Best capacity planning tools in 2026

According to our 2025 State of (Over)working report, 44% of UK desk workers say their company doesn’t use any resource management or scheduling tools. Without that visibility, project plans rely on guesswork, capacity goes unaccounted for, and burnout creeps in before anyone notices.

This guide is for resource managers, project leads, and agency operations professionals comparing capacity planning software. We’ve compared eleven tools on pricing, best fit, and their inherent tradeoffs.

Resource Guru is featured in this list and is its publisher.

The best capacity planning tools at a glance

Capacity planning tools fall into three groups: lightweight schedulers built for visibility, professional services automation (PSA) platforms that tie planning to financials, and enterprise resource management for portfolio-scale forecasting. 

Pricing checked against vendor pages on publication.

What to look for in a capacity planning tool

A capacity planning tool earns its place by answering one question: do we have the right people, with the right skills, available at the right time, to deliver what’s on our plate?

The features that matter cluster around six areas:

• Demand vs. capacity forecasting: Visibility into upcoming work and who’s available to deliver it, ideally with scenario modeling
• Resource scheduling: Drag-and-drop allocation, clash management, and views by person, team, and project
• Utilization reporting: Billable vs. non-billable splits, target utilization tracking, and trend reports
• Leave and availability management:Vacations, public holidays, and individual working hours factored into capacity automatically
• Integrations: Native connectors to your project management, finance, and time-tracking systems
• Pricing transparency: Clear costs that scale with your team, not surprise quotes behind a sales call

Resource scheduling and allocation are disciplines in their own right; our resource allocation guide covers the principles before tool choice.

The best capacity planning tools in 2026, reviewed

1. Resource Guru: Best for teams who want to handle scheduling and planning in the same place

Reviewer ratings: 4.7/5 on Capterra (540+ reviews) and 4.6/5 on G2 (480+ reviews).

Resource Guru pairs two jobs that teams typically run in separate tools: the live schedule of current bookings, and the forward plan of upcoming work matched against future availability. 

Agencies and project-driven teams use it to assign bookings, prevent clashes, and forecast utilization across people, meeting rooms, and equipment without juggling a planning spreadsheet on the side.

Standout features

• Drag-and-drop scheduling and visual calendar make capacity gaps and clashes obvious at a glance
• Clash management actively prevents double-bookings rather than just flagging them
• Forecasting reports and project planning sit in the same workspace as the live schedule, with no separate planning tool to keep in sync
• Leave, holidays, and custom working hours factor automatically into capacity
• Built-in Gantt charts let you scope projects and map associated capacity needs in the same place you schedule your team

Learn more about our capacity planning software.

Limitations

• Reporting customization is limited; data visualization requires exports or integrations for teams that need deeper analysis
• Best for operational and team-level planning; businesses modeling portfolio-scale scenarios will want a PSA platform
• Mobile and phone browser experience lags the desktop version

Pricing

Grasshopper at $5, Blackbelt at $8, and Master at $12, all per person, per month, billed annually. 30-day free trial, no credit card required. Full details are available on our Pricing page.

2. Accelo: Best for professional services teams linking capacity to project financials

Reviewer ratings: 4.5/5 on Capterra (170+ reviews) and 4.4/5 on G2 (550+ reviews).

Accelo is a professional services automation (PSA) platform that ties resource capacity directly to project margins. It positions itself around the full client lifecycle (sales, delivery, time tracking, invoicing) in one system, suiting service firms that bill by the hour or against retainers.

