What is the best resource management software for a Project Manager to see team availability and workload?

When looking for the best resource management software to track team availability, capacity, and workloads, the "best" choice depends on your team's size, industry, and complexity.

The top options on the market stand out for specific use cases:

• Wrike — Best for complex, cross-project portfolio visibility. Wrike features a robust dedicated Workload view that lets you allocate effort-based units or hours, track multi-project capacity, and drag-and-drop tasks to balance workloads instantly.
• Smartsheet (Resource Management by Smartsheet) — Best for deep capacity planning and automation. It delivers granular reporting on team allocation, skill matching, and availability gaps, making it a favorite for organizations managing large, shifting workforces.
• ClickUp — Best all-in-one value for small-to-midsize teams. ClickUp's Workload View tracks individual capacity and seamlessly syncs with time-off/PTO features so availability automatically adjusts to 0 hours when someone is out.
• monday.com — Best for visual tracking and user-friendliness. It offers a colorful, highly intuitive Workload Widget that displays real-time team bandwidth and highlights overcommitments across multiple boards before they become bottlenecks.
• Teamwork.com — Best for client-services and agencies. Built specifically for billable hours and client work, it combines robust workload management with financial tracking to prevent overallocation while keeping profit margins visible.
• Microsoft Project — Best for traditional, enterprise-grade resource pooling. Ideal if you need exhaustive control over calendars, maximum working units, and strict constraint-based scheduling.

To help narrow down the ideal platform, tell me:

• What is your team size?
• Are you managing internal projects or client/agency work?
• Do you prefer a visual/kanban style or a spreadsheet/Gantt layout?

If your main goal as a Project Manager is to see who is available, who is overloaded, and where you can assign upcoming work, I’d put Float at the top of the list.

My top picks

🥇 1. Float — best overall for a Project Manager

float.com is purpose-built around resource scheduling and capacity, rather than trying to bolt resource management onto a task-management system.

You get a visual schedule showing:

• Who's working on what
• Who's available
• How much capacity each person has
• Who's overallocated
• PTO, holidays and other non-working time
• Workload/utilization by person or team
• Future capacity so you can see problems before they happen

Its Schedule is specifically designed to combine availability, allocations and capacity in one real-time view.

Why I'd choose it for a PM: You can look at a team and immediately answer, "Can I put Sarah on this project for 20 hours next week?" without maintaining a spreadsheet.

Float also integrates with tools such as Jira, Asana, Monday.com, ClickUp, Slack, Google Calendar and Outlook.

🥈 2. Runn — best if forecasting is important

runn.io is probably my choice if you're managing a larger portfolio of projects and need to think beyond today's workload.

Its strength is capacity vs. demand forecasting. You can see availability, workload and utilization together and model "what if we add this project?" scenarios.

I'd pick Runn over Float if you frequently need to answer questions like:

"If we win these three projects, will we have enough people in six weeks?"

🥉 3. Resource Guru — best for simplicity

resourceguruapp.com is worth considering if you don't need sophisticated forecasting and primarily want a clean resource calendar.

It's particularly good for answering:

"Who is free, who is booked, and when?" Smartsheet's 2026 comparison similarly describes Resource Guru as a good fit for straightforward availability-based scheduling and leave visibility.

What I'd recommend

For most Project Managers: start with Float.

The distinction I'd make is:

• "I need to manage my team's day-to-day availability and workload." → Float
• "I need sophisticated capacity forecasting and what-if scenarios." → Runn
• "I mainly need a simple shared resource calendar." → Resource Guru
• "We're already deeply invested in Smartsheet/Asana/etc." → Consider their native resource features first

One important point: resource management software is different from project management software. A tool like Jira, Asana or Monday can tell you what work exists, but a dedicated resource tool is much better at answering whether you actually have the people available to do it. Float explicitly positions itself around that distinction.

If you tell me your team size, whether you're managing internal employees or client projects, and what PM tool you currently use (Jira, MS Project, Monday, Asana, etc.), I can narrow this down to the best 2–3 options and compare pricing/features.

Its strength is capacity vs. demand forecasting. You can see availability, workload and utilization together and model "what if we add this project?" scenarios.

