15 Resource Management Software Solutions & Their Best Uses

Resource management software helps you manage your agency’s most important asset: human resources.

But there’s so many resource management tools you can choose from. This is why we’ve compiled a list of top options available and what they’re best for to help you find your ideal resource management software.

List of the Top Resource Management Software

  • Productive — best all-in-one resource management software
  • Smartsheet — best for project portfolio management
  • Hive — best for smaller teams
  • Asana — best for task management and collaboration
  • Microsoft Planner — best for simple work management
  • LiquidPlanner — best for predictive scheduling
  • Saviom — best for enterprise resource planning
  • Wrike — best for basic resource scheduling
  • Jira — best for software development teams
  • Ganttic — best for high-level resource planning
  • Celoxis — best for dynamic reporting
  • Workfront — best for design teams
  • Clarizen — best for professional services
  • Paymo — best for limited budgets
  • Forecast — best for AI resource management

1. Productive – The Best All-in-One Resource Management Software

Productive is a single-platform agency management tool that helps you run a profitable business.

Productive’s biggest benefit is that it offers extensive resource planning and forecasting features with other agency operations functionalities.

The main Resource Planning features include:

We use Productive to care for our employees, which has been an important contributing factor to having a 98% retention rate this past year.

Aaron Gilman,
CEO AT Steamroller Studios

Let’s explore these key features in more detail:

Workload Management

With Productive, you can create a resource management plan while taking into account key employee details, including their working hours, allocated time off and categories, and holidays (especially useful for remote teams).

When creating your bookings, you’ll also get an overview of how many hours have already been booked across a specific service (for ex. design or development).


MANAGE RESOURCE EFFICIENTLY

Productive’s resource planner works on the basis of drag-and-drop scheduling, so you don’t have to redo everything to implement changes to your schedules or even assignees.

Notifications can also be enabled to notify assignees of modified or updated bookings.

With its Sales CRM feature, Productive also supports scheduling for sales teams.


HANDLE SALES DEALS AND TEAM PERFORMANCE

Scheduling for Future Requirements

You can also create two types of special bookings to handle potential situations or future projects: placeholders and tentative bookings.

Placeholders are used when you want to plan resources for future staffing needs. Placeholders have all the same information associated with them as regular employees, so you can add them to your reports to assess utilization and determine hiring needs.

Tentative bookings are great for accounting for possible projects without impacting your confirmed capacity (or the amount of hours an employee can potentially work for). You can turn your tentative bookings into confirmed ones, and vice versa.

Find out more on creating your capacity planning template with Productive.

Utilization Insights

There are two ways in which Productive can provide insights into how your employees are being scheduled: through utilization and forecasted utilization.

For a quick overview of how your employees are scheduled on a daily basis, you can use the capacity indicators on heatmaps in your resource plans. They are color-coded representations of resource capacity.


CUSTOMIZE YOUR VISUAL OVERVIEW

You can also check your utilization with Productive’s Reporting. You can view utilization by department, seniority, skills, or more.

You can also set utilization targets and add this to your Billable Utilization by Person report with custom fields and formulas to monitor employee performance (you can also set up color coding).


BALANCE UTILIZATION RATES

You can also view your forecasted utilization through your resource planner.

The Scheduled / Available time field shows the amount of hours that have been scheduled for this employee in the future, which helps determine your resource gaps and balance it with resource demand.

You can also check this within your Forecasted Billable Utilization by Person report (available in the Reports Library).

Financial Forecasting

If you schedule your resources ahead of time, you can also make use of Productive’s Forecasting feature.

This means that you can view key financial metrics in real time, but also for upcoming periods of time. This includes your profitability, revenue, and budget burn.


VISUALIZE AND MONITOR KEY METRICS IN REAL TIME

This helps you get timely financial reporting based on reliable data. You can pinpoint exactly when your projects will stop being profitable, reallocate employees, and check the impact this has on your metrics.

Time Tracking & Time Off Management

Finally, Productive includes both Time Tracking and Time Off Management.

Time tracking can be handled in different ways: employees can use a timer or create their entries manually.

Conversely, managers can approve these entries individually or in bulk, and even lock timesheets for editing for data accuracy.


track time from tasks

To get automatic time tracking, managers can also sync resource bookings with time tracking, so that entries matching your bookings can be created automatically.