Standout features

• All-in-one platform combining CRM, sales pipeline, project tracking, time logs, invoicing, and resource scheduling
• Automation features reduce administrative load across the client lifecycle
• QuickBooks Online and Xero integrations handle the financial side from quote to invoice
• Client portal lets customers accept quotes, view invoices, and collaborate on active work

Limitations

• Configuration is complex; the learning curve to fluent use is substantial
• The all-in-one model means paying for modules you may not use; teams that only need scheduling will likely find better value elsewhere
• Some users report that QuickBooks Online sync requires attention during chart-of-accounts changes, requiring manual fixes
• Mobile app covers the basics but lacks the depth of the desktop; not suitable for active project management on the go
• Outlook integration has gaps (forwarded invites, replies)

Pricing

Quote-only across all plans: Core (currently in beta, three-user minimum), Professional, Business, and Advanced. Vendor doesn’t publish per-user rates; expect a sales conversation to scope your tier and modules. 7-day free trial.

3. Ganttic: Best for organizations planning people, equipment, and facilities across multiple projects

Reviewer ratings: 4.3/5 on Capterra (200+ reviews) and 4.0/5 on G2 (20+ reviews).

Ganttic charges by the number of resources scheduled rather than per user, with unlimited users on every plan. That structure suits teams managing mixed resource types (vehicles, machinery, rooms, people) in the same view, where the tools and equipment doing the work matter as much as the people using them.

Standout features

• Resource-first Gantt: organizes around resources rather than tasks
• Per-resource pricing with unlimited users; good value at scale
• Custom data fields enable tagging and filtering by any attribute
• Visual at-a-glance scheduling makes capacity and clashes easy to read

Limitations

• API is limited; teams wanting advanced workflow automation at scale will hit walls
• Native integrations are thin (mostly Zapier-mediated); no native Slack or Teams connection
• Mobile app is weak; web is the primary experience
• Time tracking isn’t a core focus of the product

Pricing

Free plan for up to 10 resources. Paid PRO plans start at $25/month for 20 resources and scale to $790/month for 1,500 resources. 14-day free trial of any paid tier.

4. Birdview PSA: Best for PMOs and portfolio teams connecting capacity to financial outcomes

Reviewer ratings: 4.5/5 on Capterra (470+ reviews) and 4.2/5 on G2 (400+ reviews).

Birdview PSA targets mid-market professional services and IT organizations needing one platform for project management, resource planning, and financial tracking. The PSA-focused approach treats margin visibility as a primary signal alongside delivery, which differentiates it from PM-first competitors.

Standout features

• Multiple view options (Table, Gantt, Kanban, Calendar) suit different working methodologies
• Strong Gantt charts with planned-versus-actual visibility
• Built for client-facing professional services work rather than just internal PM
• Business intelligence dashboards centralize project, finance, and resource data

Limitations

• Learning curve is steep; the interface isn’t intuitive for new users
• Implementation and configuration can be lengthy
• Mobile access is limited; this is primarily a desktop tool for managers at their desks
• Some UI flows are unintuitive

Pricing

Birdview ships as two products. The Project Management line publishes per-user rates: Lite from $9/user/month (1-10 users), Team from $24/user/month (5-100 users), Enterprise custom. The Professional Services line is quote-only across all tiers. All pricing billed yearly. 14-day free trial.

5. ProofHub: Best for teams wanting flat-rate pricing with built-in workload visibility

Reviewer ratings: 4.5/5 on Capterra (140+ reviews) and 4.6/5 on G2 (110+ reviews).

ProofHub uses flat-rate pricing: you pay a flat monthly fee and add as many users as you want, which keeps budgeting predictable as the team grows. The model attracts teams that have outgrown per-seat tools, or that expect headcount to fluctuate with project load.

Standout features

• Flat-rate pricing with unlimited users; predictable cost as the team grows
• All-in-one platform consolidates tasks, time tracking, file proofing, discussions, Kanban, and Gantt
• File proofing is the namesake feature and a genuine differentiator for creative teams
• Intuitive interface; teams onboard fast

Limitations

• Third-party integration ecosystem is narrow compared to others on this list
• Notification volume and granular control are common complaints
• Mobile app is functional for basic task checking but not designed for scheduling or capacity work
• No native project budgeting
• Resource allocation features are lightweight; teams with complex resourcing needs will outgrow it quickly

Pricing

Essential at $45/month flat (annual) for unlimited users, 40 projects, and 15GB storage. Ultimate Control at $89/month for the first three months, then $135/month thereafter. 14-day free trial.

