Best Project Staffing Software

Float is a visual resource scheduler built around a drag and drop board that shows who is booked, who is free and who is overloaded. Starter costs $6 per person per month billed annually and includes unlimited projects, capacity management and forecasting, project planning and a mobile app. Pro costs $10 and adds time tracking, compare estimates versus actuals and single sign on.

Managers can see planned hours against capacity at a glance, move work between people, and spot clashes before they become missed deadlines. The limits are the lack of a free plan and the absence of invoicing. For a team that wants staffing without enterprise cost, Float is the best value in this list after Resource Guru.

Price: $6 per person/month (billed annually)

Free plan: Free trial (14 days)

Website: float.com

Runn is a resource planner built around forecasting, with unlimited placeholders, demand by role and saved scenarios that let managers test staffing plans before they commit. Lite costs $7 per person per month billed annually and covers scheduling, tentative projects, capacity and utilisation charts and project budgets. Standard costs $11 and adds timesheets, integrations and the API. Every plan starts at 20 seats.

The scenario planning is the best in this list, because managers can model a hire, a delay or a new project and see the effect on capacity before they act. The 20 seat minimum is the real limit, since a team of 10 still pays for 20 seats. For a firm of 20 or more that staffs constantly, Runn is the strongest dedicated planner here.

Price: $7 per person/month (billed annually)

Free plan: Free trial (30 days)

Website: runn.io

Teamdeck is a resource management tool that charges by seat type rather than by feature. Light Member seats cost $1.80 per person per month billed annually and keep people on the calendar and in reports without app login. Full Member seats cost $5.40 per person per month and add full app access for planning, timesheets and leave. A team can mix cheap view only seats with full seats for planners.

That seat model is the cheapest way to put a whole roster on a plan, because people who only need to appear on the schedule cost $1.80 each. The trade is depth, since Teamdeck reporting is lighter than Runn or Kantata. For a team that wants staffing visibility at the lowest per person cost, Teamdeck is the best buy.

Price: $1.80 per person/month (billed annually)

Free plan: Free trial

Website: teamdeck.io

Mosaic is an AI powered resource planning tool that pulls data from project and finance software to show who is working on what, when, and what it will cost. Team costs $9.99 per user per month, Business costs $14.99 and Enterprise is a custom quote. Workload heat maps show overloads before they happen, and the forecasting views tie staffing to budgets and billing.

The AI layer is what sets Mosaic apart, because it suggests staffing changes from real project data rather than leaving the planner to build every scenario by hand. The entry price is higher than Float or Resource Guru. For an agency that wants staffing driven by live financial data, Mosaic is worth the premium over the cheaper schedulers.

Price: $9.99 per user/month

Free plan: Free trial (30 days)

Website: mosaicapp.com

Hub Planner is a resource scheduling tool built around capacity planning, with drag and drop scheduling, timesheets, vacation management, resource requests and reporting in one service. Plug and Play costs $7 per resource per month billed annually, Premium costs $18 and adds advanced reporting and capacity analytics, and Enterprise is a custom quote. Annual billing saves up to 20 percent.

The reporting depth is the reason to pick Hub Planner over a cheaper scheduler, because capacity versus demand reports go further than a simple calendar view. The Premium tier costs more than double the entry tier, so deep analytics come at a real premium. For a team that lives in capacity reports, Hub Planner is the strongest reporting led option here.

Price: $7 per resource/month (billed annually)

Free plan: Free trial (30 days)

Website: hubplanner.com

Kantata is a PSA built for professional services firms that need resource planning, project financials and revenue forecasting in one place. It connects scheduling with budgets, utilisation and forecast revenue, and lists over 1,200 integrations. The pricing page asks buyers to fill out a form so a PSA advisor can build a tailored plan, with no published numbers.

That tailored model fits mid market and enterprise firms, and it makes Kantata a poor fit for a small team that wants a published starting price. For a services firm above 50 people that needs forecast accuracy tied to staffing, Kantata is one of the strongest options.

Price: quote only

Free plan: No

Website: kantata.com

Saviom is an enterprise resource management platform for organisations that plan large project portfolios across many teams and locations. It covers resource forecasting, capacity planning, what if analysis, skills matching and utilisation reporting, with views that roll many projects into one portfolio picture. Pricing is not published, so every buyer gets a custom quote.

The portfolio view is the reason large firms choose Saviom, because it shows demand against supply across the whole organisation rather than one team at a time. That depth comes with heavy implementation. For an enterprise that staffs across hundreds of people, Saviom is built for exactly that job.

Price: quote only

Free plan: No

Website: saviom.com

BigTime is a PSA for professional services firms that combines resource staffing with time tracking, project budgets, invoicing and reporting. It starts at $19 per user per month, with higher tiers adding advanced budgeting, workflow automation and integrations. A free trial is available, and the platform covers the full path from staffing a project to billing the client.

The billing link is the main advantage over the pure schedulers, because staffed hours flow into budgets and invoices without a second system. The entry price is higher than Float or Resource Guru, and there is no free plan. For a firm that wants staffing and billing in one place, BigTime is the most direct option.

Price: $19 per user/month

Free plan: Free trial

Website: bigtime.net

Birdview PSA is a professional services platform that ties resource staffing to project budgets, time tracking and financials. Lite starts at $13.50 per user per month, Team starts at $20.50 and Enterprise is a custom quote. A free trial is available. Managers can staff projects, track time against budgets and see profitability in the same system.

The financial view is the reason to choose Birdview PSA over a pure scheduler, because staffing decisions connect to project margins from the start. The limits are the lack of a free plan and a smaller integration list than the larger PSA vendors. For a team that wants staffing with budgets and time tracking in one tool, Birdview PSA is a solid mid price option.

Price: $13.50 per user/month

Free plan: Free trial

Website: birdviewpsa.com