With so many options, what’s the best resource management software for your team?
To help you make and informed choice, we compared the top top resource management solutions for their features, pros and cons, costs, and more.
With this info, you’ll be able to find a resource management tool that meets your needs without wasting hours on research.
Disclaimer: The information below is accurate as of October 13th, 2023.
What are the best resource management software?
Here’s our list of the best 11 resource management software:
- Toggl Plan
- Paymo
- ResourceGuru
- Float
- Runn.io
- Hive
- Productive.io
- Smartsheet
- Kantata
- Monday.com
- TeamGantt
Let’s learn more about each of these tools.
1. Toggl Plan
Price: Starts at $9/month
Toggl Plan is a simple and visual resource management tool.
It helps manage your team’s capacity, availability, and allocate the right resources to the right projects.
What we like
- Toggl Plan’s timeline view stands out. This interactive, drag-and-drop interface lets you visualize team schedules, assign tasks seamlessly, and distribute the team’s workload evenly.
Get a clear, bird’s eye-view of your team’s schedule at a glance.
What’s missing
- Toggl Plan doesn’t have task dependencies. This can be a downside for teams who rely on relationships between tasks to schedule projects.
Best for
Toggl Plan is best for teams and knowledge-based agencies who prioritize visual planning and want a simple resource management solution.
Top features
- Drag-and-drop planning: Easily move tasks and adjust schedules with a simple drag-and-drop function.
- Visual overviews: Get a clear picture of everyone’s schedule and capacity, with color-coded tasks, team timelines, and overview panels.
- Flexible workload management: Adjust tasks based on team workload to ensure no one is overloaded. You can see a team member’s daily workload on the timeline and the cumulative workload between any two dates on the availability overview panel.
- Collaboration boosters: Tag team members, add comments, and share plans to keep everyone in the loop.
- Scheduling conflict alerts: Stay ahead of overlapping tasks and time off. Prevent double bookings and avoid schedule mishaps.
Tool integrations
Integrations include Toggl Track, Google Calendar, and Slack.
Pricing
Toggl Plan comes with a free plan for solo users.
It also offers two pricing plans with a free 14-day trial:
| Plan | Cost | Best for |
|---|---|---|
| Team | $9 per user per month | Teams that need to deliver projects on time while ensuring proper utilization of team resources |
| Business | $15 per user per month | Teams that need to work with external stakeholders and export project data for reporting |
Learn more about Toggl Plan’s pricing here.
2. Paymo
Price: Starts at $5.95/month
Paymo is a resource management tool that blends project management, resource scheduling, and team coordination into one platform.
Paymo has many features like automation, time tracking, and reports that can help you allocate resources more accurately.
What we like
- Paymo has a real-time resource calendar, which offers a visual snapshot of team availability and workload.
With this visibility at hand, you can make sure you distribute tasks evenly and projects stay on track.
What’s missing
- Paymo has a lot of features, making its interface a bit tricky for new users to learn quickly.
The lower-end plans come with task and client limits. Small agencies might find this limiting.
Best for
Paymo is best for teams who want an all-in-one solution for project management and resource scheduling.
Top features
- Automatic scheduling: Paymo auto-schedules tasks based on team availability and deadlines, optimizing workload distribution.
- Time tracking and built-in timesheets: Track and analyze how your team spends time on tasks to improve productivity.
- Task management: Break down tasks and easily prioritize them to streamline workflows.
- Work reports: Generate reports to get insights on resource use and project progress for better decision-making.
- Booking and availability: Spot overbookings and check team availability instantly to prevent schedule overlaps.
Tool integrations
Integrations include Zapier, JotForm, and Rethink.
Pricing
Paymo offers four pricing plans:
| Plan | Cost | Best for |
|---|---|---|
| Free | $0 for 1 user | Personal use |
| Starter | $5.95 per user per month | Managing resources as an individual |
| Small Office | $11.95 per user per month | Managing and planning resources for small projects and teams |
| Business | $24.95 per user per month | Medium and large teams with more advanced resource management and scheduling needs |
Visit their pricing page for more information.
