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Shannon Toe

What is the Best Software for Resource Scheduling in 2023?

Are you overwhelmed by the abundance of resource scheduling software available? We've whittled the list down to six best resource scheduling tools.

There is no such thing as unlimited resources and as a project manager, you are well aware of this. While it can be tedious, resource scheduling is one of the most important parts of project management. Without properly monitoring your organization's resources, you will not be able to utilize them effectively, ultimately wasting resources and money.

Spreadsheets were one of the earliest, most common resource scheduling tools used by project managers. But are they still relevant today to get ahead with resource management? According to FP&A, as many as 88% of spreadsheets contain errors from manual encoding of figures and formulas. They also make it more difficult to keep track of each area, as they are not easily updated in real-time. As the world of project management software has expanded, there are now some top resource scheduling tools available that take the manual work out of resource planning.

In this article, we've whittled down a huge list of resource scheduling apps to the six best ones out there so that you can let go of your spreadsheets and discover the tool that would improve your project’s resource scheduling.

What is a resource scheduling software?

Resource scheduling software is a tool for managing all sorts of resources needed for a given project, including people, equipment, location, cost, and time. It allows you to allocate resources, measure resource utilization, monitor availability, and optimize resources as efficiently and effectively as possible.

Resource scheduling software also aims to avoid under-performance and misaligned tasks, frequent schedule and overtime issues, loss of control over project costs, and ultimately, project failure.

Most resource scheduling tools are designed to work alongside your project management tools, such as MS Project, Asana, or other tools. The project management tool handles the details of what needs doing in each task, while the resource scheduling software ensures you have the right resources at the right time.

Why use resource scheduling tools?

Before we look at some of the best resource scheduling software tools out there, let's run through the main benefits. There are a range of advantages of using resource scheduling software.

Lets you in on the overall picture

A resource scheduling tool can provide a visual representation of tasks, capacity, availability, and other figures making implementation and team collaboration more effortless. When resources are visible and transparent, the organization can monitor progress, schedule resources, and easily manage capacity.

Gives you a customizable interface

A resource scheduling tool allows you and your team to quickly adapt to the requirements of the project and the changes that come along with it. This is because of the 360-view it gives you on all the components of your resources and all the data and information related to each one of them.

Allows easier collaboration

Schedule consolidation and time management of resources involved has never been easier for project managers through resource scheduling tools’ various integrations with other software and tasks. It also allows for easy distribution of resources across all departments, in multiple projects, making capacity planning a breeze.

The best resource scheduling tools

1. Runn - Best resource scheduling software for IT services & digital agencies

resource scheduling software

Runn is a resource scheduling software which provides you with a complete suite of resource management tools to help you see the big picture. You can plan resources more easily and make financial forecasts more accurately. You can also project human resources by plotting the team's availability and ensure that you have the proper assets and funds for tentative projects.

Runn's tools include the drag-and-drop user interface of the People Planner, with customizable reports, combined workload management tools, scheduling software, and resource allocation software, all in one.

Runn resource scheduling software can also support complex projects that need to be updated in actual time, with real-time scheduling features available across multiple projects.

2. Float - A resource scheduling app for planning individual schedules

resource scheduling software tools

Another resource scheduling software to consider is This resource management tool lets you quickly check and monitor your team’s schedule, create a resource schedule for your team members and monitor your team’s workload.

Float also allows for a seamless scheduling process for your resources. Just add in your project schedule and team and you are good to go. The resource and time tracking features keep you informed of your team's capacity so you can get a bird's eye view of all the changes and movements in your project as they occur.

Float is a great tool for scheduling resources on the go with one-click reassignment, redistribution, and replacement of tasks.

3. Resource Guru - Best resource scheduling software for daily team task management

tool for resource scheduling

As the founders at Resource Guru say: It's about knowing who is doing what, where, and when. Resource Guru is resource scheduling software that focuses on your most qualified resources: your employees! You won't be able to cross your team's schedules and overbook them with tasks, as everything that is beyond schedule will go into the waiting list.  

The search and filter button provides an overview of what's keeping each team member busy. An easy to use interface allows you to monitor tasks, set custom work hours and vacation days, schedule and remove project work tasks all while you're at home or traveling.

The Resource Guru tool also integrates easily with your emails and control panel so you are kept up to date not only with historical data but with valuable insights on cost control as well.

4. 10,000 Feet by Smartsheet - Resource scheduling spreadsheets on steroids

resource scheduling software

Rebranded as Resource Management by Smartsheet in 2019, 10,000 ft by Smartsheet is an enterprise resource scheduler that provides solutions to resource utilization and allocation problems.

Integrated with Smartsheet’s resource management tool, you can easily track the project from end-to-end including contracts and project request workflows. 10,000 ft has a helpful matching tool for efficient resource and staffing allocations based on field of expertise, skill set, seniority, and other criteria. This results in a healthy utilization rate, and a more balanced workload.

With 10,000 ft’s time tracking and assignment change features, you also get to track your team real-time.

5. Saviom - Enterprise resource management software

resource scheduling app

If you want your project resources to be protected against market volatility, here's a resource scheduling software that's perfect for all your resource availability, planning, utilization, and scheduling needs. It has a powerful forecasting tool that shows you your team’s projected utilization, your resource capacity vs demand and if they are in shortage or in excess.

Saviom empowers project managers by initiating preventive, control, and corrective measures to help restrain costs, improve utilization, and provide both a broader and closer look at the resource schedule.

The viewing interface lets all users navigate, depending on the tag options and filters necessary for their role, and allows strategic closure of capacity gaps, only tapping prepared contingency resources and workforce when they are needed. Saviom also allows for enterprise-wide visibility for all departments to better gauge and plan their resources.

6. Birdview PSA - All-in-one resource scheduling software for service delivery teams

all-in-one resource scheduling

Birdview PSA is a full-cycle platform that helps professional services organizations plan, manage, and forecast resources, projects, and finances in one place. Birdview PSA offers robust resource scheduling functionality to deliver valuable insights and 100% visibility into your team’s workload, availability, and performance, and make adjustments as required to achieve desired goals.

Birdview PSA introduces the Activity Center as a single view for managing your resources at all stages of your service delivery cycle, from project initiation to final delivery. Your managers can also use the in-built Resource Loading Module to accurately identify whether they have enough resources to complete multiple active projects and forecast future resource demand for new tasks. Birdview PSA also offers 2,000+ pre-built integrations to ensure it’s seamlessly introduced into your company’s existing IT environment.

Maximize your chosen resource scheduling tool

Having resource scheduling software is not an end-all solution to all your project management problems. For it to even have a chance at impact, it must be applied and executed in a manner that will not disrupt any other schedules, tasks, or tools, and must also be adopted by each member of the team. Consider the key features and other PM recommendations, so that you know you are getting the software with the maximum benefits. Select tools that tailor-fit your needs.

After choosing your 'weapon', it's time to test it out. Check out our resource scheduling guide to help you optimize the use of your resource scheduling tool and enhance your overall resource management process.

Want more information on how to optimize resource management for your workforce? Make planning, tracking, and forecasting beautifully in sync real-time! Book a demo with Runn now or start a free trial!

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