6. ActivityTimeline: Best for Jira-based teams that need capacity planning on top of sprint work

Reviewer ratings: 5/5 on Capterra (4 reviews) and 4.5/5 on G2 (7 reviews).

If your team lives in Jira, ActivityTimeline is the most direct path to layering capacity planning on top of work you’re already tracking. It’s an Atlassian Marketplace app available for Jira Cloud, Server, and Data Center.

Standout features

• Native Jira integration reads issues and projects directly and pulls sprint estimates, story points, and project metadata directly so you don’t re-enter data you’ve already captured
• Surfaces resource workload, utilization, leave, and time tracking inside an Atlassian-style interface
• Covers Jira’s weak spots in planning, forecasting, and worklog management
• Customer support is repeatedly singled out as a strength; responses are fast and detailed

Limitations

• Only makes sense if Jira is your system of record; note that other tools on this list also integrate with Jira, even if they aren’t purpose-built for it. Worth evaluating all options before committing; not a contender outside the Atlassian ecosystem
• Initial view organization can feel confusing until you map it to your sprint cadence
• Reporting area is still maturing per longer-term users
• Small public review sample means a time-consuming trial is the only reliable evaluation route

Pricing

Atlassian Marketplace billing tied to your Jira user tier. Cloud pricing starts at $2.50/user/month, with academic discounts available. 30-day free trial, no credit card required.

7. Kantata: Best for data-driven professional services teams needing one-stop project and resource management

Reviewer ratings: 4.2/5 on Capterra (620+ reviews) and 4.2/5 on G2 (1,510+ reviews).

Kantata, formerly Mavenlink (which rebranded in 2022 following a merger with Kimble), is a mature PSA platform for professional services organizations with between 50 and 5,000+ employees. It positions resourcing decisions around project profitability rather than just utilization or delivery dates.

Standout features

• Connects scoping, resourcing, forecasting, time and expense tracking, and project financials in one platform
• Resource dashboard provides real-time visibility into utilization and capacity
• Salesforce-native option for firms running their pipeline there; 1,200+ prebuilt connectors otherwise
• Kantata AI Assistant supports planning and time optimization

Limitations

• Steep learning curve; new users typically need formal onboarding or dedicated admin time before they can use it effectively
• Heavy for small teams or simple workflows
• The PSA model bundles CRM, billing, and time-tracking alongside resource management; teams that only need scheduling pay for modules they may never use
• Mobile app is poor (freezes with large projects)
• Quote-only pricing makes evaluation harder

Pricing

Quote-only. Kantata’s official pricing page is request-only and figures aren’t published. Pricing typically scales with team size (50+ employees is the stated target), with Professional and Premier tiers stepping up from there. Free trial available on request after demo.

8. Float: Best for capacity forecasting in creative and agency teams

Reviewer ratings: 4.5/5 on Capterra (1,610+ reviews) and 4.3/5 on G2 (2,000+ reviews).

Float is a resource scheduler with a strong emphasis on linking capacity planning to project financials. Common users include agencies and digital teams balancing multi-project capacity against billable rates and budget pacing.

Standout features

• Built around linking resource scheduling to project budgets and billable rates
• Forecasting tied to financial pacing rather than scheduling alone
• Time tracking included alongside the scheduler
• Integrations with Asana, Slack, and calendar apps

Limitations

• Reports are functional but not visual; export options are limited
• Mobile experience can be problematic (stuck popups, awkward calendar integration)
• Gantt chart features and project planning depth are limited compared to dedicated PM tools
• View options are limited to Days, Weeks, and Months

Pricing

Starter at $7/person/month, Pro at $12/person/month (both annual billing). Enterprise tier is custom. 30-day free trial of the Pro plan.

