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CAPACITY PLANNING SOFTWARE

Real-time capacity planning that powers team productivity

Plan confidently, fill resource gaps, balance workloads, and know when to take on new projects—all with a clear understanding of capacity.

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Get up-to-date capacity insights with zero blindspots

If you plan projects and can’t see the big picture, you’re likely to overspend, underdeliver, or miss opportunities for additional projects.

Spreadsheets can’t keep up with real-time availability, utilization rates, or shifting project priorities. Get the right tools for capacity planning, right here.

The Resource Guru schedule with heatmap view enabled showing each team member’s capacity. Shades of green show if they are at or under capacity, amber shows with a warning symbol for clashes, or overcapacity.

See who’s got capacity, and who’s swamped

Scan to see who’s over- or under-utilized—and the split between billable and non-billable work—using availability bars and heatmap views.

Use these to keep a close eye on everyone’s capacity, hit your targets, and keep your team’s workloads balanced.

The schedule, overlain by an example breakdown of someone’s normal availability that shows the hours and days of the week they regularly work—a feature of Resource Guru’s capacity planning software.

Get a clear picture of everyone’s availability

Understand individual working hours, plan around vacations and sick days, and accommodate timezones.

That way, you get a realistic handle on who’s really free to take on work, and when you can get projects over the line.

User applying a saved view called “weekly planning meeting” on the Resource Guru schedule. The user then switches between the standard availability view and a heatmap view.

Streamline your planning rituals

Customize the schedule and share views with your team to plan projects smoothly and keep everyone in the loop.

Color-coding makes priorities clear, custom fields help you categorize, and filters, sorting, and grouping speed up your workflows.

User adds a multi-day, tentative booking to a placeholder on the schedule, and then reallocates it to a person.

Take on new work with confidence

Map out future work—and never get caught by surprise—using resource placeholders and tentative bookings.

Understand your pipeline in detail to know when to start new projects and double-down on generating profit.

The people and resources section of Resource Guru with a modal overlaid. In the modal, the user has created a project team including a placeholder, equipment (a vehicle), and people, each of whom has an assigned hourly rate.

Know when you need more people power

Project start and end dates, milestones and the waiting list make upcoming needs obvious, while project teams and budgets let you analyze expected revenue.

With these capabilities, you get a clear view of what’s ahead so you can make well-timed hiring decisions.

Zoomed in heatmap view. On an amber cell with a warning icon, a help label shows “Bookings that require attention” and lists issues: five hours on the waiting list, ten hours booked—including two hours beyond that person’s availability—and zero hours free.

Say bye to burnout and hello to balance

Our research on overworking proves it’s bad for business.

Prevent it with proactive clash management, a waiting list to manage bookings that need adjustments, and utilization rate tracking that shows who’s at risk.

The approval workflow showing the process of requesting approval to create a booking for someone, and the follow-up options where the approver can either approve or decline this request.

Protect in-demand people and resources

Make sure highly skilled people have capacity for high-priority projects using approval workflow.

Set booking approvers for in-demand people and resources for more control over how they spend their time and which work gets prioritized.

Capacity planning software that slots into your workflows

Connect our resource capacity planning software with the tools you already rely on, using built-in integrations. Sync critical data with calendars, task managers, CRMs, and financial software.

Why Resource Guru is a top-rated resource capacity planning tool

G2 Fall 2026 awards: Leader, Leader Small Business, Leader Mid-Market, Momentum Leader, High Performer Enterprise, Easiest To Use Enterprise, Easiest Admin Enterprise, Best Usability Enterprise and Best Results Enterprise

  • “Offers flexibility and provides better visibility into our capacity, helping us plan more effectively”

    477 Reviews

  • “I can plan new work coming into the team and manage stakeholder expectations”

    536 Reviews

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