3. ResourceGuru
Price: Starts at $5/month
Resource Guru is a dedicated project resource management tool that helps you schedule teams and non-people resources such as equipment, and spaces efficiently.
The tool provides a clear view of resource allocation so you can optimize project resources more accurately.
What we like
- Resource Guru has an intuitive drag-and-drop scheduler. This gives a visual representation of how you allocate resources.
This helps you easily create a resource management plan and helps assign resources efficiently.
What’s missing
- The platform has limited integration capabilities with other popular project management tools.
Best for
Resource Guru is best for teams of all sizes who want a focused solution for resource scheduling and availability tracking.
Top features
- Clash management: Resource Guru detects scheduling conflicts to prevent double bookings and over-allocations.
- Leave management: Track team absences and schedule projects accordingly.
- Customizable fields: Personalize data by adding specific details so you can find the right resources fast.
- Utilization reports: Get a clear picture of how you use resources and plan strategically.
- Availability bars: At a glance, see who’s available and who’s not. That way, you easily assign tasks to available team members.
Tool integrations
Integrations include Google Calendar, Outlook, and Slack.
Pricing
Resource Guru offers three pricing plans:
| Plan | Cost | Best for |
|---|---|---|
| Grasshopper Plan | $5 per user per month | Resource capacity and project scheduling tool without reporting features |
| Blackbelt Plan | $8 per user per month | Resource capacity management and reporting features |
| Master Plan | $12 per user per month | SSO, data imports and advanced resource and team capacity features |
Visit their pricing page for more information.
Top Tip: Resource Guru’s cheapest pricing plan doesn’t come with reporting features.
4. Float
Price: Starts at $7.50/month
Float is a resource scheduling and resource capacity tool that helps you track projects, time, and people.
With Float, you can easily visualize and manage project resources to solve bottlenecks and avoid burnout.
What we like
- Float provides an overview of the ongoing and upcoming projects as well as the capacity of each individual team member.
What’s missing
- Some users found features such as time tracking hard to use, while other thought the UX overall needed a redesign.
Best for
Float is best for teams of all sizes looking for a visual resource management and project scheduling solution.
Top features
- Capacity management: Float helps manage team workloads to ensure no one is overloaded or underutilized.
- Project budgeting: Align tasks with budget allocations so your projects remain financially on track.
- Time off tracking: Easily account for leave or holidays, and schedule projects around non-working days.
- Multiple views: Toggle between project, team, or calendar views for a customized scheduling perspective.
- Integration capability: Float can sync with popular tools like Slack or Google Calendar.
Tool integrations
Integrations include QuickBooks, Asana, and Jira.
Pricing
Float offers three pricing plans:
| Plan | Cost | Best for |
|---|---|---|
| Starter | $7.50 per user per month | For small teams with basic project resource management needs |
| Pro | $12.50 per user per month | Resource planning tool with time tracking and scaling features |
| Enterprise | Contact Float | Enterprise teams |
Visit their pricing page for more information.
5. Runn.io
Price: Starts at $10/month
Runn.io is a tool that offers a holistic approach to project and resource management.
This solution combines resource scheduling with forecasting and tracking to give you a 360° view of your projects.
What we like
Runn.io offers a global view of people and projects. This feature makes it easy to spotting who’s busy with which project and when.
What’s missing
- Some advanced time tracking features, such as cost fields, necessary for billing and processing payroll are missing.
Best for
Runn.io is best for teams who need a reliable resource forecasting and scheduling software solution.
Top features
- Visual resource planning: With its drag-and-drop interface, you can easily assign and adjust tasks and projects.
- Capacity heatmap: Gain quick insights on team capacity to identify overbooked or underutilized team members.
- Time tracking: Capture billable and non-billable hours to bill more accurately and allocate resources efficiently.
- Project forecasting: Anticipate project revenue, costs, and profitability with real-time data.
- Integration with popular tools: Bring your favorite tools together and simplify your work.
