Best Team Capacity Planning Software

Resource Guru is a booking grid where people, equipment and rooms share one calendar, with availability bars and heatmaps that show who is over or under booked, split into billable and non-billable time. Grasshopper costs $4.16 per person per month billed annually, or $5 billed monthly, and other resources such as rooms and gear cost $2.08 each on the annual plan. Blackbelt costs $6.65 per person per month billed annually and adds timesheets, reports and budgets, while Master costs $10 and adds approvals and single sign on.

The price is the reason small teams start here, because a 10-person team pays $41.60 a month on Grasshopper and still sees capacity bars and clash warnings. The limits are the missing reports on Grasshopper and the single free placeholder, so a team that models many open roles pays for Blackbelt. For a small team that wants capacity views at the lowest price, Resource Guru is the cheapest way in.

Price: $4.16 per person/month (billed annually)

Free plan: Free trial (30 days)

Website: resourceguruapp.com

Forecast by Harvest is the scheduling half of the Harvest setup, showing who is booked where with capacity graphs that flag overbooked people. It costs $5 per person per month billed annually, or $6.25 billed monthly, and it is billed separately from Harvest time tracking, which starts at $9 per seat per month billed annually on Teams. Together the two cost $14 per person per month billed annually.

The link to Harvest is the reason to choose it, because planned hours and actual hours sit in one view and show how upcoming work will consume the project budget. The limits are the separate bill and the lack of invoicing, so a team that does not use Harvest gets less value from Forecast alone. For a team already on Harvest, Forecast is the natural way to add capacity planning.

Price: $5 per person/month (billed annually)

Free plan: Free trial (30 days)

Website: getharvest.com

Runn is a capacity planner built for service firms that care about utilisation, project financials and forecasts, with roles, skills and demand reports that show what the pipeline needs by role. Lite costs $7 per resource seat per month billed annually, or $9 billed monthly, and covers scheduling, tentative projects, capacity charts and project budgets. Standard costs $11 and adds timesheets, the API and saved scenarios, while Advanced is custom and adds unlimited scenarios and resource requests.

The placeholder model is the reason firms that plan ahead pick Runn, because open roles carry a skill and a cost, so the forecast shows demand by role before anyone is hired. The limits are the 20-seat minimum, so a 10-person team still pays $140 a month, and the lack of invoicing. For a firm of 20 or more that plans months ahead, Runn is the strongest dedicated planner here.

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

Free plan: Free trial (30 days)

Website: runn.io

Productive is an agency platform that holds budgets, resource planning, projects, time tracking and reporting in one system, so capacity sits next to the money it earns. Essential costs $10 per user per month billed annually, or $12 billed monthly, and includes budgeting, resource planning, time tracking, expenses and reporting, with a three-seat minimum. Professional costs $25 and adds billable time approvals, rate cards, recurring budgets and advanced reports, while Ultimate is quote only.

The budget link is the reason agencies pick it, because every engagement gets a budget and the time logged against it burns the budget down in hours and money. The limits are the three-seat minimum, so a solo operator pays $30 a month, and the rate cards on Professional, which push the real price to $25 a seat for most agencies. For an agency that plans capacity against budgets, Productive is the most joined-up option here.

Price: $10 per user/month (billed annually)

Free plan: Free trial (14 days)

Website: productive.io

Scoro is a business management platform for agencies that combines projects, capacity planning, quotes, invoices, bills and financial reporting in one system. Essential costs $26 per user per month billed annually and covers projects, calendars, task boards, contacts, quotes, invoices and dashboards, with a five-user minimum on every plan. Standard costs $37 and Pro costs $63 per user per month billed annually, with deeper financial and capacity reporting on the higher tiers.

The financial depth is the reason larger agencies pick it, because capacity, utilisation and profit sit in one report instead of three tools. The limits are the price and the five-user minimum, so the real floor is $130 a month on Essential, and the full capacity depth sits on the higher tiers. For an agency of 15 or more that needs capacity planning with executive financial reporting, Scoro is the most complete option here.

Price: $26 per user/month (billed annually)

Free plan: Free trial (14 days)

Website: scoro.com

Asana is a work management platform where tasks, timelines and portfolios connect to workload and capacity views. Starter costs $10.99 per user per month billed annually and covers timeline and Gantt views, reporting dashboards and unlimited automations. Advanced costs $24.99 per user per month billed annually and adds Workload, capacity planning, portfolios, goals and resource management.

The Workload view is the reason Asana leads the work management tools here, because it shows capacity over real project data rather than a separate schedule. The limit is the price, since Starter does not include it and Advanced costs more than double, so a 20-person team pays $499.80 a month for capacity planning. For a team already running projects in Asana, Advanced is the natural way to add it.

Price: $10.99 per user/month (billed annually)

Free plan: Yes (Personal plan)

Website: asana.com

Monday.com is a visual work platform where teams manage projects on boards with timeline, Gantt and workload views. Basic costs $9 per seat per month billed annually, Standard costs $12 and Pro costs $19, with Enterprise on a custom quote. The free plan covers up to 2 seats, and monthly plans need at least 3 seats, with seats sold in buckets, so a team of 4 buys 5.

The visual board is the appeal, because capacity is easy to read when work sits on a coloured board with owners and dates. The limits are that the workload view needs Pro at $19 per seat per month, so the real capacity price is more than double the $9 headline, and seat buckets raise the bill for odd team sizes. For a visual team that wants capacity views on a board, Monday.com is a strong fit.

Price: $9 per seat/month (billed annually)

Free plan: Yes (free for up to 2 seats)

Website: monday.com