Are your best people always overbooked?
You’re trying to manage multiple projects, but your spreadsheets just can’t keep up, leading to constant scheduling conflicts and missed deadlines for your team.
The real issue is that team burnout is creeping in, which hurts morale and threatens your project’s success. It feels impossible to balance workloads effectively.
And you’re not alone. One report shows 25% of businesses struggle with balancing workloads. This inefficiency directly leads to over-allocation and lost productivity for growing teams like yours.
If you’re also looking into other critical business software, my article on best accounting software covers what you need to balance your budget.
But what if you could get total visibility over resources and end over-allocation for good? That’s where the right software makes all the difference.
In this guide, I’m going to review the best resource scheduling software. I’ll help you find a tool that gives you clear insight into team capacity and project timelines.
You’ll learn how these platforms prevent burnout and help you plan projects more effectively, boosting your overall team productivity and simplifying your workflow.
Let’s dive in.
Quick Summary:
| # | Software | Rating | Best For |
|---|---|---|---|
| 1 | Float → | Professional services teams | |
| 2 | Resource Guru → | Project managers, operations leaders | |
| 3 | Runn → | IT, A&E, consulting firms | |
| 4 | Paymo → | Small to mid-size businesses | |
| 5 | ClickUp → | Scaling teams, diverse industries |
1. Float
Are you struggling with resource overallocation?
Float provides real-time visibility into your team’s capacity and budget, ensuring projects start successfully from day one. This means you can easily see your team’s rates and the direct impact on project profitability.
You can allocate the right people to the right work, using roles, rates, and tags to create a global talent pool. This approach helps you build high-performing teams, preventing resource bottlenecks and improving project outcomes.
It’s time to maximize your team’s output.
Float helps you confidently schedule resources, plan capacity, and scope projects. This means you gain crucial context on your team’s specialized skills and availability.
You can track time and generate reports to maximize operational efficiency and understand how resourcing affects project margins. Additionally, it helps you identify hiring needs and track utilization, ensuring consistent project delivery.
Plus, you get live insights into team utilization and budget spend to make informed decisions. The result is building winning teams who consistently deliver, leading to satisfied clients and sustained growth for your company.
Before diving deeper, you might find my analysis of best GDPR compliance software helpful for data privacy.
Key features:
- Schedule resources by matching specialized skills, availability, and rates with project requirements to build high-performing teams.
- Plan capacity and manage projects with real-time visibility into budget and team utilization, ensuring profitability and preventing overallocation.
- Track time and generate reports to gain live insights into operational efficiency, project margins, and overall team performance.
Learn more about Float features, pricing, & alternatives →
Verdict: Float stands out as a strong contender for the best resource scheduling software, especially for professional services teams. Its robust features for scheduling, capacity planning, and financial tracking, demonstrated by Social Chain saving four hours weekly and Atlassian boosting on-time delivery from 40% to 90%, empower teams to gain valuable context and optimize project profitability.
2. Resource Guru
Struggling to track who’s doing what, where, and when?
Resource Guru offers blissfully simple resource management and scheduling software.
This means you can easily master your team’s time, putting an end to project failures caused by over-allocated resources and missed deadlines.
It’s time to gain instant clarity.
Resource Guru helps you become all-knowing, ensuring you get the most from your employees’ precious time with user-friendly resource management software. You can schedule resources lightning-fast with drag-and-drop functionality, handling high-speed teams and scaling needs. Plus, the unique waiting list feature keeps workloads under control.
Additionally, daily schedule emails and personal dashboards are a huge time saver, keeping everyone up-to-date and making manual updates a thing of the past. You can also monitor resource utilization, billable vs. non-billable time, overtime, and time off using integrated timesheets and leave management features. The result is happier, more engaged teams because over-allocation is finally over.
Ready to achieve scheduling nirvana?
While we’re discussing optimizing your team’s productivity, understanding workforce planning software is equally important for future success.
Key features:
- Resource Scheduling: Quickly assign tasks and manage your team’s workload with intuitive drag-and-drop functionality, preventing over-allocation and ensuring project success.
- Leave Management: Track vacations, sick days, and other absences effortlessly, ensuring accurate capacity planning and avoiding unexpected resource shortages.
- Capacity Planning: Gain deep insights into resource utilization, project forecasting, and key metrics to optimize your team’s productivity and profitability.
