For project managers, operations teams, and resource planners, managing resources without the right tools feels like trying to solve a puzzle while blindfolded.
This chaos is why capacity planning tools exist. They take the guesswork out of understanding who’s available, when, and how much they can realistically handle.
In this blog, we’ll explore the best tools for capacity planning and how they help you meet project timelines without overloading your team.
13 Best Capacity Planning Tools
- What Is a Capacity Planning Tool?
- Capacity Planning Software Comparison Table at a Glance
- The 13 Best Capacity Planning Tools to Use
- 1. ClickUp (Best for capacity planning, project management, and collaboration)
- 2. Resource Guru (Best for streamlined resource scheduling and utilization)
- 3. Kantata (Best for professional services and strategic resource management)
- 4. Saviom (Best for advanced resource optimization and cost control)
- 5. Float (Best for dynamic project scheduling and forecasting)
- 6. Ganttic (Best for visual resource management and flexible planning)
- 7. Runn (Best for Real-Time Resource and Capacity Planning)
- 8. Toggl (Best for easy time tracking and detailed reporting)
- 9. Smartsheet (Best for workflow automation and collaboration)
- 10. Wrike (Best for enterprise-grade work management)
- 11. Forecast (Best for AI-powered project and resource management)
- 12. Scoro (Best for end-to-end work and financial management)
- 13. Teamup (Best for collaborative scheduling and custom calendar solutions)
Summarize this article for me pleaseWhat Is a Capacity Planning Tool?
Understanding how resources are structured and utilized is key to efficient capacity planning.
A capacity planning tool helps organizations evaluate their available resources—people, time, and materials—and allocate them effectively to meet project demands.
Achieving optimal utilization rates is critical for success. However, the average company-wide utilization rate is 65%, highlighting the need for a more effective capacity management tool.
📝 Note: Production-level staff should maintain utilization rates between 70% and 90%, while account management roles typically range from 60% to 80% (Promethean Research).
Without a capacity planning tool, managing resource demand and timelines can become chaotic, leading to missed deadlines and burned-out teams. Every organization needs capacity planning tools as they help:
- Prevent overloading or underutilizing team members
- Align resource allocation with project priorities and timelines
- Improve accuracy in project planning and scheduling
- Identify resource gaps before they impact project outcomes
- Enhance overall productivity by streamlining workload distribution
💡 Pro Tip: Consider how you can create a structured approach to resource management with our resource breakdown structure templates so you are aware of all the resources you need for your project! 📝
Summarize this article for me pleaseCapacity Planning Software Comparison Table at a Glance
Here’s a quick comparison of the best capacity planning tools:
| Software | Use Case | Best For |
|---|---|---|
| ClickUp | 🎖️ Capacity planning and project management | ✅ Teams needing potent workload management and collaboration tools |
| Resource Guru | 🎖️ Streamlined scheduling and utilization | ✅ Businesses optimizing resource allocation and avoiding overbooking |
| Kantata | 🎖️ Professional services and financial management | ✅ Firms needing advanced reporting and strategic resource management |
| Saviom | 🎖️ Advanced resource optimization and cost control | ✅ Organizations in IT, construction, or professional services |
| Float | 🎖️ Dynamic scheduling and project forecasting | ✅ Creative agencies and consultancies managing multiple projects |
| Ganttic | 🎖️ Visual resource planning and flexible management | ✅ Teams managing diverse projects in construction and engineering |
| Runn | 🎖️ Real-time resource and capacity planning | ✅ Consultancies and agencies seeking efficient workload distribution |
| Toggl | 🎖️ Time tracking and productivity reporting | ✅ Teams improving profitability through time optimization |
| Smartsheet | 🎖️ Workflow automation and team collaboration | ✅ Organizations requiring scalable project management solutions |
| Wrike | 🎖️ Enterprise-grade work management | ✅ Large teams needing advanced project oversight and security features |
| Forecast | 🎖️ AI-powered project and resource management | ✅ Agencies and IT firms focused on optimization and quick solutions |
| Scoro | 🎖️ End-to-end project and financial management | ✅ Consultancies balancing workloads and tracking project progress |
| Teamup | 🎖️ Collaborative scheduling and calendar management | ✅ Schools, nonprofits, and businesses managing complex schedules |
Summarize this article for me pleaseThe 13 Best Capacity Planning Tools to Use
Choosing the right capacity planning software can make or break your resource management strategy.