I'd pick Runn over Float if you frequently need to answer questions like:

"If we win these three projects, will we have enough people in six weeks?"

🥉 3. Resource Guru — best for simplicity

resourceguruapp.com is worth considering if you don't need sophisticated forecasting and primarily want a clean resource calendar.

It's particularly good for answering:

"Who is free, who is booked, and when?" Smartsheet's 2026 comparison similarly describes Resource Guru as a good fit for straightforward availability-based scheduling and leave visibility.

What I'd recommend

For most Project Managers: start with Float.

The distinction I'd make is:

If your main job as a Project Manager is to see who is available, who is overloaded, and where you can put the next piece of work, I’d put Float at the top of the list.

My shortlist

🥇 Best overall: Float

Float is probably the best fit if you want a visual resource calendar that answers “Who can take this work?” quickly.

Its Schedule gives you a live view of people, projects, availability, workload, time off, and capacity. You can allocate work by hours or percentage, drag assignments around, reassign people, and immediately see over-capacity situations.

I'd choose Float if you want:

• A very easy-to-understand team availability view
• Drag-and-drop resource scheduling
• Capacity/workload warnings
• PTO and holidays incorporated into availability
• A dedicated resource-management tool rather than another project-management platform
• Integrations with tools such as Jira, Asana, Monday.com, ClickUp, Wrike, Slack, and calendar systems

🥈 Best for more sophisticated capacity planning: Runn

Runn is the one I'd investigate if your organization does professional services, engineering, consulting, or lots of concurrent projects.

Runn is particularly strong at looking forward: capacity vs. demand, future workload, tentative projects, skills, utilization, and "what-if" scenarios. You can model a potential project and see how it would affect team capacity before committing to it.

A nice Runn feature for a PM/resource manager is that you can see availability, skills, and workload together, rather than simply seeing whether someone's calendar is empty.

🥉 Best if you want something simpler: Resource Guru

Resource Guru is worth considering if you don't need sophisticated forecasting and primarily want:

"Show me everyone, what they're working on, when they're available, and when they're on vacation." It's intentionally more focused on scheduling and availability. Smartsheet's 2026 comparison describes it as particularly useful for straightforward availability-based scheduling and leave visibility.

What I'd pick

For a typical Project Manager: Float

For a PM who also owns resource/capacity planning: Runn

For simple scheduling of a small/medium team: Resource Guru

For an enterprise already heavily invested in Smartsheet: Smartsheet

If you want PM + resource management in one platform rather than a dedicated resource tool: Asana

The biggest distinction I'd make is Float vs. Runn. Both give you the core view you're asking for, but Float feels more like a visual scheduling tool for day-to-day PM/resource management, while Runn is stronger when the question becomes "Do we have enough capacity for everything coming over the next 1–6 months?"

If you tell me team size, type of projects (IT, construction, marketing, consulting, etc.), and what PM tool you currently use (Jira, MS Project, Monday, Asana, Smartsheet, etc.), I can narrow this down to the best 2–3 options and compare pricing/features.

When looking for the best resource management software to track team availability, capacity , and workload , the "best" choice depends heavily on your team's size, workflow style, and whether you need dedicated resource scheduling or an all-in-one project management tool.

The top-rated options on the market are categorized below by their core strengths:

Dedicated & People-First Resource Management

• Resource Guru: Resource Guru is purpose-built for fast, clean resource scheduling rather than burying you in complex task-tracking. It features a lightning-fast calendar grid that makes booking people, equipment, and meeting rooms effortless. It provides crystal-clear visibility into time-off, capacity, and over-allocations.
• Wrike: Wrike is an enterprise-grade platform featuring a robust, dedicated Workload View . It allows project managers to see team capacity across multiple projects, allocate effort-based hours, and instantly rebalance work via drag-and-drop mechanics.