Learn more about Resource Guru features, pricing, & alternatives →
Verdict: Resource Guru stands out as the best resource scheduling software for project managers and operations leaders due to its focus on simplicity, robust scheduling features, and integrated capacity planning. It helps prevent over-allocation and boosts productivity, delivering provable ROI for growing teams.
3. Runn
Struggling with overallocation and missed project deadlines?
Runn’s resource scheduling and project planning features align your team’s capacity with strategic goals. This means you can quickly match the right people to projects.
This helps you craft high-level schedules and create assignments in seconds, so you can confidently plan, budget, and track projects.
Want to see how this works?
Runn helps you look at the big picture with everybody’s schedules in a single view. This introduces you to a powerful capacity management tool.
You can drill into team availability to understand workloads, making sure you never miss a project deadline. Additionally, Runn’s forecasting capabilities help you stay one step ahead by eliminating guesswork, allowing you to proactively manage capacity, projects, scenarios, and financials.
The result is smarter resource and capacity planning, bringing your projects to perfection.
While managing team output, you might also be interested in my guide to the best AI productivity tools to boost overall efficiency.
Key features:
- Resource Scheduling: Match people to projects and create assignments instantly, helping you schedule resources efficiently whether your team is growing or already large.
- Capacity Management: Gain a clear, single view of everyone’s schedules, allowing you to quickly understand team availability and avoid getting bogged down in details.
- Project Forecasting: Proactively manage your future by eliminating guesswork, with the ability to forecast capacity, projects, financial outcomes, and different scenarios.
Learn more about Runn features, pricing, & alternatives →
Verdict: Runn is an excellent choice as a best resource scheduling software, enabling you to align people capacity and strategy in real time. With over 28,000 projects, 35 million scheduled hours, and 32,000 people planned to perfection, it’s a powerful tool for IT & Software, Architecture & Engineering, Consulting, and Agencies.
4. Paymo
Struggling to end over-allocation and boost team productivity?
Paymo offers integrated time tracking, task management, and team scheduling. This simplifies project management and keeps your team focused and efficient.
It provides a bird’s-eye view of your business, helping you track profitability and ensure projects are delivered on schedule and within budget. This means you can minimize delays and improve project outcomes.
Here’s how Paymo delivers.
Paymo helps you manage client projects from start to finish with comprehensive time tracking, task management, and invoicing. You gain full visibility over your team’s time, seeing who’s working on what in real-time.
With the Team Scheduler, you can see at a glance who’s available or overbooked, and easily manage time off. This is crucial for balancing workloads and avoiding burnout.
Additionally, Paymo’s Gantt Charts visualize tasks and dependencies on a timeline, allowing easy adjustments. You can also create custom workflows and use project templates to streamline repetitive tasks, freeing up your team to focus on core work.
The result: increased productivity and smoother project delivery.
Speaking of managing costs, my guide on utility billing software explores how to cut expenses and improve accuracy.
Key features:
- Time Tracking & Reporting: Offers browser, desktop, and mobile time tracking, real-time active timers, and automatic tracking for detailed timesheets.
- Team Scheduling & Project Management: Provides a team scheduler to manage availability and overbooking, Gantt charts for visualization, and project templates for faster setup.
- Invoicing & Profitability: Enables conversion of timesheets into professional invoices, creation of estimates, expense tracking, and monitoring of project and client profitability.
Learn more about Paymo features, pricing, & alternatives →
Verdict: Paymo is an excellent choice for businesses seeking the best resource scheduling software. Its comprehensive features, including time tracking, team scheduling, and invoicing, directly address common pain points like over-allocation and delayed projects, helping you improve productivity and ensure accurate billing.
5. ClickUp
Are your existing tools failing your growing team? This means you’re likely struggling with fragmented workflows, causing wasted time and killing productivity.
ClickUp tackles this by providing an “everything app” that integrates tasks, chat, docs, and calendars, designed to boost your team’s productivity and save you valuable time.
You’ll find it challenging to scale operations when your information is scattered across different apps, leading to overallocation and missed deadlines without a centralized view.
Let’s fix that.
ClickUp brings all your projects, knowledge, and conversations into one unified application, allowing everything to simply click. You can instantly switch between 15 views, including list, board, and Gantt charts, ensuring you can visualize work your way.