9. Planview Projectplace: Best for enterprise teams managing portfolio demand and delivery

Reviewer ratings: 4.7/5 on Capterra (30+ reviews) and 4.1/5 on G2 (20+ reviews). Both samples are small enough to weigh against trial use.

Planview Projectplace is the lightweight, collaboration-focused tool in the broader Planview portfolio. It targets large organizations needing cross-team and external-partner collaboration without heavyweight portfolio features.

Standout features

• Kanban boards, Gantt charts, document management, and team communication in one workspace
• Real-time collaboration with @ mentions and comments reduces email back-and-forth
• Capacity visibility at a glance from any board view
• External-team access is straightforward; suits agencies sharing with clients

Limitations

• Reporting features are quite basic compared to dedicated PPM platforms
• WFM, CRM, and calendar app integrations are missing or limited
• Tying multiple workspaces into a global roadmap isn’t supported
• More suited to waterfall and hybrid projects than to pure agile workflows

Pricing

Planview positions Projectplace as a single-tier per-user subscription described as “one surprisingly affordable per-user price,” but the figure isn’t published on the Planview site. Pricing is quote-only via sales. 30-day free trial, no credit card required.

10. Teamup: Best for lightweight team calendar scheduling without dedicated capacity features

Reviewer ratings: 4.7/5 on Capterra (50+ reviews) and 4.5/5 on G2 (30+ reviews).

Teamup is a shared online calendar, not a capacity planning tool, but it’s included here because many teams use it as a first step toward scheduling visibility before committing to dedicated software.

Plenty of teams use it for lightweight resource scheduling anyway, particularly small teams where a shared visual schedule is enough and the overhead of dedicated capacity software doesn’t pay off.

Standout features

• Shared calendar across the team with real-time edit visibility
• Color-coding by project, person, or location
• Permission system is unusually granular for the price point
• Free tier handles small teams (5 sub-calendars, 5 users) with no credit card required

Limitations

• It’s a calendar, not a capacity planning platform; no utilization reporting, demand forecasting, or capacity heatmaps
• Sub-calendar limits on lower paid tiers bite as teams grow
• USD-only pricing is a friction for non-US customers
• If you’re hiring, scaling, or planning beyond next month, you’ll outgrow it

Pricing

Free Basic plan. Paid plans start at $12/month flat-rate, scaling through Plus, Pro, Business, and Enterprise tiers. 3-day trial on paid tiers.

11. Saviom: Best for enterprise teams managing capacity across large, complex project portfolios

Reviewer ratings: 4.3/5 on Capterra (20+ reviews). The G2 sample (2 reviews) is too small to cite meaningfully.

Saviom is enterprise-grade resource management software. The vendor markets 20+ years of experience serving Fortune 500 clients across 50+ countries, and targets organizations running large, multi-project portfolios where headcount, skills, and project mix all change frequently.

Standout features

• Multidimensional scheduling by role, skills, location, and cost center
• Highly configurable: trim components you don’t need, adjust input screens to fit your process
• Real-time BI dashboards and customizable reports
• Scenario modeling supports what-if planning across staffing, timelines, and project mix

Limitations

• Documentation is limited; configuring the tool involves trial and error
• UI feels dated in places (vendor has publicly committed to UI/UX improvements)
• Implementation effort is substantial; smaller teams will find lighter tools faster to deploy
• Pure project management scheduling (à la MS Project or Primavera P6) isn’t part of the offering

Pricing

Custom quote based on license type (Power, Lite, Non-User) and team size. 60-day customized trial against your own data is unusual for the category.

12. SafetyCulture: Best for manufacturing, construction, and front-line teams

Reviewer ratings: 4.6/5 on G2 (261 reviews), 4.6/5 on Capterra (354 reviews).

