.

To help you find the right tool for your projects, I've evaluated and selected some the best software, with details about each tools' features and pricing below.

How We Picked The Best Resource Scheduling Software

To help you make an informed buying decision, I researched popular resource management tools on the market and scored them based on the following factors when writing this review:

  • Features For The Use Case: I evaluated whether the features and functionality that the tool offers is a strong fit for the use case we are considering. I explain the key features in the list below.
  • User Interface (UI): I looked at the overall design of the tool—does it offer clear displays and intuitive navigation?
  • Usability: I examined how easy it is for users to learn and master the tool. I give preference to products with tutorials, knowledge bases, and good customer support.
  • Pricing: I consider pricing as it factors into the buying decision. I research the available plans, monthly costs (monthly billing), and free trials.

The 15 Best Resource Scheduling Software

1

monday.com

Best for simple workload and capacity 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.

Why I picked monday.com: Its simplistic design and straightforward 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 Standout Features & Integrations

Features include resource and project management, time tracking, collaboration, file management, collaborative docs and reporting dashboards.

Integrations include apps like Slack, Excel, Google Drive, Gmail, Google Calendar, Jira, GitHub, Trello, Dropbox, Typeform, and others, accessible via Zapier.

monday.com is a platform that you can customize to make your resource scheduling as simple, or as complex as you need. Consider using templates to get started on your next project!

14-day free trial + freemium plan available

From $10/user/month

Pros

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

Cons

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

Kantata

Best all-in-one resource planning, timesheets, and project financials

Kantata is a well-rounded resource management & PSA software that bridges the core planning, execution, project accounting, and analysis systems in a single operating environment.

Why I picked Kantata: 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, and a great documenting system.

Besides the resource scheduling-specific features shown below, 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.

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 Standout Features & Integrations

Features include resource forecasting, real-time utilization, capacity management, skills management, scenario planning, and role-based planning.

Integrations include pre-built connections with these tools: Expensify, G Suite, Xero, Salesforce, Netsuite, Jira, Hubspot, Slack, Concur, Dynamics 365, Qualtrics, Quickbooks, and Sage Intacct. They also 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.

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.

Free demo available

Pricing upon request

Pros

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

Cons

  • Proofing solution is an add-on
  • Custom Reports Can Be Difficult to create without training
3

Float

Best resource scheduling for digital agencies

Float is a resource management planning & scheduling software built for agencies, studios, and firms. Its intuitive interface and fast scheduling tools make Float a suitable solution for teams big and small.

Why I picked Float: Scheduling in Float is really easy. You can create and assign projects and tasks and make changes using its right-click menu full of editing shortcuts. Also, its drag-and-drop interface makes reassigning and updating tasks a breeze.

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 that you can compare your estimated hours with the actual time spent on project tasks.

Float Standout Features & Integrations

Features include capacity management, budget forecasting, resource allocation, access roles, timesheets, and an expense tracker.

Integrations include Jira, Trello, Asana, Teamwork, Quickbooks, Google Calendar, Slack, and Okta. It also has an integration with Zapier that you can use to connect to 1000+ apps.

Overall, Float is a great tool for businesses looking to switch from spreadsheets to a friendly resource planner and workload tracker.

30-day free trial

From $7.50/user/month

Pros

  • Easily add contract workers
  • Set custom work hours
  • Easy-to-use resource editing tools

Cons

  • Updating staff/personnel list is time consuming
4

Wrike

Best customizable workflows & templates for complex projects

Wrike is an award-winning, easy-to-use resource scheduling software that is highly configurable, allowing users to customize workflows, dashboards, reports, request forms, and more.

Why I picked Wike: Wrike’s simple interface enables you to switch between Kanban boards, one-click Gantt charts, and traditional workload views, allowing you to choose how to see your tasks.

Wrike has an easy-to-use, intuitive interface and navigation with distinct spaces, folders, and tasks. You 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 all sorts of resources.

Additionally, you can unlock advanced insights with performance reporting tools, resource management and allocation, and more.

Wrike Standout Features & Integrations

Features include pre-built templates, custom request forms, interactive Gantt charts, visual proofing, workflow automations, time tracking, project portfolio management, and dashboards.

Integrations in Wrike include 400+ pre-built native integrations, like the most popular file management software from Microsoft, Google, and Dropbox, along with sales and marketing software from Salesforce and Marketo.

Wrike is a versatile software with a range of features that fit mid-sized and large organizations. Take advantage of its free trial if you feel like giving it a test run.