Its capabilities include time tracking, sprints, custom fields, and automations, providing powerful [smart tools for smarter workflows]. You can also leverage ClickUp Brain, one AI for all your work, to instantly power up company-wide AI and connect every aspect of your work across all your apps.
Additionally, Connected Brain allows you to search every app from one place, pulling answers from tools like Google Drive, Salesforce, and Figma. The result is seamless collaboration and optimized resource management.
Before diving deeper, you might find my analysis of [blood bank management software] helpful for specific industry needs.
Key features:
- Comprehensive Project Views: Offers 15 flexible views like Gantt charts and Kanban boards, allowing you to visualize and manage projects and resources exactly how you need them.
- Integrated Workflows with AI: Centralizes tasks, docs, and communications, enhanced by AI features like ClickUp Brain and Connected Brain for smarter decision-making and efficiency.
- Resource and Workload Optimization: Provides tools for scheduling, time tracking, and workload management, ensuring you can optimize resources, track effort, and prevent overallocation.
Learn more about ClickUp features, pricing, & alternatives →
Verdict: ClickUp’s comprehensive features, from Gantt charts and workload tools to AI-powered insights, make it an exceptional choice for the Best Resource Scheduling Software. You can reduce project delays by over 70%, optimize resources effectively, and regain hours of wasted time compared to alternative tools.
6. Forecast
Struggling with over-allocation and unpredictable project schedules?
Forecast unifies project management, resource planning, and financials on one AI-powered platform to eliminate chaos. This helps you gain real-time visibility, maintain control over margins, and scale your operations with confidence. You can also easily monitor company-wide utilization.
The result is smarter planning and perfect execution.
Forecast gives you a real-time view of workloads and available resources in one screen, improving utilization rates by 21%. This means you stop guessing about team capacity with AI-powered resource matching that places the right people on the right projects. You can instantly allocate the right resources and increase billable hours by up to 43% by capturing every billable moment automatically. Additionally, Forecast handles the heavy lifting of project planning and updates. This also allows you to reduce manual admin time by 50% with automated task management, timesheets, and resource scheduling that just works.
This truly optimizes resources for productivity.
Key features:
- Unified Platform: Unifies project management, resource planning, and financials, providing a single source of truth to replace disconnected spreadsheets and tools.
- AI-Powered Automation: Features integrated AI for smarter scoping, proactive planning, and AI alerts to prevent budget and timeline risks, turning manual updates into minutes.
- Comprehensive Resource Visibility: Offers real-time views of workloads, capacity overviews, and utilization reports to ensure optimal resource allocation and forecasting.
Learn more about Forecast features, pricing, & alternatives →
Verdict: Forecast stands out as a best resource scheduling software solution for growing companies seeking centralized control over projects and resources. It helps achieve a 21% increase in utilization and a 50% reduction in administrative time, as seen by customers like Spryker, by unifying critical functions and leveraging AI.
7. HubPlanner
Struggling with over-allocation and unclear team capacity?
Hub Planner consolidates all your resource planning, moving beyond scattered spreadsheets and disconnected calendars. This means you gain a real-time, unified view of your team’s availability, project timelines, and skillsets.
With Hub Planner, you can confidently plan without guesswork or overbooking. This allows you to match the right people to the right projects, avoiding wasted time and missed deadlines.
Here’s how Hub Planner transforms your operations.
Hub Planner helps you effortlessly manage your team’s capacity by providing a real-time view of availability, ensuring optimal resource allocation. You can search by skills, roles, or location to find the best person for any task, reducing manual effort and improving project success.
It allows you to build schedules reflecting actual project dates, not vague timelines, ensuring your plans are always accurate. This system enables you to reallocate resources with confidence, adapting to changes without disrupting your entire workflow. Additionally, it helps you track over- and under-utilization in real time.
This platform consolidates planning, forecasting, and reporting, giving you a clear picture of current and future needs. Plus, you can integrate with your existing tools to eliminate double work.
Your team will achieve provable ROI through automated reporting.
Key features:
- Resource Scheduling: Easily schedule and manage teams with an intuitive scheduler, providing full visibility into availability, utilization, and project requirements.
- Capacity Planning: Quickly find the right team members by filtering based on availability, skills, and utilization to ensure optimal resource allocation.
