Best resource scheduling software: 2025’s top 10

Out of a sample of over 3,000 buyers, 60% have regretted a software purchase decision in the last 18 months according to Capterra’s 2025 Tech Trends Report. 

This article’s here to stop you from becoming part of that statistic. 

If you’re on the hunt for the best resource scheduling software for the first time, or you’re interested in switching solutions, this post breaks down details of some of the most respected tools on the market to help you make an informed decision. 

Just so we’re all on the same page, let’s clarify what these kinds of solutions are. In terms of looking for the best resource scheduling software out there, we’re looking for solutions that specifically help you plan when to allocate people and resources to work, based on who and what’s available. 

Now, let’s find the best option for your business. 

Frequently asked questions

What is resource scheduling software?

Resource scheduling software is used to allocate and manage people and resources’ availability effectively across projects, teams, or departments. It’s the process of allocating tasks to the right people and resources at the right time to avoid conflicts, overbooking, or underutilization.

What are the benefits of using resource scheduling software? 

Resource scheduling software helps teams use their time more efficiently by avoiding overbooking and excessive downtime. It makes project planning easier—as it offers a clear view of who’s available and when—cuts down on scheduling conflicts, and gives real-time insight into everyone’s workload. Plus, it offers useful data to spot trends and improve future planning.

Evaluation criteria for the best resource scheduling tool

I’ve been working in SaaS for over a decade, a large part of which I’ve personally spent evaluating, writing about, and buying software. In that time, I’ve learned quite a bit about what to look out for when it comes to finding suitable solutions. Based on that experience, here’s what I chose to look into when trying to find the best resource scheduling tools out there: 

1. User ratings

I took the average review score from two of the most popular software review sites: G2 and Capterra. This score reflects the overall opinion of verified users for each of the options, and serves as a good baseline for how happy the user base is. 

2. Trial period

One of the most effective ways to figure out if a tool will work for your specific use case is by trying it out. Some options offer a longer free trial period, giving you more time to get a feel for the software before you commit. Worth considering if you have a defined timeline during which you have to choose a solution.

3. Pricing

It’s safe to say you can rule out an option if it doesn’t fit your budget. As such, I’ve included pricing details for paid plans, where that info is available. I’ve tried to standardize as much as possible, so I’ve listed prices per month in USD across the board. For accuracy, I’ve also listed where that price is per person, user, or seat, using the same language each platform advertises. 

4. Key features

There may be certain features you can’t live without when it comes to the best resource scheduling tool for you. Especially if you’re switching from an existing solution. For this reason, I’ve broken down 11 key features and checked if each solution offers them. 

5. Does it solve typical user problems?

I also wanted to evaluate the day-to-day experience of using each of the tools. So, I chose three typical goals users want to achieve with software like this and tested them out based on those criteria. Specifically, I wanted to answer three questions: “Using [insert software name here] can I…”

1. Understand what everyone’s workload is like and avoid overbooking or causing schedule conflicts?
2. Understand how utilized the team are and ensure the workload is distributed fairly?
   
3. Make changes on the fly, and at the last minute?

I chose these three tasks for a few reasons. First, preventing overbooking and clashes helps tackle overworking and prevents employees from delivering lower quality work off the back of it. 

Understanding utilization and workloads also helps avoid overburdening staff. Plus, it plays an important part in preventing unnecessary downtime that can leave money on the table. 

When it comes to making changes on the fly, project managers—or just about anyone scheduling people and resources—will tell you flexibility is key. No matter how meticulously you lay out your project plan, things change. And, you have to be able to react almost instantly to keep initiatives on-track, and profitable. 

6. Overall pros and cons

Using G2 and Capterra again, I looked into some of the main reasons people either enjoy using each piece of software, or find it less than ideal. This can help paint a more detailed picture of what the typical user’s overall experience looks like. 

With that out of the way, let’s see how each of the best resource scheduling software solutions we could find performed in those regards.

2. Harvest Forecast

User reviews

• G2: 4.1/5
• Capterra: 4.2/5

Trial period

Free for 30 days

Pricing

From $5/person/month

Key features

Does it solve typical user problems?

Using Harvest Forecast, can I understand what everyone’s workload is like and avoid overbooking or causing schedule conflicts?

• When I tried to overbook someone’s daily availability on Harvest Forecast, the utilzation rate was flagged in red text. In the “Daily availability” view, the schedule also showed a red indicator with “# over” where # was the number of hours overbooked
  • However, there was once again no centralized way to address issues like this, or to find all issues
• When I tried to book someone on a non-working day, I got a modal to approve this. This is the closest (outside of Resource Guru) I got to being deterred from booking someone on a weekend

Using Harvest Forecast, can I understand how utilized the team are and ensure the workload is distributed fairly?