To help you navigate the options, we’ve compiled a list of the top 13 capacity planning tools that simplify workload distribution, improve resource utilization, and keep your projects on track.
1. ClickUp (Best for capacity planning, project management, and collaboration)
ClickUp is the everything app for work designed to help teams manage tasks, track workloads, and plan resources effectively.
It simplifies capacity planning by providing tools for resource allocation, workload tracking, and progress visualization.
Whether you’re a project manager balancing timelines, an operations team distributing workload, or a resource planner aligning capacity with demand, ClickUp offers tailored capacity planning solutions for your needs.
The ClickUp Workload View allows teams to visualize resource utilization at a glance, helping to identify overburdened team members and those with spare capacity. With options to track workload by hours, tasks, or points, you can customize the view to suit your project or team’s needs.
ClickUp provides time tracking and estimation tools that empower managers to monitor task duration and set realistic deadlines. The automation tools further simplify workflows by handling repetitive tasks, such as delegating new tasks or adjusting priorities based on progress.
For enhanced convenience, ClickUp provides pre-built templates tailored to specific resource planning needs, saving you setup time. For instance, the ClickUp Resource Planning Template helps you plan and allocate resources effectively across projects for your teams.
Another option is the ClickUp Resource Allocation Template. This capacity planning tool helps ensure that the right resources are assigned to the right tasks, optimizing the allocation of materials and members across projects.
💡 Pro Tip: Take the guesswork out of balancing your team’s workload with the Employee Workload Template! This handy resource management tool helps you track individual team members’ capacity and workload distribution in real time.Whether you’re reassigning tasks or planning, this template ensures no one is overwhelmed—or underutilized.
Beyond workload management, ClickUp’s Customizable Views, such as List, Gantt, Board, and Timeline, allow different stakeholders to track and organize tasks in their preferred style.
ClickUp best features
- Manage and visualize team capacity by hours, tasks, or points, ensuring balanced workload distribution
- Connect with tools like Slack, Google Drive, and Microsoft Teams to centralize communication and files
- Set and track progress toward business goals and objectives with measurable outcomes
- Monitor team performance, task status, and key metrics with highly customizable dashboards
- Visualize task relationships and identify the critical path to avoid bottlenecks in your project plan
ClickUp limitations
- Initial learning curve due to the extensive features
- Some users find the mobile app less intuitive for complex tasks
ClickUp pricing
- Free Forever
- Unlimited: $7/month per user
- Business: $12/month per user
- Enterprise: Custom pricing
- ClickUp Brain: Add to any paid plan for $7/month per user
ClickUp ratings and reviews
- G2: 4.7/5 (9,000+ reviews)
- Capterra: 4.6/5 (4,000+ reviews)
What are real-life users saying about ClickUp?
2. Resource Guru (Best for streamlined resource scheduling and utilization)
Resource Guru is a capacity management tool designed for high-speed teams who want to optimize resource utilization without sacrificing simplicity.
Its intuitive drag-and-drop interface is perfect for project managers looking to streamline scheduling for people, equipment, and meeting rooms in one place.
The tool is particularly well-suited for businesses focused on improving resource allocation, avoiding over-allocation, and gaining insights into resource utilization metrics.
Resource Guru’s best features
- Send automated daily schedule emails to keep team members informed and aligned
- Track vacations, sick days, and other absences with integrated leave management tools
- Monitor billable, non-billable, and overtime hours with resource utilization metrics
Resource Guru limitations
- Navigation to infrequently used settings can be challenging
- Limited customization for color coding to match specific branding needs
Resource Guru pricing
- Grasshopper plan: $4.16/month per user (billed annually)
- Blackbelt plan: $6.65/month per user (billed annually)
- Master plan: $10/month per user (billed annually)
Resource Guru review and rating
- G2: 4.7/5 (360+ reviews)
- Capterra: 4.7/5 (520+ reviews)
What are real-life users saying about Resource Guru?
3. Kantata (Best for professional services and strategic resource management)
Kantata is a resource management tool tailored for professional services organizations seeking to optimize operations and scale effectively.