Considered one of the best digital inspection platforms, SafetyCulture is an effective capacity planning software that effectively manages the company’s current assets, raw materials, and personnel to meet market demands. With SafetyCulture’s tools, your company can accurately forecast resources, optimize operations while reducing costs, enhance end products or services, and increase customer satisfaction.

Standout features:

• Convert paper forms into digital records using templates and checklists, stored in a centralized repository
• Automate workflows for capacity planning and resource scheduling
• Forecast trends and plan capacity with analytics
• Generate reports with photo and video attachments for better decision-making
• Communicate with the team seamlessly via Heads Up

Limitations

• Some users report a steeper learning curve when onboarding
• There are reports of limited customization options when it comes to reports
• Some advanced features are only available on higher tier plans

Pricing

The free version is available for teams of up to 10 users. The premium plan costs $24 per month and includes a free 30-day trial period. The platform is accessible via a mobile app on iOS and Android, as well as through web-based software.

How to choose a capacity planning tool

Five steps narrow the field.

1. Start with what you already use. Your current stack does most of the filtering on its own.

2. Confirm what you’re scheduling.

• People only, no margin focus: most tools fit. 
• Mixed resources (rooms, equipment, vehicles): Resource Guru or Ganttic.
• People with P&L focus (PSA workflows): Accelo, Birdview PSA, Kantata, or Float.
• Jira-native team wanting deep integration: ActivityTimeline (note that Resource Guru, Float, and others on the list also connect to Jira if you want more flexibility).

3. Decide your budget model. Per-user, scales with the team: Resource Guru, Float. Flat-rate, predictable: ProofHub. Procurement-led, quote-only: Saviom, Kantata.
4. Pick your buying motion. Self-serve, trial today: Resource Guru, Float, ProofHub, ActivityTimeline, Ganttic, Teamup. Sales calls and custom demos first: Accelo, Kantata, Planview Projectplace, Saviom.
5. Trial 2 or 3 in parallel. A focused tool the team uses beats a complex platform nobody opens. For most small-to-mid-sized teams scheduling people across projects, that means starting with Resource Guru. The 30-day free trial doesn’t ask for a credit card, and most teams have their core schedule set up within an afternoon.

Frequently asked questions

What is the best tool for capacity planning?

The best tool for capacity planning depends on team size, resource types, and integrations. Resource Guru is the most popular choice for small and mid-sized teams scheduling people, rooms, and equipment. Larger PSA organizations often choose Kantata or Birdview PSA.

Can you do capacity planning in Excel?

Yes, you can do basic capacity planning in Excel, and just over half of organizations still use spreadsheets in some form for resource management. But spreadsheets get fragile fast as teams grow: they struggle with real-time updates, shared people across projects, leave, and clash detection. Most teams move to a dedicated tool once they’re juggling multiple projects or planning more than a few weeks out. 

What capacity planning tools integrate with Google Workspace?

Capacity planning tools integrating with Google Workspace include Resource Guru, Float, Ganttic, Planview Projectplace, and ProofHub. Calendar sync is the most common integration; deeper connectors for Sheets and Drive vary by platform.

What’s the best free capacity planning tool?

The best free capacity planning tool is Ganttic, which offers a fully featured free plan for up to 10 resources with unlimited users. Teamup’s free Basic plan works for lightweight calendar scheduling but lacks utilization reporting and demand forecasting.

For the most generous paid trials on this list, Resource Guru, Float, ActivityTimeline, and Planview Projectplace each offer 30-day trials with no credit card required.

Buying for a moving target

Every team has different scheduling requirements, budget constraints, and integration needs. The right pick depends on what you’re scheduling, how you buy software, and where your stack currently sits.

Skills-based matching and scheduling, as well as continuous capacity views are reshaping the category. The pick that wins isn’t just today’s best fit; it’s the one that’ll still fit in eighteen months.

For most teams scheduling people across multiple projects, Resource Guru is the most direct starting point. Try it free for 30 days, no credit card required.

All details accurate as of June 18, 2026.