When it comes to time off management, managers can define categories of leave and allocate them to employees and handle requests and related files through the platform.

Productive also includes integrations with various HRIS tools, such as BambooHR, Breathe, Justworks, Humaans.io, and more.

Additional Features

  • Project management: Organize your high-level project planning with various project views, including Gantt, Kanban, Calendar, List, Workload, and more.
  • Collaboration: Tasks include a client section for easy collaboration, as well as to-dos, dependencies, and subtasks. There are also Docs for collaborative documentation, and a Client Portal for collaborating with clients.
  • Budgeting: Build and manage budgets of various kinds, including time & materials, fixed-price, and recurring budgets. Monitor performance in real-time and bill your services.

Integrations

Productive offers various integrations with HR, accounting, and collaboration tools.

Integrations include Slack, Google Calendar, and Outlook for scheduling and updates; Xero and QuickBooks for accounting; BambooHR, Breathe, Humaans.io for HRM; Memtime for time tracking; and more.

Pricing

  • Plans start with the Essential plan at $9 per user per month, which includes essential features such as budgeting, project & task management, docs, time tracking, expense management, reporting, and time off management.
  • The Professional plan includes custom fields, recurring budgets, advanced reports, billable time approvals, and many more for $24 per user per month.
  • The Ultimate plan has everything that the Essential plan and Professional plan offer, along with the HubSpot integration, advanced forecasting, advanced custom fields, overhead calculations, and more for $32 per user per month.

You can go for a free 14-day trial before you decide to check out a paid plan.

Manage Resources With Productive

Balance workloads and get key utilization and financial insights with an all-in-one platform for agencies.

Book a demo

2. Smartsheet – Good Option for Tracking Resources

Smartsheet is a versatile resource management software solution and project management solution that empowers teams to collaborate, plan, and execute projects seamlessly. It offers intuitive spreadsheets, interactive Gantt charts, and automated workflows, enabling real-time visibility and streamlined project management.

Features:

  • Dynamic Gantt charts for visual project planning
  • Automated alerts and reminders for task management
  • Resource tracking and allocation for efficient utilization
  • Time tracking


SOurce: smartsheet

Smartsheet provides a user-friendly interface that allows teams to quickly adapt and begin managing resources effectively. It’s often compared to a spreadsheet, which can be both a positive and a negative. If you’re looking for a more modernized solution, consider some other alternatives from this list.

You can also learn more about Smartsheet in our list of Bitrix24 competitors.

3. Hive – Simple Capacity Planning Software

Hive is one of the best project planning tools for smaller teams that want to manage valuable resources.

Features:

  • Multiple project layouts, including Gantt and Kanban
  • Timesheets and approvals
  • Resource management with placeholders
  • Real-time resourcing reports


SOURCE: HIVE

Users underline that they enjoy Hive for being user-friendly and having an intuitive interface. However, users report some issues with the project and task management features:

The task dependencies feature is not available or not working properly. Users cannot create dependent tasks or link tasks to each other.

Source: Capterra

Find out more in our list of the best Harvest competitors.

4. Asana – Good Option for Team Collaboration

Asana is a popular resource management tool known for its simplicity and collaborative features. It enables teams to prioritize tasks, track progress, and manage resources effectively, enhancing overall productivity and coordination.

Features:

  • Task management with due dates and assignees
  • Project level timelines and progress tracking for improved visibility
  • Team communication and file sharing within tasks
  • Time tracking
  • Customizable dashboards and project templates for streamlined workflows


Source: asana

Asana’s clean and intuitive interface promotes easy adoption among team members, fostering better collaboration. The free version of Asana lacks some advanced features, which may require upgrading to a paid plan for a more comprehensive resource management platform, or checking out more robust Asana alternatives.

5. Microsoft Planner – Good Work Organization Tool

Microsoft Planner is a project planning software solution within the Microsoft 365 suite. It simplifies task organization and team coordination, providing a visual and user-friendly platform for efficient work management.

Features:

  • Kanban-style task boards for visual organization
  • Due date tracking and task assignment
  • File attachments and team communication within tasks
  • Seamless integration with other Microsoft 365 applications


source: microsoft

Microsoft Planner’s integration with other Microsoft 365 tools allows for a seamless workflow, facilitating effective resource management within a familiar ecosystem. The tool’s reporting and analytics capabilities are relatively limited compared to other project management software.