- Skills Matching: Match the best people to tasks using smart skills tagging and filtering, even for diverse teams, enhancing project efficiency.
Learn more about HubPlanner features, pricing, & alternatives →
Verdict: Hub Planner is an excellent choice for project managers seeking the best resource scheduling software. Its real-time capacity views and detailed reporting help reduce over-allocation and boost productivity, supporting growing teams with features like skills matching and utilization tracking.
8. Productive
Are your teams constantly over-allocated and unproductive?
Productive offers a centralized solution to manage projects, resources, and finances. This means you can gain control over your entire business operations.
You’ll quickly improve project profitability, streamline operations, and eliminate costly over-allocation. This creates a comprehensive overview.
Productive solves common resource management challenges, providing transparency across your projects. This allows you to visualize and optimize your team’s workload effectively.
You can instantly see who is available, assigned, or over-allocated, helping you make informed decisions. It’s easy to book resources and schedule tasks across multiple projects, preventing scheduling conflicts. Additionally, you get real-time insights into project progress and profitability with custom dashboards, ensuring you stay on track and within budget. Plus, manage all your client interactions and financial aspects within one platform, simplifying your workflow.
Your business can truly thrive.
While we’re discussing optimizing operations, understanding SharePoint migration tools is equally important for seamless data management.
Key features:
- Centralized resource scheduling: Gain a comprehensive overview of your team’s availability and assignments to prevent over-allocation and ensure optimal utilization.
- Integrated project & financial management: Connect project progress with financial data to track profitability, manage budgets, and make data-driven business decisions.
- Real-time insights & custom dashboards: Access up-to-the-minute data on project status, resource allocation, and key performance indicators through customizable reports.
Learn more about Productive features, pricing, & alternatives →
Verdict: Productive stands out as a powerful candidate for the best resource scheduling software, offering a unified platform for project, resource, and financial management. Its ability to centralize operations helps you gain complete visibility, optimize resource allocation, and enhance overall productivity.
9. Saviom
Struggling with over-allocation and project delays?
Saviom offers robust resource management capabilities to address these common issues.
This software helps you build an optimized talent pool, reducing overall workforce costs and making every project profitable.
Here’s how Saviom can transform your operations.
Saviom provides comprehensive solutions for resource and workforce management, enhancing productivity. This means you can increase project completion by 10-20% and boost billable utilization by 10-20%.
The platform’s real-time business intelligence provides customized dashboards and analytics, allowing for quick and informed decisions. Additionally, its multidimensional forecasting capabilities help predict resource demand, capacity, and project vacancies, ensuring you’re always prepared. Plus, it streamlines the entire resource requisition and allocation process with powerful automation.
The result is a more efficient, cost-effective workflow.
Key features:
- Resource Allocation/Scheduling: Optimize resource utilization and minimize over-allocation, ensuring your team is effectively deployed across projects for maximum productivity.
- Multidimensional Forecasting: Accurately predict resource demand, capacity, and project financials to proactively address potential gaps and make data-driven decisions.
- Real-time Business Intelligence: Gain instant insights into your workforce with customizable dashboards and reports, enabling timely strategic adjustments and informed decision-making.
Learn more about Saviom features, pricing, & alternatives →
Verdict: Saviom is an excellent choice for anyone seeking the best resource scheduling software, particularly for growing companies needing to enhance productivity and reduce costs. With its real-time analytics and advanced forecasting, Saviom helps users complete 10% more projects with 10% fewer resources, providing tangible ROI.
Conclusion
Resource conflicts still slowing you down?
I know the struggle. Choosing the right tool feels overwhelming when your entire team’s productivity is on the line, and spreadsheets aren’t cutting it.
According to The Digital Project Manager, modern tools can lead to a 35% reduction in scheduling conflicts. That’s a huge improvement in efficiency that directly impacts your ability to deliver projects on time and within budget.
So, what’s my top recommendation?
From my experience, Float is the best at providing real-time visibility into your team’s capacity. It helps you finally end overallocation for good.
Atlassian boosted on-time delivery from 40% to 90% using it. This impressive result is why I consider it the best resource scheduling software for gaining true control over your projects.
For additional insights, my analysis of employee shift scheduling software provides valuable perspectives.
I highly recommend you start a free trial of Float to see for yourself how it can streamline your entire project planning workflow.
Your team’s productivity will thank you.