This capacity planning tool’s strength lies in its ability to provide advanced resource and financial management capabilities to deliver exceptional client results.
The tool’s real-time resource scheduling, business intelligence, and project forecasting make it ideal for firms needing granular control over resource planning and revenue forecasting.
Kantata best features
- Schedule resources in real time to optimize allocation and address skill gaps
- Improve project profitability and forecast revenue with advanced financial management
- Gather client and employee feedback using built-in collaboration tools with sentiment tracking
- Use business intelligence and create custom reports for full organizational visibility
Kantata limitations
- Checklist items don’t need to be completed to mark tasks as done
- Lacks automated follow-up or reminder notifications for deadlines and responses
Kantata pricing
- Custom pricing
Kantata review and rating
- G2: 4.2/5 (1,400+ reviews)
- Capterra: 4.2/5 (600+ reviews)
What are real-life users saying about Kantata?
4. Saviom (Best for advanced resource optimization and cost control)
Saviom is a resource management powerhouse for resource forecasting, cost reduction, and workforce optimization. Its high customizability makes it a standout choice for industries with complex and dynamic needs, such as IT, construction, and professional services.
With real-time data, detailed analytics, and multidimensional forecasting, this capacity planning tool enables businesses to maximize billable utilization to quicken project completion.
Its focus on advanced configuration and scalability ensures it grows with your organization while delivering actionable insights.
Saviom best features
- Optimize workforce allocation with real-time resource planning templates
- Improve decision-making using data-driven capacity vs. demand analysis
- Streamline scheduling with customizable Gantt charts for resource visualization
- Minimize costs and maximize efficiency through advanced forecasting
Saviom limitations
- Features can be challenging for beginners due to a learning curve
- Not all functionalities are intuitive for first-time users
Saviom pricing
- Custom pricing
Saviom review and rating
- G2: Not enough reviews
- Capterra: Not enough reviews
5. Float (Best for dynamic project scheduling and forecasting)
Float is designed for teams looking to balance projects, capacity, and budgets easily. Its user-friendly interface makes it ideal for creative agencies, consultancies, and teams managing multiple projects.
The tool’s drag-and-drop scheduling, live capacity tracking, and integrated time tracking empower managers to allocate resources efficiently while managing changing priorities.
The capacity planning software offers forecasting features to help teams predict workload, manage budgets, and meet deadlines.
Float best features
- Track team availability and capacity in real time to avoid overbooking
- Compare project estimates against actuals using built-in time tracking and reporting
- Forecast budgets and workload to improve planning and resource allocation
Float limitations
- Lack of a feature to automatically signal when a team member is overbooked
- Limited options for uploading historical data from previous systems
Float pricing
- Starter: $6/month per user (billed annually)
- Pro: $10/month per user (billed annually)
- Enterprise: Custom pricing
Float review and rating
- G2: 4.3/5 (1,500+ reviews)
- Capterra: 4.5/5 (1,600+ reviews)
What are real-life users saying about Float?
6. Ganttic (Best for visual resource management and flexible planning)
Ganttic is a versatile resource planning tool tailored for teams managing diverse portfolios of projects, resources, and tasks.
Its standout feature is the visual, drag-and-drop interface, which offers real-time adjustments and multiple perspectives, such as resource—or task-based views. This makes it ideal for industries such as construction, engineering, and consultancies.
The capacity planning software’s flexibility accommodates human and non-human resources, making it perfect for organizations seeking precise planning and effective resource use.
Ganttic best features
- Adjust schedules instantly with a visual, drag-and-drop Gantt chart interface
- Gain high-level insights with customizable resource- and task-based views
- Connect seamlessly with other tools via unlimited API integrations
Ganttic limitations
- No option to revert to previous versions or undo complex changes
- Requires caution during heavy editing due to the inability to track changes
Ganttic pricing
- Up to 10 resources: $0/month per resource (billed annually)
- Up to 20 resources: $12.50/month per resource (billed annually)
- Up to 50 resources: $11.80/month per resource (billed annually)
- Up to 150 resources: $9.93/month per resource (billed annually)
- Up to 250 resources: $9.16/month per resource (billed annually)
- Up to 500 resources: $7.58/month per resource (billed annually)
- Up to 1000 resources: $5.99/month per resource (billed annually)
- Up to 1500 resources: $5.27/month per resource (billed annually)
- More than 1500 resources: Custom pricing
Ganttic review and rating
- G2: Not enough reviews
- Capterra: 4.3/5 (200+ reviews)
7. Runn (Best for Real-Time Resource and Capacity Planning)
Runn is a smart resource management and capacity planning tool that helps teams efficiently allocate people to projects while keeping an eye on overall capacity and business goals.