• Heatmap views make it easy to spot who’s got extra time in their day and whose schedule is full—or over-full 
  • However, they’re only based on hours available unless you swap from daily availability to weekly capacity, so it depends on the timeframe you want to work with

Using Harvest Forecast, can I make changes on the fly, and at the last minute?

• Harvest Forecast has great drag and drop functionality that makes swapping bookings across days and people’s schedules simple

• You can also split bookings in a click to divide them between days and manage how the individual’s workload is balanced 

Pros and cons

Pros

Ease of onboarding: Users say it’s easy to get up and running with Harvest Forecast.

“I like the intuitiveness of Forecast as it requires almost no training.”

– Verified user on G2. 

Cons

Limited functionality: Some users report that Harvest Forecast is only really suitable for specific industries. 

“The software is basically for IT projects or software development projects.”

– Saju on G2.

4. Float

User reviews

• G2: 4.3/5
• Capterra: 4.5/5

Trial period

Free for 30 days

Pricing

From $6/person/month

Key features

Does it solve typical user problems?

Using Float, can I understand what everyone’s workload is like and avoid overbooking or causing schedule conflicts?

• As with the other examples, I attempted to overbook someone on Float. Unfortunately, the outcome wasn’t very pragmatic. I was able to simply add the hours as overtime 
  • We’ve mentioned this above, but this can make people liable to unproductive overworking in the long run 

• While the overbooking was flagged on the schedule (the percentage utilization beside the name turned red and displayed a number above 100), I couldn’t find a centralized way to see all the issues
  • On a wider scale, this means you have to scan the schedule for anyone marked as overbooked manually. If you schedule for a large team or organization, this can easily get cumbersome and time consuming

• When trying to book someone on a non-working day, I had to acknowledge that it was a non-working day to confirm the booking
  • However, this prompts the question as to why these safeguards aren’t in place for overworking on regular working days

Using Float, can I understand how utilized the team are and ensure the workload is distributed fairly?

• Float lets you sort the schedule by what percent utilized people are. 
  • However, this sorting option is set up to prioritize people who are underutilized. That means you can sort the schedule by unscheduled (low → high) and unscheduled (high → low). It’s not as practical for finding folks that are being overutilized or overburdened 
• That said, Float offers a lot of filtering options within their schedule to help you isolate specific teams, projects, etc., so you can pinpoint groups you want to investigate in terms of utilization 

Using Float, can I make changes on the fly, and at the last minute?

• They have daily, weekly, and monthly schedule interface options which is a flexible way to organize across different time frames. You can also narrow your scope down to the day when you want to make last-minute changes, so that’s really helpful
• Float lets you split and link bookings directly on the schedule by right-clicking them

Pros and cons

Pros

Intuitive: Many reviews praise how approachable Float is to use. 

“The UI is user-friendly […] Its implementation was easy and easy to teach the users how to use it and its features.”

– Devkumar on G2.

Cons

Limited features: Some reviewers say they’re lacking essential feature depth on Float. 

“A lot of the functionality is fairly shallow. There aren’t a lot of fields or the option to add custom fields to all users and departments.”

– Verified user on G2. 

6. Productive

User reviews

• G2: 4.7/5
• Capterra: 4.6/5

Trial period

Free for 14 days

Pricing

From $9/user/month, minimum 3 seats

Key features

Does it solve typical user problems?

Using Productive, can I understand what everyone’s workload is like and avoid overbooking or causing schedule conflicts?

• Heatmaps on Productive give a visual overview of who’s got heavy workloads. If someone’s at 100%+ utilization, that day in their calendar turns red. Otherwise, it’s green, or grey if there are tentative bookings, or no bookings
  • But, this was the only indicator I could find for spotting overbooking in the schedule, and there weren’t any signposts on how to proactively resolve those issues
  • Since there’s no centralized place to spot all overbooking issues, this can really slow you down. This is a disadvantage against other options on this list that give you a list of clashes to work through as they arise

• I was able to book someone for 8 hours on a Saturday even though they weren’t set to be available. This also wasn’t flagged as red in the heatmap 
  • In Productive’s beta “Workload layout” view, you can assign tasks during weekends, but they don’t affect the total hours count for the workload. This may affect the accuracy of time scheduled in the system
  • Productive does flag when you’re trying to book someone during their confirmed time off. It also automatically splits the booking so that the booking can start and end before and after their day(s) off 

Using Productive, can I understand how utilized the team are and ensure the workload is distributed fairly?

• Productive lets you create bookings based on the utilization percentage you want the booking to take up. Conveniently, that means you don’t have to calculate that yourself based on hourly duration

• Productive has 40+(!) views you can apply to the schedule to understand capacity, utilization, and availability per person
  • But, in my experience, this caused a bit of choice paralysis. Because you can view the schedule in so many different ways, it’s hard to pinpoint which are the most important scheduling metrics
  • On a similar note, Productive isn’t purely built for resource scheduling. So, the tool may be overcomplicated for your needs, and you may not get the best value for money from it as a result 

Using Productive, can I make changes on the fly, and at the last minute?