14-day free trial

From $9.80/user/month

Pros

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

Cons

  • May require additional training for an understanding of the full functionality
  • No time tracking with the free version of the tool
  • Best resource tools are limited to the higher level paid plans
5

Saviom

Best for enterprise resource and workforce planning

Saviom is an enterprise resource management and professional services platform that offers a highly configurable and expandable product.

Why I picked Saviom: Businesses can manage multiple allocations at once using the tool’s bulk booking feature and also implement bulk changes in real time. In addition, the tool enables agile resource scheduling with advanced filters and easy drag-and-drop functionalities. Finally, the tool allows you to create generic bookings (placeholders) to keep backup resources and avoid project delays.

Its matrix organization scheduling feature lets you organize schedules by multiple dimensions such as resource role, team, project type, location, and skills available. 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 and utilization to maintain the resource health index.

Saviom Standout Features & Integrations

Features include an interactive resource scheduler, leave management portal, skills database, capacity vs demand, forecasting project vacancies, personalized dashboards, and resource utilization heatmap reports.

Integrations can be custom built using Savioms generic API. Among the highlights are the ability to connect multiple data points, controlling the sync frequency, extensive reporting, and calendar sync.

Overall, Saviom goes beyond basic scheduling and helps futureproof and optimize the workforce using resource forecasting and capacity planning.

60-day free trial

Pricing upon request

Pros

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

Cons

  • Pricing is available only on request
  • Mostly suited for medium to large enterprises requiring complex scheduling
  • Interfaces display a lot of information at once
6

Resource Guru

Best for its simplicity combined with powerful resource management features

Resource Guru is a dedicated resource scheduling software tool that focuses on simplicity within resource management.

Why I picked Resource Guru: 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 you to make bookings simultaneously with no chance of stepping on each other’s toes.

Additionally, its clash management feature helps you from having over-allocated resources that will affect your project delivery. Bookings can be added to a waiting list and used for capacity planning later. Finally, each staff member gets their own resource dashboard to know exactly what they should be working on, and powerful reports to monitor the utilization of your team and help with capacity planning.

Resource Guru Standout Features & Integrations

Features include multi-resource bookings, tentative and repeat bookings, absence management, a vacation tracker, clash management, personalized dashboards, and reporting.

Integrations include Microsoft Outlook and Google Calendar. It also has an integration with Zapier that lets you connect with 1500+ additional apps.

Resource Guru is a user-friendly and easy-to-use option for companies that are new to resource scheduling while offering scalable features to support bigger operations.

30-day free trial

From $3/user/month

Pros

  • Affordable per-user rate
  • Daily resource summary emails
  • Availability bar for capacity planning

Cons

  • No copy-paste of resource tasks
  • Lacks zooming options in the calendar view
7

ClickUp

Best for its workload and box views that help you see team capacity and allocation

ClickUp is a project management app that is highly customizable and has features to support resource scheduling.

Why I picked ClickUp: ClickUp has over 15 views to experience your project information in different ways. The workload view shows your team capacity and lets you manage resources, based on the information in your timeline. Additionally, you can use the box view to see every resource in your project along with a capacity bar that visually displays how allocated a member is.

Both views are available on all ClickUp plans and can be added using the ‘+’ sign next to your other views.

ClickUp Standout Features & Integrations

Features include real-time reporting, whiteboards and shared documents for collaboration, task management with different views, goal tracking, and templates.

Integrations include native ones with Slack, G Suite, Dropbox, and many more tools, as well as over 1,000+ integrations through Zapier.

Overall, ClickUp is a robust tool that will help you handle your resource management and much more thanks to its hyper-customizable modules and cool features.

Freemium plan available

From $9/user/month

Pros

  • Workload and Box views available in all paid plans
  • Two-factor authentication available in all plans
  • Free plan has all features available

Cons

  • Timesheets are available on business plan and above
  • You lose all functionality once you reach the free plan limits
8

Zoho Projects

Best for growing or scaling businesses

Zoho Projects is a resource scheduling tool that lets you plan and manage both simple and complex projects.

Why I picked Zoho Projects: You can distribute work evenly with the help of their resource allocation feature. With the help of Gantt charts, you can schedule timelines, set up baselines, compare multiple baselines, identify critical tasks, and create dependencies.

Moreover, you 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. You can also manage teams by setting up profiles for users and setting access privileges per role. Team members can also check in and check out right from Zoho Projects via the Zoho People integration.

