Best Resource Scheduling Software: 9 Tools

Website: https://float.com/

Best for: Agencies that want a clean visual scheduler

Starting price: $7 per person/month (billed annually)

Free plan: Free trial (30 days)

Pros: Clean drag-and-drop timeline with capacity bars; guests view the schedule free

Cons: Not a full project management or billing system; per-person price climbs as headcount grows

Float is a visual resource scheduler built around a timeline of people and projects. Starter costs $7 per scheduled person per month on annual billing, and Pro costs $12, with monthly billing at $8.50 and $14. Enterprise, aimed at teams of 100 or more seats, is quoted. People who are not scheduled can be added as free guests, and a 30-day trial of Pro needs no credit card. The vendor states that more than 4,500 professional services teams use the product.

The Starter plan covers resource scheduling, capacity and time-off management, project scoping, and role suggestions, with API and integration access. Pro adds time tracking, single sign-on, and workflow features. The limit is scope: Float plans people and capacity very well, but it is not a full project management or billing system, so agencies that need invoicing pair it with another tool.

Website: https://resourceguruapp.com/

Best for: Teams that also book equipment and rooms

Starting price: $4.16 per person/month (billed annually)

Free plan: Free trial (30 days)

Pros: Books people, equipment, and rooms from one calendar; clash management flags double-bookings

Cons: Reports are limited on Grasshopper; everyone added is billed, whether they log in or not

Resource Guru is a booking-style scheduler for people, meeting rooms, and equipment. Grasshopper costs $5 per person per month on monthly billing, or $4.16 on annual billing, Blackbelt costs $8, and Master costs $12. Non-person resources such as equipment cost half the person rate, so a room books at $2.50 on Grasshopper. The vendor raised prices about 20 percent on 1 July 2026, which is why older lists quote less. A 30-day trial is available.

Clash management is the feature that sets it apart: the calendar flags double-bookings before they happen, and approvals on Master add a control step for shared resources. The limit is the billing rule, since each person is billed whether they log in or not and regardless of permissions, so a large roster of occasional staff costs more than the headcount suggests.

Website: https://www.runn.io/

Best for: Firms that tie utilisation to project cost

Starting price: $7 per resource/month

Free plan: Free trial (30 days)

Pros: Scenario planning and capacity charts link hours to project cost; clean utilisation views

Cons: Twenty-seat minimum is common on priced plans, which punishes small studios; no free plan for new customers since December 2025

Runn is a resource planning tool that ties the schedule to project cost, with scenario planning, capacity charts, and utilisation views that show whether a project makes money at the planned staffing level. Lite costs $7 per resource per month, and Standard costs $11, with a 20-seat minimum common on priced plans. Runn retired its free plan for new customers on 1 December 2025, and a 30-day trial is the way to test it.

The 20-seat floor is the number to check first: a 12-person studio pays for 20 seats, or $140 a month on Lite, before anyone is scheduled. For a 25-person firm, that floor is not a problem, and the scenario planning earns its keep when the team juggles several projects at once. Runn suits firms that plan capacity in money terms, not just in hours.

Website: https://teamdeck.io/

Best for: Small teams that want scheduling plus timesheets at a low price

Starting price: $1.80 per person/month (billed annually)

Free plan: Free trial (14 days)

Pros: Cheapest entry in this list; scheduling, timesheets, leave, and reports in one tool

Cons: Fewer integrations than larger rivals; limited customization options for complex workflows

Teamdeck is a resource management and project planning tool for creative agencies, software design firms, and startups. Light Member costs $1.80 per person per month on annual billing, or $2 billed monthly, and covers people who appear on the calendar and in reports without an app login. Full Member costs $5.40 per person per month on annual billing, or $6 monthly, and adds full app access for planning, timesheets, and leave. A free trial is available.

The two-seat model is the smart part: a studio can list 20 people on the schedule and pay the full rate only for the 8 who log in. The limit is depth, with fewer integrations and less customization than Float or Runn, so a firm with complex approval chains may outgrow it. For a small team that wants scheduling and timesheets at a low price, it is the cheapest honest option here.

Website: https://www.smartsheet.com/

Best for: Teams that schedule work in sheets with reports

Starting price: $9 per member/month (billed annually)

Free plan: Free trial (30 days)

Pros: Sheet model with formulas, dependencies, and rollups; contributors view and comment free

Cons: Pro caps at 10 members, so growing teams move to Business at $19; resource depth needs the higher tier

Smartsheet runs client work in sheets, with Gantt views, reports, and dashboards built on top of a grid. Pro costs $9 per member per month on annual billing, or $12 billed monthly, for 1 to 10 members, and Business costs $19, or $24 monthly, with a three-member minimum. There is no free plan for new signups; a 30-day trial opens the full feature set. Contributors can view, comment, and submit forms without a priced seat.