Tool integrations
Integrations include Clockify, BambooHR, Harvest.
Pricing
Runn.io offers three pricing plans:
| Plan | Cost | Best for |
|---|---|---|
| Free | $0 | For small teams with basic resource management needs |
| Pro | $10 per user per month | Resource planning software with time tracking and scaling features |
| Enterprise | Contact Runn.io | Enterprise teams |
Visit their pricing page for more information.
6. Hive
Price: Starts at $18/month
Hive is a dynamic project and resource management tool that meets modern team collaboration needs.
With Hive, you can plan, execute, and track projects, all in one platform.
What we like
- With Hive’s Resourcing View, you can visually see team allocation and quickly identify who’s available or busy. This streamlines scheduling decisions.
What’s missing
- Hive has lots of different products from goal management to time tracking. Making sense of all these products together can be overwhelming for new users. You’ll probably need to set aside some time for team training and onboarding.
Best for
Hive is best for teams of all sizes who seek a centralized tool to manage their projects, tasks, and resources.
Top features
- Resourcing view: Visualize team allocation seamlessly to spot who’s available or tasked out.
- Team utilization reports: Analyze utilization data to better understand how your team works.
- Capacity planning: Plan your team’s capacity to balance workloads and prevent burnout.
- Time tracking: Track the time spent on different tasks so you can plan better and bill accurately.
- Flexible workflows: Customize workflows according to your team’s unique needs.
Tool integrations
Integrations include Asana, Google Calendar, and Harvest.
Pricing
Hive offers three pricing plans:
| Plan | Cost | Best for |
|---|---|---|
| Solo | $0 | For solo users for basic resource management |
| Pro | $18 per user per month | Resource planning software with time tracking and high customization features |
| Enterprise | Contact Hive | Enterprise teams |
Visit their pricing page for more information.
7. Productive.io
Price: Starts at $11/month
Productive.io is an all-in-one business tool, merging sales, resource planning, and finances.
Designed for agencies, it makes managing tasks and teams simpler.
What we like
- Productive.io’s Scheduling feature offers a bird’s eye view of all tasks and team assignments. This helps you to easily spot and adjust any resource mismatches.
What’s missing
- Productive.io has many features (invoicing, sales, budgeting, etc.) Learning how to best use these features takes time.
Best for
Teams looking for integrated resource planning and project management software.
Top features
- Scheduling and time tracking: Seamlessly plan tasks and track time spent on projects to better manage your resources.
- Budget tracking: Keep a close eye on project budgets to ensure they align with your resources and objectives.
- Availability insights: Get a clear understanding of who’s available for work and allocate tasks accordingly.
- Task management: Assign, manage, and align tasks with your available resources.
- Performance metrics: Dive deep into analytics to understand how you use resources.
Tool integrations
Integrations include Microsoft Calendar, Slack, and HubSpot.
Pricing
Productive.io offers four pricing plans:
| Plan | Cost | Best for |
|---|---|---|
| Essential | $11 | For solo users for basic resource management |
| Professional | $28 per user per month | Project management software with time tracking |
| Ultimate | Contact Productive.io | Invoicing integrations and advanced resource availability and management features |
| Enterprise | Contact Productive.io | Enterprise teams |
Visit their pricing page for more information.
8. Smartsheet
Price: Starts at $9/month
Smartsheet is a dynamic platform that feels like a spreadsheet but functions like a robust project management tool.
It’s a project management tool, but comes with a resource management module that helps you manage resources.
What we like
- With Smartsheet, you instantly see the impact of any changes you make.
This real-time preview helps you stay informed and make smarter resource adjustments.
What’s missing
- Smartsheet’s interface can be complex As a result, you may need a longer onboarding time getting familiar with the tool.
Best for
Teams who want a spreadsheet-like interface to manage projects but also need resource management features.
Top features
- Real-time views: Get live insights into projects to ensure everything is up-to-date.
- Reporting: Generate detailed reports on project status. Analyze resource utilization and key metrics.