6. LiquidPlanner – Tool for Dynamic Planning

LiquidPlanner is a comprehensive resource planning software that emphasizes dynamic scheduling and intelligent resource allocation. It provides accurate project forecasting and helps teams optimize their resources for maximum efficiency.

Features:

  • Dynamic project scheduling based on priority and resource availability
  • Time tracking and estimation for improved project planning
  • Real-time resource utilization and workload management with time tracking
  • Project analytics and reporting for data-driven decision-making

source: liquidplanner

LiquidPlanner’s intelligent scheduling algorithms ensure optimal resource allocation, maximizing productivity and project success. The tool’s advanced features and functionality may make it overwhelming for users who require a simple resource management software solution.

For more options, check out our LiquidPlanner alternative guide.

7. Saviom – Powerful Employee Scheduling Software

Saviom is a powerful project resource management software designed to assist organizations in effectively managing their workforce and project resources. It offers comprehensive planning, scheduling, and reporting capabilities, empowering businesses to optimize resource utilization.

Features:

  • Capacity planning and resource allocation based on skills and availability
  • Real-time project monitoring and progress tracking
  • Multidimensional resource scheduler with time tracking
  • Integrations with HR systems for seamless workforce management


source: saviom

Saviom’s robust reporting and analytics features enable data-driven decision-making, leading to improved resource utilization and project outcomes. The initial setup and configuration process of Saviom may require technical expertise or assistance

Check out how Saviom fares as a replacement for Resource Guru.

8. Wrike – Good Option for Creative Agencies

Wrike is a versatile resource planning solution and project management software that combines project management capabilities with collaborative features. It offers comprehensive task management, real-time communication, and customizable workflows, making it ideal for teams of all sizes.

Features:

  • Daily task and project tracking with visual timelines
  • Resource allocation and workload management
  • Personal dashboards and time tracking
  • Team collaboration, discussions, and file sharing within tasks


source: wrike

Wrike’s flexibility and scalability make it suitable for both small teams and large enterprises, ensuring efficient resource management across different organizational levels. On the other hand the learning curve for mastering advanced features and customization options in Wrike may be steep for some users.

To find out more, you can check out our Wrike or ClickUp or Productive comparison.

9. Jira – Popular Software for Agile Teams

Jira is a popular resource planning tool primarily used for agile project management. It offers a range of features for planning, tracking, and releasing software projects, making it a preferred choice for software development teams.

Features:

  • Agile project management with scrum and kanban boards
  • Issue tracking and bug reporting
  • Customizable workflows and project templates
  • Integrations with development tools for seamless collaboration
  • Time tracking plugins available


source: jira

It’s robust features and integration capabilities make it a powerful project management tool specifically tailored for software development projects. However, Jira’s interface and feature set might not be a perfect fit for agencies outside the software development realm.

10. Ganttic – Gantt-Based Project Management Tool

Ganttic is a visual resource scheduling software that simplifies resource allocation and capacity planning. It offers an intuitive Gantt chart interface, drag-and-drop functionality, and real-time collaboration, enabling effective resource management across projects.

Features:

  • Interactive Gantt charts for visual planning and scheduling
  • Resource allocation and workload balancing with time tracking
  • Customizable views and filters for easy data organization
  • Team collaboration and real-time updates


source: ganttic

Ganttic’s user-friendly interface and intuitive drag-and-drop functionality make it easy to create and adjust resource plans, enhancing efficiency and project coordination. Some users may find the reporting and analytics capabilities of Ganttic to be less comprehensive compared to other resource management tools.

11. Celoxis – Fair Resource Allocation Solution

Celoxis is a comprehensive project and resource planning tool that caters to diverse industries. It provides end-to-end project visibility, resource tracking, and collaborative features, enabling teams to manage resources effectively and deliver projects on time.

Features:

  • Project planning, tracking, and reporting
  • Resource allocation and capacity management
  • Time and expense tracking for accurate project costing
  • Team collaboration and document management
  • Active integrations with other tools


source: celoxis

The robust feature set and scalability of Celoxis make it suitable for various industries, facilitating efficient resource management and project execution. The extensive range of features in Celoxis may require additional time and effort for onboarding and training team members.

12. Workfront – Good Option for Creative Agencies

Workfront (formerly known as AtTask) is a comprehensive work management platform that offers powerful resource management capabilities. It combines project planning, resource allocation, and collaboration features, allowing teams to optimize resource utilization and improve productivity.