Zoho Projects Standout Features & Integrations

Features include task management, task automation, blueprints, time and issue tracking, reporting, forums for detailed discussions with your team, and setting user rates to generate invoices.

Integrations include tools such as Google Drive, Google Calendar, Slack, Github, Bitbucket, and Dropbox. Access even more integrations through Zapier. Also, being part of the Zoho ecosystem allows you to connect to several of Zoho’s other services, such as Zoho Books and Zoho’s finance suite.

Zoho Projects is a good option if you are looking for a scalable solution.

10-day free trial

From $5/user/month

Pros

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

Cons

  • Steep learning curve for maximum benefits
  • No premade templates
9

Schedule It

Best for its contractor scheduling capacity

Schedule it is an activity scheduling software with many customizations and options to fit your scheduling needs.

Why I picked Schedule it: First, they offer a demo on their website that gives you a pretty good idea on how the software looks and works. It has a fast and intuitive drag-and-drop interface for clearly viewing and monitoring schedules and plans in multiple different live layouts and dashboards. You can also set capacity rules to avoid double booking and use the skills and availability matching functionalities to find resources quickly.

Additionally, you can access your schedules on any device through a web browser or mobile app.

Schedule it Standout Features & Integrations

Features include drag-and-drop resource scheduling, tagging, multiple views, event categorization, unlimited event history, and reporting.

Integrations are available with over 2000 other software tools via Zapier, including Outlook, Google Calendar, Slack, Trello, Dropbox, and more.

Schedule it is a great tool if you want an intuitive interface that will help you manage your resources, including contractor and other external contributors.

14-day free trial

From $40/month for first 3 users

Pros

  • Event filter easily excludes targeted resource data
  • Drag-and-drop mode for all features
  • Great for complex, long-term projects
  • Flexible and scalable platform

Cons

  • Color coding not transferred to Outlook
  • Report formatting not that easy to customize
10

Forecast

Best for managing your projects, resources, and finances in one

Forecast is a resource scheduling software tool that unites your projects, resources, and financials in one AI-powered platform. Project managers can leverage Forecast’s workflow automation capabilities to create smart schedules, estimate timeframes and budgets, and populate timesheets instantly. Forecast is currently used in over 40 countries by an assortment of agencies, consulting companies, SMBs, and enterprises.

PMs can control the workflow by building out detailed task lists and flagging clear priorities. Task cards allow every team member to easily comment, share files, and register time spent. Everything related to the specific task appears in one place, including dependencies and subtasks. You can put together projects for any type of work: fixed price, time and material, or retainer.

Forecast’s AI learns from previous work and suggests the number of hours you normally register on similar tasks to help you log time faster. You can monitor time registrations from a team perspective and notify each member if they forget to enter something in. Time tracking utilization on a company-wide level is calculated for you for easy alerts, estimates, and reporting.

Forecast integrates with Slack, Microsoft Teams, iCloud Calendar, Google Drive, Google Calendar, Outlook, Harvest, Trello, Asana, GitLab, Github, and dozens more using a paid plan through Zapier. Higher-tier subscriptions include native integrations with Timelog, Xero, QuickBooks Online, JIRA, Azure DevOps, Salesforce, Okta, OneLogin, and Azure Active Directory.

Forecast cost from $25/user/month with a minimum of 10 users and offers a 14-day free trial.

14-day free trial

From $29/user/month

Pros

  • Automated cost and budget estimations
  • Excellent iOS and Android apps
  • AI powered auto-scheduling and time entry suggestions
  • Projects, resources and financials connected in one platform

Cons

  • Minimum of 10 seats
  • No asset management
  • No browser extension for time trackin
11

Microsoft Project

Best for organizations using Microsoft and Excel

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-day free trial

From $10/user/month

Pros

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

Cons

  • Few customization options
  • Higher learning curve
  • Limitations on collaboration tools
12

ActiveCollab

Best to easily generate records for client invoicing

ActiveCollab helps users manage their teams across projects, track time on tasks, and issue invoices for billable hours. This tool includes resource-relevant solutions like timesheets, profitability reports, internal hourly rates, and non-billable expense tracking.

ActiveCollab has rich planning features, great resource-tracking dashboards, timesheet tools, and financial estimates. These functions are all essential to any project manager in need of resource scheduling and planning help.

Integrations include Google Drive, Dropbox, Trello, Basecamp, Asana, Wrike, Slack, Hubstaff, TimeCamp, Quickbooks, Xero, Authorize.Net, Braintree, PayPal, Stripe, and hundreds of other third-party apps using Zapier.