- Automations and notifications: Set triggers for task assignments and reminders to keep workflows consistent.
- Collaborative workspaces: Engage in instant collaboration. Share, get feedback, and align with team members.
- Dynamic integrations: Link Smartsheet with other tools and create a connected project management experience.
Tool integrations
Integrations include Power Automate, Slack, and Salesforce.
Pricing
Smartsheet offers four pricing plans:
| Plan | Cost | Best for |
|---|---|---|
| Free | $0 for 1 user | Resource planning beginners |
| Pro | $9 per user per month | Visualizing and scheduling unlimited projects |
| Business | $32 per user per month | Visualizing and managing resource with unlimited free editors |
| Enterprise | Contact Smartsheet | Enterprise companies |
Visit their pricing page for more information.
9. Kantata
Price: Starts at $5/month
Kantata is a cloud-based project management solution with resource management features for professional services teams.
Its comprehensive features help streamline project planning and resource allocation.
What we like
- Kantata has a clean, and easy-to-use interface. This lets you easily tap into its tools and enhances your overall experience with the platform.
What’s missing
- Kantata has many features which can feel overwhelming at first.
You might need to allocate time to get fully comfortable with the tool.
Best for
Kantata is best for companies who want a comprehensive resource and project management solution.
Top features
- Visual resource planning: See all your resources at a glance and quickly adjust resources based on live data.
- Resource forecasting: Predict your future resource requirements with Kantata’s forecasting tool. Make informed decisions to optimize staffing and budgets.
- Resource allocation: Easily assign tasks and allocate resources. Adjust as needs change to ensure projects run smoothly.
- Skills inventory: Catalog the skills within your team to find the right person for each task and bridge any skill gaps.
- Integrations: Seamlessly connect Kantata with other business tools and maintain a unified workspace.
Tool integrations
Integrations include Microsoft Dynamics 365, Slack, and Sage.
Pricing
Kantata offers tailored pricing plans based on your team’s size, needs, and industry.
Visit their pricing page for more information.
10. Monday.com
Price: Starts at $10/month
Monday.com is a versatile project management tool that helps you plan projects. It also comes with workload management features to help you maintain a healthy work-life balance for your team.
With its workload view, managing resources is much easier.
What we like
- Monday.com’s customizable workload view makes it easy to visualize a team member’s capacity and workload on a project board or a reporting dashboard.
What’s missing
- With the workload management view, Monday.com costs $20 per user/month. This is on the steeper side, especially for smaller teams or startups on a tight budget.
Best for
Monday.com is best for teams of all sizes looking for a comprehensive and flexible tool to manage resources effectively.
Top features
- Visual dashboards: Get a clear snapshot of your projects so you can plan more efficiently.
- Automation: Minimize manual tasks. Set rules to trigger actions, save time, and reduce errors.
- Integrations: Connect Monday.com to other tools you use and streamline your workflows.
- Workload view: Easily see who’s overloaded and who’s available and balance work across your team.
- Time tracking: Monitor the time spent on tasks to understand where your team’s time goes.
Tool integrations
Integrations include Gmail, Google Sheets, and Wrike.
Pricing
Monday.com offers five pricing plans:
| Plan | Cost | Best for |
|---|---|---|
| Free | $0 | Individuals looking for basic resource management features |
| Basic | $10 per user per month | Visualizing project resources in one place |
| Standard | $12 per user per month | Collaborating and optimizing team processes |
| Pro | $20 per user per month | Streamlining and running complex workflows |
| Enterprise | Contact sales | Enterprise teams |
Visit their pricing page for more information.
11. TeamGantt
Price: Starts at $24/month
TeamGantt is an intuitive Gantt chart tool that simplifies resource management and planning. It helps you manage team resources, stay on budget, and ensure everyone is working but not overwhelmed.
What we like
- TeamGantt’s drag-and-drop Gantt chart feature lets you effortlessly track and schedule tasks. The Gantt timeline view also has an availability tab. Here you can see how many hours a team member has available on a given day.