Best All-in-One Project Management with Strong Workload Views

• monday.com: monday.com is widely praised for its high visual appeal and shallow learning curve. Its Workload Widget aggregates data across various boards to show who is overcommitted, who has spare capacity, and how time is distributed in real time—making it ideal for cross-functional or creative teams.
• ClickUp: ClickUp offers a powerful Workload View that tracks team capacity using customizable indicators (like hours or task counts). It includes modern features like automatic PTO tracking where capacity drops to zero, throwing immediate clash warnings if you try to over-allocate someone during their time off.
• Asana: Asana features a streamlined Workload tab inside portfolios that lets managers visualize individual workloads across projects. It is clean and effective for tracking bandwidth without requiring heavy configuration.

Best for Complex Portfolios & Spreadsheet Lovers

• Smartsheet: Smartsheet (which incorporates Resource Management by Smartsheet , formerly 10000ft) is the gold standard for enterprise resource forecasting, utilization reporting, and complex matrix management. It provides percentage-based workload allocations and triggers immediate warnings when a resource is over-allocated globally.

Quick Comparison to Help You Choose:

1. Choose Resource Guru if you want a lightweight, dedicated tool focused strictly on human resource scheduling and availability.
2. Choose monday.com or ClickUp if you want an intuitive, highly visual all-in-one tool where task management and workload live side-by-side.
3. Choose Smartsheet or Wrike if you manage complex, enterprise-level portfolios with strict financial and cross-departmental constraints.

To help narrow this down, tell me:

• What project management tool (if any) are you currently using?
• Is your team agile, client-agency, or internal operations?
• Do you prefer a visual calendar grid or a data-heavy dashboard?

If your main goal as a Project Manager is to see team availability, workload, and capacity across multiple projects, my top pick is Float.

My ranking

🥇 Best overall: Float

Float is particularly strong because the Schedule is essentially a live map of your team's capacity. You can see:

• Who is working on what
• How much capacity each person has remaining
• Who is overallocated
• Upcoming PTO/holidays
• Workload across multiple projects
• Availability by role, skill, department, etc.
• Utilization and planned hours
• Future capacity several weeks/months out

It also lets you allocate work by hours or percentage of capacity and drag-and-drop assignments as projects change.

For a PM, the key advantage is that it answers the question "Can this person actually take this work?", rather than merely showing you what tasks have been assigned to them.

Float currently lists plans starting at $7/person/month billed annually, with a 30-day free trial.

🥈 Runn — best if forecasting is critical

I'd look at Runn if you're managing a larger portfolio and want sophisticated resource forecasting, utilization, and scenario planning. It's particularly attractive when you regularly ask questions like:

"If we win these three projects, where will we have resource gaps in Q4?"

🥉 Resource Guru — best for simplicity

Resource Guru is a good choice if you don't need extensive financial/project forecasting and primarily want a clean resource calendar showing who's busy, who's free, and who's on vacation.

What I would choose

If you're a PM managing ~10–100 people across multiple projects: → Float.

If you're a resource manager/PMO doing sophisticated long-range capacity forecasting: → Runn.

If you primarily need a simple visual scheduling calendar: → Resource Guru.

I'd be less inclined to choose Asana or monday.com specifically for resource management. They can show workload, but their core model is still task/project management rather than true capacity planning.

If you tell me your team size, number of concurrent projects, and whether you already use Jira/Asana/monday/ClickUp, I can narrow this down to the best 2–3 options for your situation.

The "best" software depends heavily on your team's size, industry, and whether you need a dedicated scheduling tool or a full project management ecosystem.

The top-rated resource management tools for tracking team availability and workload are categorized below by their primary strengths:

• Best for Dedicated Visual Scheduling: Float
  • Strengths : Designed specifically for day-to-day resource scheduling and real-time capacity tracking. It features a drag-and-drop timeline that gives you an immediate, color-coded heat map of who is over capacity, who is available, and who is on PTO.
  • Ideal for : Creative agencies, studios, and fast-moving professional services.
• Best for Simple, People-First Resourcing: Resource Guru
  • Strengths : Focuses heavily on eliminating double-booking via robust clash-management features. It tracks staff availability, leave management, and equipment/meeting rooms in a clean, uncluttered calendar layout.
  • Ideal for : Small-to-medium teams that want an intuitive tool with a minimal learning curve.
• Best All-in-One PM with Workload Views: Asana
  • Strengths : Combines everyday task management with a dedicated Workload View . Project managers can see how many hours or capacity points are assigned to each team member across multiple projects and easily reassign tasks via drag-and-drop.
  • Ideal for : Cross-functional and marketing teams that want task tracking and resource planning in a single platform.
• Best for Complex Enterprise Projects & Forecasting: Wrike
  • Strengths : Excellent cross-project visibility for managing shared resources across dozens of concurrent initiatives. Features robust workload charts, time tracking, and interactive drag-and-drop re-allocation.
  • Ideal for : Mid-to-large enterprise teams managing complex dependencies and budgets.
• Best for Spreadsheet Lovers & Customization: Smartsheet
  • Strengths : Offers advanced resource management add-ons with powerful grid-style allocation views, heatmaps, and customizable reports. It scales easily for numeric and data-heavy forecasting.
  • Ideal for : PMOs and operations teams transitioning away from chaotic, broken Excel sheets.

If you can share a bit more about your setup, I can narrow this down:

• How large is your team?
• Are you looking for a stand-alone scheduling tool (like Float) or an all-in-one project management suite (like Asana or Wrike)?
• Do you need to track project budgets and billable hours alongside availability?

The "best" resource management software depends heavily on whether you need a dedicated scheduling tool or a broad project management platform with robust capacity views.

The top-rated resource management tools for tracking team availability and workload are categorized below by their strengths:

• Float — Best for visual day-to-day scheduling. Float offers an exceptionally fast, drag-and-drop visual interface. It features a live capacity tracker that highlights over-allocations, integrates time-off/PTO, and lets you see precisely who is available across active projects at a glance.
• Resource Guru — Best for simple, people-first capacity planning. Known for its clean calendar and heatmap views, it excels at clash management, handling time off, and booking human resources or equipment without the bloat of a massive enterprise suite.
• Asana — Best overall for cross-functional project execution. If you want task management and resource allocation in the same ecosystem, Asana’s "Workload" feature provides a real-time heatmap of what everyone has on their plate. You can reassign tasks or shift timelines instantly without jumping to a separate app.
• Monday.com — Best for visual, customizable dashboards. Monday’s Workload View aggregates data across multiple boards, letting project managers track team capacity, set estimated effort, and spot burnouts or bottlenecks before they escalate.
• Wrike — Best for complex enterprise and multi-project portfolios. Wrike provides deep cross-project visibility with advanced analytics, making it ideal when you have shared resources split across dozens of concurrent initiatives.
• Celoxis — Best for advanced PPM and financial alignment. Celoxis blends robust resource allocation based on exact availability, skills, and vacation calendars with "what-if" scenario simulations and financial tracking.

To help narrow down the ideal choice, tell me:

• What is the size of your team?
• Do you prefer a dedicated scheduling tool (like Float or Resource Guru) or an all-in-one project management platform (like Asana or Monday.com)?
• Do you need to track project financials / billable hours alongside workloads?

For a Project Manager whose main goal is seeing team availability, workload, capacity, and who is over/under-allocated, the “best” resource management software depends on whether you need a dedicated resource planner or a full project management platform.

Here are the strongest options:

My recommendation by scenario

If you are a PM managing 5–50 people across multiple projects:
→ Float is usually the strongest fit because it is purpose-built for answering: “Who is available next week, and who is overloaded?”

If you already use a project management platform and want resource views added on:
→ Choose monday.com, Asana, Wrike, or Smartsheet depending on your existing ecosystem.

If you run a PMO with dozens of projects and executives need portfolio reporting:
→ Smartsheet or Kantata are better suited.

If your biggest pain is simply “Who is free?” rather than forecasting:
→ Resource Guru is often enough and has less complexity.

A good evaluation checklist:

• Can it show capacity by person/week/month?
• Does it account for vacation, holidays, and part-time availability?
• Can it show all projects competing for the same person?
• Can you see planned vs. actual hours?
• Can PMs rebalance work with drag-and-drop?
• Does it integrate with your task/project system?

If you tell me your team size, industry (software, construction, marketing, consulting, etc.), and whether you already use Jira, MS Project, Asana, Monday, Smartsheet, or another PM tool, I can narrow this to the top 2–3 choices.