Features:

  • Project planning and portfolio management
  • Resource scheduling and workload balancing with time tracking
  • Customizable workflows and approval processes
  • Document sharing and collaboration


source: workfront

Workfront is a platform within the Adobe ecosystem. It can be a good pick for creatives due its proofing features and Figma modules. As the main downside, multiple users state that it can take a while to learn Workfront’s terminology and start using it effectively.

Find the best Adobe Workfront alternative.

13. Planview AdaptiveWork – Solid Tool for Professional Services Teams

Planview AdaptiveWork, formerly Clarizen, is a robust resource allocation tool that combines project planning, collaboration, and resource optimization capabilities. It provides a centralized platform for planning, executing, and tracking projects while effectively managing and allocating resources.

Features:

  • Project planning and scheduling with interactive Gantt charts
  • Resource allocation and capacity planning based on skills and availability
  • Collaboration tools for seamless team communication and file sharing
  • Advanced analytics and reporting for data-driven reports
  • Time tracking and active integrations


source: PLANVIEW ADAPTIVEWORK

Planview’s comprehensive feature set empowers agencies to manage projects and resources efficiently while facilitating collaboration and enhancing decision-making through its robust analytics capabilities.

Some users on Capterra state that the licensing model can be awkward and that the software can be expensive for their particular needs.

We also covered Planview AdaptiveWork in our list of the top Mavenlink competitors, so you can check out that article to learn more.

14. Paymo – Affordable Project Management Tool

Paymo is an affordable option for managing client work, with Gantt charts, resource load charts, and leave management features.

Features:

  • Time tracking with automation features
  • Kanban board and Gantt charts
  • Invoicing and online payments
  • Team scheduling and leave management


SOURCE: PAYMO

Paymo is a popular tool for businesses with limited budgets: “Paymo is best for small teams, so it might not be as suitable if your team grows beyond 20 people” (Capterra). Users especially underline how useful it is for time tracking and task management.

15. Forecast – Project Resource Management With AI Features

Forecast.app is an AI-powered software that offers a collaborative environment for resource managers and their teams.

Features:

  • Task dependencies and custom notifications
  • Project baselines and approvals
  • Resource allocations and utilization reports
  • Invoicing and expenses

Forecast offers a fair range of features for project and resource planning; however, the pricing of the software is not public, which can make it more difficult to make an informed decision on its cost for value.

One of the mentioned downsides for Forecast is the lack of a public roadmap to help businesses stay in sync with improvements and updates:

There are plenty of improvements that I know they’re working on, but would be great to get a public roadmap with delivery dates so we can manage our internal stakeholders on any pain points.

Source: G2

Benefits of Resource Management

Resource planning ensures that your time, money, and personnel are allocated optimally. It also provides a more high-level overview of your processes, so you can resolve resource requests across multiple projects.

The benefits of this includes:

  • Your staff won’t be underutilized, or overburdened with work
  • It improves operational efficiency, employee satisfaction and retention
  • It provides an overview of your agency’s future, supporting strategic decision-making
  • It supports cost control, leading to better agency financial health and profitability

Overall, a good resource management solution supports both project managers and their teams.

How to Choose Your Resource Planning Software

While there are many options to choose from, your best choice will depend on a couple of main factors:

  • How extensive are your business needs? If you’re a small business, you might do well with a simple solution that’s based on task management and collaboration.
  • Are you planning on growing your agency? If yes, you might want to consider an all-in-one platform sooner or later to help you manage your finances.
  • What does your budget look like? Carefully review all tools for their pricing and the features they’re offering within each plan.

Make sure to also pay attention to how active the vendors are — you want a tool that is frequently updated with improvements and new features to help you stay competitive.

Overview of Resource Management Tools

To summarize, our article reviews some of the best software for agencies:

  • For smaller teams with a limited budget, you can consider Hive or Paymo.
  • For team collaboration and project progress tracking, there’s Asana or Microsoft Planner.
  • For enterprise resource planning, you can consider Celoxis or Saviom.
  • Or if you want an all-in-one platform for agency needs, Productive is your best choice.

With Productive, you can handle your project management, finances, collaboration, resources, and business intelligence, all in a single tool.

Book a demo with Productive find out how you can support your business growth.

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Margarita Aranza

Marketing Assistant

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