What’s missing
- Team Gantt may have limited reporting features for some. It can be difficult to produce detailed reports or analyze project data in TeamGantt.
Best for
TeamGantt is best for teams who are looking for a visual resource management tool.
Top features
- Drag-and-drop interface: Adjusting tasks and timelines is effortless with TeamGantt’s intuitive drag-and-drop functionality.
- Availability tab: View team member availability at a glance and allocate tasks accordingly.
- Team collaboration: Collaborate in real-time, discuss tasks, and share files within the platform.
- Project plan templates: Jumpstart your projects with ready-to-use templates to save time.
- Real-time progress: View project progress in real-time so you can adjust resources more efficiently.
Tool integrations
Integrations include Trello, Slack, and Dropbox.
Pricing
TeamGantt offers three pricing plans:
| Plan | Cost | Best for |
|---|---|---|
| Plan | Cost | Best for |
| Lite | $24 per manager per month | Simple resource management and planning |
| Pro | $59 per manager per month | Project and resource visualization and management |
| Game Changer | $499 per month | Unlimited projects |
Visit their pricing page for more information.
Best resource management software: a quick comparison
Here’s a quick overview of our top 11 resource management tools
| Tool | G2 Rating | Best for | Price |
|---|---|---|---|
| Toggl Plan | 4.3 | Knowledge-based teams | From $9 per user/month |
| Paymo | 4.6 | Small and medium project-based businesses | From $5.95 per user/month |
| Resource Guru | 4.7 | Teams of all sizes | From $5 per user/month |
| Float | 4.2 | Teams of all sizes and industries | From $7.50 per user/month |
| Runn.io | 4.5 | Teams of all sizes | From $10 per user/month |
| Hive | 4.6 | Teams of all sizes and industries | From $18 per user/month |
| Productive.io | 4.6 | Teams of all sizes | From $11 per user/month |
| Smartsheet | 4.4 | Teams of all sizes and industries | From $9/month |
| Kantata | 4.1 | Teams of all sizes | NA |
| Monday.com | 4.7 | Teams looking for a comprehensive resource management platform | From $10 per user/month |
| TeamGantt | 4.8 | Gantt chart solution for teams of all sizes | From $24 per manager/month |
How do I choose the right resource management software?
This will depend on your needs.
In general, consider the following criteria when choosing the best resource management software:
- Functionality: Does the software have all the features you need? Think about scheduling, time tracking, forecasting, and reporting.
- Usability: Is the software user-friendly? Can your team easily adapt to it? A steep learning curve can hinder adoption.
- Scalability: Can it handle the growth of your business? It should be able to manage more resources as your needs expand.
- Cost: Is it within your budget? Consider both upfront and ongoing costs. Also, think about the return on investment.
- Integration: Does it work well with other tools you use? Seamless integration with tools like CRM, project management, or finance software can be crucial.
- Customizability: Can you tweak the software to fit your unique needs? Some businesses may need specific custom features.
FAQs
Here are some of the most commonly asked questions about resource management.
1. What is resource management software?
Resource management software helps you plan, schedule, and allocate resources efficiently.
With resource management software, you can track staff time, equipment, and budgets, to ensure projects are on track. That way, you avoid overwork and balance workloads.
2. What is the difference between a resource manager and a project manager?
A resource manager assigns people and tools to various projects. They make sure the right resources are in the right place.
A project manager guides one project to completion, handling tasks and making sure things stay on track. Both help projects succeed.
3. Which software is used for resource management?
Software for resource management includes Toggl Plan, Trello, Asana, Monday.com, Toggl Plan, and Smartsheet. These tools help allocate, track, and optimize resources for projects and tasks efficiently.
The bottom line
As you’ve seen, there’s a lot that goes into a good resource management tool.
With this knowledge, you can now move to the practical part and give these tools a try.
For example, you can sign up for a free Toggl Plan account and start exploring the software.
See how it can help you manage resources wisely, and save time and money.
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