Runn is particularly suited for consultancies, agencies, and IT firms managing dynamic workloads.
The resource capacity planning software’s ability to handle tentative projects, provide a holistic view of schedules, and drill down into team-specific details makes it a go-to solution for teams to improve resource utilization.
Runn best features
- Assign resources to projects instantly with intuitive drag-and-drop scheduling
- Forecast project timelines, capacity, and financial outcomes for future capacity planning
- Track team utilization rates to align with business goals and avoid burnout
- Add tentative projects to maintain flexibility in your capacity planning process
Runn limitations
- Limited historical data analysis for long-term trends
- Some advanced features require onboarding support to use effectively
Runn pricing
- Free
- Pro: $8/month per user (billed annually)
- Enterprise: Custom pricing
Runn review and rating
- G2: Not enough reviews
- Capterra: Not enough reviews
8. Toggl (Best for easy time tracking and detailed reporting)
Toggl is an intuitive time-tracking tool tailored to suit teams of all sizes.
From solo freelancers to enterprise-level teams, Toggl’s efficient tracking features and customizable reporting tools help businesses improve productivity, optimize time usage, and increase profitability.
This project management tool stands out with its no-surveillance approach, user-friendly interface, and integrations with over 100 tools, such as Jira and Asana.
Toggl best features
- Automate time tracking with triggers and background activity monitoring
- Track billable and non-billable hours for better project profitability insights
- Create custom dashboards and generate tailored financial reports
- Integrate seamlessly with 100+ tools and APIs for a connected workflow
Toggl limitations
- Free plan supports limited categories/projects, which may restrict nonprofits
- No built-in reminders to activate time tracking if forgotten
Toggl pricing
- Free
- Starter: $9/month per user (billed annually)
- Premium: $18/month per user (billed annually)
- Enterprise: Custom pricing
Toggl review and rating
- G2: 4.6/5 (1,500+ reviews)
- Capterra: 4.7/5 (2,400+ reviews)
What are real-life users saying about Toggl?
9. Smartsheet (Best for workflow automation and collaboration)
Smartsheet is a versatile capacity planning software that combines project management, collaboration, and automation to suit a wide variety of industries.
Its powerful automation tools streamline workflows by reducing repetitive tasks and minimizing errors.
Its real-time collaboration keeps teams aligned regardless of location. With extensive integrations and enterprise-level security, Smartsheet supports both team-specific projects and large-scale enterprise portfolios.
Smartsheet best features
- Automate workflows and reduce errors with powerful automation tools
- Collaborate in real-time to keep teams aligned and projects on track
- Customize dashboards for insights into projects, resources, and timelines
- Integrate with popular tools like Slack, Microsoft Teams, and Salesforce
Smartsheet limitations
- Initial setup and learning curve for advanced features like automated emails
- Some features may require time to master despite available tutorials
Smartsheet pricing
- Free
- Pro: $9/month per user (billed annually)
- Business: $19/month per user (billed annually)
- Enterprise: Custom pricing
Smartsheet review and rating
- G2: 4.4/5 (17,000+ reviews)
- Capterra: 4.5/5 (3,300+ reviews)
10. Wrike (Best for enterprise-grade work management)
Wrike offers a comprehensive work management solution for teams of all sizes. Known for its powerful customization, Wrike centralizes workflows and enhances productivity across departments.
Its standout feature is the 360° visibility it provides through tools like Gantt charts and customizable dashboards, ensuring better alignment and decision-making.
With enterprise-grade security and automation, it’s ideal for organizations looking to manage complex projects, streamline collaboration, and achieve business goals.