Per our evaluation, the software’s Usability would benefit from the ability to filter tasks by their completion status, rather than having completed tasks in the same list with open tasks. This could make progress clearly visible to you, your team, and your clients.

ActiveCollab costs from $7/user/month and has a free 90-day trial.

14-day free trial

From $6.25/user/month (free up to 3 users)

Pros

  • Great organization of task overview
  • Fully customizable API
  • People/roll management
  • Easy to invite collaborators

Cons

  • No Kanban cards/tasks
  • No integration with GitHub
  • Can’t duplicate task lists
13

KeyedIn

Best for resource planning at the portfolio and program level

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.

Not available

Available upon request

Pros

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

Cons

  • No customer portal available yet
  • Project hierarchy gets complex for multiple projects
  • Must scroll through tabs to get a holistic view
14

eResource Scheduler

Best simple, standalone scheduling module

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

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

Cons

  • Convoluted pricing structure
  • No invoicing module
15

TeamGantt

Best for getting started fast

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.

30-day free trial

From $24/manager/month

Pros

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

Cons

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

Need expert help selecting the right Project Resource Scheduling Software?

We’ve joined up with the software comparison platform Crozdesk.com to assist you in finding the right software. Crozdesk’s Project Resource Management Software advisors can create a personalized shortlist of software solutions with unbiased recommendations to help you identify the solutions that best suit your business's needs. Through our partnership you get free access to their bespoke software selection advice, removing both time and hassle from the research process.

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:

Resource Scheduling Software Comparison Chart

This table summarizes some of the key features to help you make a decision.

Tool Free Option Price
1
monday.com

Best for simple workload and capacity planning

14-day free trial + freemium plan available

From $10/user/month Visit Website
2
Kantata

Best all-in-one resource planning, timesheets, and project financials

Free demo available

Pricing upon request Visit Website
3
Float

Best resource scheduling for digital agencies

30-day free trial

From $7.50/user/month Visit Website
4
Wrike

Best customizable workflows & templates for complex projects

14-day free trial

From $9.80/user/month Visit Website
5
Saviom

Best for enterprise resource and workforce planning

60-day free trial

Pricing upon request Visit Website
6
Resource Guru

Best for its simplicity combined with powerful resource management features

30-day free trial

From $3/user/month Visit Website
7
ClickUp

Best for its workload and box views that help you see team capacity and allocation

Freemium plan available

From $9/user/month Visit Website
8
Zoho Projects

Best for growing or scaling businesses

10-day free trial

From $5/user/month Visit Website
9
Schedule It

Best for its contractor scheduling capacity

14-day free trial

From $40/month for first 3 users Visit Website
10
Forecast

Best for managing your projects, resources, and finances in one

14-day free trial

From $29/user/month Visit Website
11
Microsoft Project

Best for organizations using Microsoft and Excel

30-day free trial

From $10/user/month Visit Website
12
ActiveCollab

Best to easily generate records for client invoicing

14-day free trial

From $6.25/user/month (free up to 3 users) Visit Website
13
KeyedIn

Best for resource planning at the portfolio and program level

Not available

Available upon request Visit Website
14
eResource Scheduler

Best simple, standalone scheduling module

14 days free trial

From $5/resource/month Visit Website
15
TeamGantt

Best for getting started fast

30-day free trial

From $24/manager/month Visit Website

Other Resource Scheduling Tools

Below is a list of additional tools for resource scheduling that didn’t make the top list:

  1. Primetric

    Best for IT service companies & digital agencies

  2. Notion

    Best for users who prefer the flexibility of a database structure

  3. Smartsheet

    Best for advanced and custom workflow automations

  4. Productive

    Best resource scheduling software for agencies in need of a scalable platform

  5. JIRA

    Best for project issue tracking & backlog management

  6. Planview Clarizen

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

  7. VOGSY

    Best for Google Workspace users

  8. Hub Planner

    Best for midsized to large companies

  9. Silverbucket

    Best for resource scheduling on project-based work

  10. Runn

    Best real-time resource planning, tracking and forecasting

Resource Scheduling Software FAQs

Find answers to the most common questions about this topic.

What's Next?

Now that you have an idea of the tools that can handle scheduling, you can learn about 5 resource-leveling techniques that work or check out our ultimate guide to resource management plans.

Other related articles:

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

  • hello there thanks for the information and posts

    Reply

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

    Reply

  • 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

    Reply

  • 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.

    Reply

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

    Reply

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

    Reply

  • 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.

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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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