• The drag and drop functionality on the Productive schedule was smooth and made it easy to switch bookings between days or people 
• Splitting bookings was a little confusing. I had to use their help center, but did eventually figure it out
  • You have to click into the booking, then click a meatball menu, then choose “Split”, but the booking then splits at the exact point at which you clicked the booking. This requires serious accuracy to get right on the first try

Pros and cons

Pros

Customer support: Users say Productive’s customer support team is extremely helpful. 

“I feel their support is way above average, as they feel responsive and personal!”

– Harald on G2.

Cons

Learning curve: Some Productive users report a bit of a struggle getting set up with the platform. 

“Productive can be overwhelming at first for its users and the implementation can be rough.”

– Vincent on G2. 

8. Paymo

User reviews

• G2: 4.6/5
• Capterra: 4.7/5

Trial period

Free for 14 days

Pricing

From $5.90/user/month

Key features

Does it solve typical user problems?

Using Paymo, can I understand what everyone’s workload is like and avoid overbooking or causing schedule conflicts?

• Clash warnings show in Paymo when you book someone beyond their capacity, but they’re only available in a small, collapsed menu
  • On the plus side, this section did detail that this booking both went beyond availability and budget, which was a nice addition
• There was an overbooking indication in red on the schedule once I completed booking this in
  • Despite this, there was no recommended way I could find to immediately take action on that overbooking

• Weekends are greyed-out on the schedule by default which is a useful indicator to not book time during them. You can also hide weekends on the schedule using the “View” menu
  • However, you can still make weekend bookings, even for people who don’t typically work during them, and you receive no warning that this is inappropriate when you do so

Using Paymo, can I understand how utilized the team are and ensure the workload is distributed fairly?

• On the Paymo schedule, you can easily see hours remaining based on the team’s availability 
  • However, I could not find a way to configure this to be based on percentage utilization, meaning I would need to do some math on my end to understand capacity

• In terms of understanding how the workload is distributed, Paymo offers plenty of schedule filters so you can drill down into different views to inspect that
• One of Paymo’s unique features is its “ghost bookings.” These are predictive bookings that show up based on existing bookings. 
  • I really appreciate these in theory, but found that they can quickly clutter the schedule if you’re making a large amount of bookings or working with a large team. Then, accepting them or removing them becomes more of a chore than a benefit when delegating workloads

Using Paymo, can I make changes on the fly, and at the last minute?

• Drag and drop on Paymo is snappy. It’s simple to swap bookings around between days and people
• However, I couldn’t find a way to split bookings 

Pros and cons

Pros

User interface: Users compliment how easy it is to get an overview of work on Paymo.

“Get a bird’s-eye view of your team’s schedule.”

– Khalid on G2.  

Cons 

Customer support: There is some criticism of Paymo’s customer support on popular review sites. 

“When you reach out to support to get to know more about their future plans, there’s no helpful response nor alternatives or workaround provided, which is kind of a disappointment.”

– Verified user on G2.

10. Everhour

User reviews

• G2: 4.7/5
• Capterra 4.7/5

Trial period

Free for 14 days

Pricing

From $8.50/seat/month, minimum 5 seats

Key features

Does it solve typical user problems?

Using Everhour, can I understand what everyone’s workload is like and avoid overbooking or causing schedule conflicts?

• It was too easy, in my opinion, to overbook people. I booked someone for 16 hours on an 8 hour work day and received no warnings, either during set up or on the schedule
  • What’s more, I tried to push this to see if a more drastic overbooking would signal an issue. Unfortunately, I was able to book someone for 25 hours in a day, one of which doesn’t exist 
  • Everhour’s default working hours per individual are 9am – 7pm—quite the hefty work day! This is also customizable, however, so you can set a good baseline for working hours

• Booking on the weekend was more reassuring as I had to actively consent to booking a Saturday to get the booking to save
• Overall, the Everhour is tailored towards shift work, which may not work for all business models

Using Everhour, can I understand how utilized the team are and ensure the workload is distributed fairly?

• Everhour offers a variety of ways to view the schedule to see how workloads are distributed. You can drill down into the schedule based on members, clients, and projects. That way, depending on what your priorities are, you can find out how work is progressing

Using Everhour, can I make changes on the fly, and at the last minute?

• The drag and drop functionality on Everhour makes it simple to swap a person’s bookings between different days
  • However, it didn’t behave in the same way for me when I wanted to drag and drop a booking between different people’s calendars 
  • I also couldn’t find a way to split bookings into multiple bookings, even after consulting their help center

Pros and cons

Pros

Simplicity: Users generally find it easy to get started with this solution.

“I like how simple Everhour is to get set up with.”

– Erica on G2.

Cons

Customer support: Some users say Everhour’s quality of support could be improved. 

“Their support is slow to respond and half the time their answers make no sense.”

– Ben on G2.