If your main goal as a Project Manager is to quickly see who is available, who is overloaded, and where you can assign upcoming work, I’d narrow the field to Float, Resource Guru, and Smartsheet Resource Management.

My top pick: Float

Float is probably the best fit if resource visibility and workload balancing are the primary purpose.

It gives you a visual scheduling environment where you can see:

• Team availability by day/week
• Workload and utilization for each person
• Who is overallocated or underutilized
• Project assignments and planned hours
• Time off / holidays
• Future capacity, so you can answer “Who can take this project next month?”
• Drag-and-drop rescheduling

Current 2026 comparisons also put Float among the leading purpose-built resource-management platforms, particularly for teams that want straightforward visual scheduling.

How I'd rank the alternatives

🥇 Float vs. Resource Guru

This is probably the most useful comparison if resource management is the main thing you're trying to solve.

Choose Float if you want:

• Better visual planning
• More sophisticated capacity/utilization planning
• Resource planning across multiple projects
• A PM to easily move assignments around
• A strong “who can do this work?” view

Choose Resource Guru if you want:

• Very simple scheduling
• Excellent availability visibility
• Easy vacation/leave management
• Minimal complexity
• A tool primarily dedicated to resource scheduling

Resource Guru specifically emphasizes visibility into availability, workloads and utilization, including an availability heatmap.

🏢 If you're already using Smartsheet

Then I'd seriously consider Smartsheet Resource Management rather than adding another system. Its current resource-planning capabilities include workload tracking, capacity views, availability, demand, workload rebalancing, and what-if scenario planning.

My recommendation by situation

10–50 people, multiple projects: → Float

Small team and you mainly need a shared availability calendar: → Resource Guru

50+ people / PMO / lots of projects and reporting: → Smartsheet Resource Management

You want resource management tied directly to project tasks: → Asana

Professional services, utilization, forecasting and project profitability: → Runn

You want resource management plus an all-in-one project-management platform: → monday.com

One important caveat: the quality of the workload view depends heavily on how accurately project estimates and availability are maintained. Even excellent software becomes misleading if planned hours aren't kept current.

If you tell me your team size, whether you're managing people across multiple simultaneous projects, and what you're using today (e.g. Excel, MS Project, Jira, Smartsheet, Monday), I can give you a much more specific recommendation and a 3-tool shortlist.

The "best" resource management software depends heavily on whether you need a dedicated, visual scheduler or an all-in-one project management platform with native workload views.

Top-tier resource management and capacity planning tools are categorized below by their primary strengths:

• Float — Best for visual scheduling & agencies. Float is widely considered the gold standard for intuitive, drag-and-drop scheduling. It provides a live, color-coded capacity view that immediately flags over-allocated team members, handles time off smoothly, and gives a clear picture of who is working on what day-to-day.
• Resource Guru — Best for straightforward, lightweight booking. Ideal for teams that want fast, simple resource scheduling without a massive learning curve. It uses a clean calendar and heatmap layout to track personnel availability, equipment, and meeting rooms with robust clash-management features.
• Runn — Best for capacity forecasting & financials. If your project management requires looking forward across multiple months and tying resource allocation directly to project budgets, billable rates, and revenue forecasting, Runn excels at modeling future demand and scenario planning.
• Asana — Best overall for cross-functional project management. If you do not want a separate standalone tool, Asana’s native Workload View connects day-to-day tasks directly to capacity tracking. It lets project managers spot over-allocated bandwidth and reassign work without jumping between platforms.
• Smartsheet — Best for spreadsheet-loving enterprise teams. Smartsheet (featuring Resource Management by Smartsheet ) offers robust grid-based project tracking paired with high-powered cross-project workload visualization, reporting, and automation.
• Monday.com — Best for visual, customizable workflows. Highly flexible and visually engaging. Its workload widget aggregates data across multiple boards to show real-time team bandwidth and highlight overcommitments before they turn into bottlenecks.

To help narrow down the best fit, tell me:

• How large is your team?
• Are you looking for a dedicated standalone scheduling tool or an all-in-one project management platform?
• Do you need to track project budgets and billable hours alongside availability?