The sheet model suits teams that live in spreadsheets and want formulas, dependencies, and rollups without a database. Resource management views show who is booked and who has capacity, though the deeper resource features sit on Business. The Pro cap of 10 members means a growing team moves to Business at $19 fairly soon, and automations on Pro are capped at 250 runs a month.

Website: https://monday.com/

Best for: Teams that want scheduling inside a flexible board

Starting price: $9 per seat/month (billed annually)

Free plan: Yes (free up to 2 seats)

Pros: Boards adapt to any workflow shape; workload view shows capacity across boards

Cons: Workload view and time tracking wait for Pro at $19; priced plans need a 3-seat minimum

monday.com builds work around boards with typed columns, so a team can shape a board for retainers, campaigns, or web builds without forcing every client into the same template. Basic costs $9 per seat per month on annual billing, with a three-seat minimum, and covers unlimited items, boards, and free viewers. Standard at $12 adds Timeline and Gantt views, guest access, and 250 automation actions a month, while Pro at $19 adds time tracking, private boards, and the workload view.

The free plan covers up to 2 seats with 3 boards, which is enough to test the shape of the tool but not to run real scheduling. The limit for resource planning is the tier ladder: the workload view that shows who is overloaded sits on Pro, so a team that buys Basic for scheduling will pay $19 per seat before capacity becomes visible.

Website: https://clickup.com/

Best for: Teams that want scheduling with tasks and time in one place

Starting price: $9 per user/month (billed annually)

Free plan: Yes

Pros: Free plan covers unlimited tasks and members; workload view links capacity to tasks

Cons: Workload view is trial-only on Free and Core, included on Business at $17; wide interface takes time to learn

ClickUp packs tasks, docs, whiteboards, goals, and time tracking into one workspace, with a free plan that covers unlimited tasks and members. Core costs $9 per user per month on annual billing, and Business costs $17. Core adds unlimited storage, Gantt charts, and custom fields, while Business adds workload views, time estimates, and advanced automations. The free plan is generous enough for a small team to run real work before paying.

The catch for scheduling is that the workload view is trial-only on Free and Core, and included on Business, so capacity planning costs $17 per seat, not $9. The breadth is the appeal and the risk: ClickUp can replace several tools at once, but the interface carries a lot of surface area, and new staff need time to learn where things live.

Website: https://asana.com/

Best for: Teams that want workload views tied to goals and portfolios

Starting price: $10.99 per user/month (billed annually)

Free plan: Yes (free up to 2 users)

Pros: Timeline and Gantt views from Starter; portfolios link projects to company goals

Cons: Workload and capacity planning wait for Advanced at $24.99; no built-in time billing on Starter

Asana gives teams an opinionated structure: list, board, timeline, and Gantt views from Starter, plus rules, forms, and custom fields. Starter costs $10.99 per user per month on annual billing, and Advanced costs $24.99. The Personal plan is free for up to 2 users. Multi-homing lets one task live in several projects at once, which suits teams that run the same deliverable across a client account and an internal sprint.

The jump from Starter to Advanced is steep, and portfolios, goals, workload, and time tracking all wait for Advanced. A team that buys Starter for scheduling gets timelines and Gantt charts but no capacity view, so the real price for resource planning is $24.99 per seat. Asana is a strong pick for deadline-driven work with clear goals, and a weaker one for teams that need capacity planning on a small budget.

Website: https://www.wrike.com/

Best for: Larger teams that need workload charts and approvals

Starting price: $10 per user/month (billed annually)

Free plan: Yes

Pros: Interactive Gantt charts from Team; workload charts and approvals on Business

Cons: Workload charts sit on Business at $25; time tracking sits on Pinnacle; seats sold in bundles

Wrike is a work management platform for larger teams, with interactive Gantt charts from the Team plan and resource planning on higher tiers. Team costs $10 per user per month on annual billing for 2 to 15 users, and Business costs $25 for 5 to 200 users, billed annually only. Pinnacle and Apex are priced on request. A free plan covers board and table views, and every plan includes a 14-day trial of the priced features.

Seats are sold in bundles of 5, 10, or 25 depending on team size, so a 6-person team pays for 10 seats on Team, which doubles the bill. Workload charts sit on Business, and time tracking sits on Pinnacle, so the full resource planning set costs more than the $10 entry price suggests. Wrike fits larger teams that need deep scheduling, workload charts, and approvals, and it fits them less well when the budget only stretches to the Team plan.