Wrike best features
- Automate workflows with approvals, request forms, and project blueprints
- Use real-time resource capacity planning to manage capacity and utilization
- Integrate with 400+ apps, including Adobe, Salesforce, and Microsoft Teams
Wrike limitations
- Expensive plans limit access for smaller teams
- Collaborators cannot edit the description field, reducing flexibility
Wrike pricing
- Free
- Team: $10/month per user
- Business: $24.80/month per user
- Enterprise: Custom pricing
- Pinnacle: Custom pricing
Wrike review and rating
- G2: 4.2/5 (3,700+ reviews)
- Capterra: 4.3/5 (2,700+ reviews)
11. Forecast (Best for AI-powered project and resource management)
Forecast is a workload automation software known for its AI-driven capabilities, enabling businesses to manage projects, resources, and finances from a unified platform. It’s tailored for operational leaders who want to optimize productivity and utilization.
The capacity planning software enables real-time resource allocation, time tracking, and financial control features, allowing teams to stay ahead of deadlines.
Forecast best features
- Use AI-powered resource allocation to balance workloads and optimize productivity
- Streamline invoicing and payment tracking for accurate financial control
- Integrate with tools like Jira, HubSpot, and QuickBooks to unify workflows
Forecast limitations
- Limited UX enhancements could improve the ease of navigation
- Lacks a comprehensive library of training resources like instructional videos
Forecast pricing
- Custom pricing
Forecast review and rating
- G2: 4.2/5 (100+ reviews)
- Capterra: Not enough reviews
12. Scoro (Best for end-to-end work and financial management)
Scoro is a capacity planning tool designed for consultancies, agencies, and professional service businesses that need to manage projects, resources, and finances in one place.
It excels at providing complete visibility into project lifecycles, from quoting to invoicing, while offering insights into profitability.
Teams can balance workloads, track billable and non-billable time, and collaborate seamlessly across departments. Scoro’s standout feature is its focus on financials, which enables users to understand clients—and project-level profitability.
Scoro best features
- Manage projects from estimation to completion with built-in quoting and budgeting tools
- Balance resources with real-time planning and forecasting to prevent burnout
- Gain actionable insights with advanced reporting and customizable dashboards
Scoro limitations
- Limited integration of income flow from quotes to invoicing disrupts workflows
- Requires additional tools to estimate financial totals for specific periods
Scoro pricing
- Essential: $26/month per user (billed annually)
- Standard: $37/month per user (billed annually)
- Pro: $63/month per user (billed annually)
- Ultimate: Custom pricing
Scoro review and rating
- G2: 4.5/5 (800+ reviews)
- Capterra: 4.6/5 (200+ reviews)
💡 Pro Tip: Want to make your capacity planning more efficient? Use the 10 best free team capacity planning templates that help your team work quicker and more productively for various projects! 💹
13. Teamup (Best for collaborative scheduling and custom calendar solutions)
Teamup is a flexible calendar tool designed for teams and organizations that need a streamlined way to schedule, organize, and manage their resources.
The capacity planning tool offers a fully customizable interface, making it ideal for businesses, schools, and community groups that handle complex scheduling across multiple teams or locations.
With features like sub-calendars, color coding, and custom fields, users can track availability, prevent conflicts, and visualize schedules in various formats.
Teamup best features
- Prevent scheduling conflicts with no double-booking safeguards
- Visualize schedules using customizable views like grids, lists, and timelines
- Manage user access with detailed permission settings to ensure security
Teamup limitations
- No ability to block out holidays across all calendars simultaneously
- Advanced functionality may require some time to explore fully
Teamup pricing
- Plus: $10/month per user (billed annually)
- Pro: $25/month per user (billed annually)
- Business: $60/month per user (billed annually)
- Enterprise: $105/month per user (billed annually)
Teamup review and rating
- G2: Not enough reviews
- Capterra: Not enough reviews
Summarize this article for me pleaseMaster Capacity Planning and Boost Team Efficiency with ClickUp
When choosing capacity planning tools, it’s essential to look beyond features and consider adaptability, scalability, and ease of integration into your workflow.
Your tool should not just solve current problems but grow with your team and adapt to evolving demands.
That’s where ClickUp shines—it’s not only a capacity planning tool but a fully customizable work management platform. From intuitive capacity planning templates to efficient automation and integrations, ClickUp offers unmatched versatility for teams of all sizes and industries. Ready to transform your resource management? Sign up for ClickUp today and experience the difference.
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