7 Best Capacity Planning Tools

Between juggling workloads, trying to schedule my team effectively, and constantly worrying about overservicing clients, I know firsthand how chaotic life in a services firm can get.

If you’re still relying on spreadsheets to manage all of that, trust me, there’s a better way.

The right capacity planning tool can make all the difference, giving you the power to forecast projects with confidence, track team workload in real-time, and ensure everyone is working at their best.

Are you unsure which tool is right for your business?

I’ve been there, done that. I’ve tested some of the leading options, and I’m here to share my insights on the best ones.

Features to look for when researching capacity planning software

This will depend on your needs. Generally, I’ve found that these features are essential for agencies and consultancies:

Feature	Description	Importance
Skills-based resource management	Match projects with the right talent to maximize efficiency and project success.	High
Portfolio and project-level planning	See the big picture and drill down into individual projects for balanced workloads and timely delivery.	High
Real-time resource utilization tracking	Keep an eye on who’s working on what, spot overallocation early, and adjust on the fly.	High
Pipeline management and demand forecasting	Anticipate future resource needs to proactively hire or reallocate talent.	High
Availability settings	Manage individual availability, including time off and holidays, for realistic planning.	Medium
Time tracking and reporting	Track billable vs. non-billable time to analyze capacity and profitability and inform future planning.	Medium
Integration with project management tools	Keep project data in sync for streamlined workflows and informed decision-making.	Medium
Financial forecasting and analysis	Assess the financial implications of different capacity scenarios for better budgeting and project bids.	Medium
Customizable dashboards and reports	Tailor your insights and share key information with stakeholders effortlessly.	Medium

1. Scoro 

Founded in: 2013

Average customer ratings: G2: 4.5 (400 reviews); Capterra: 4.6 (237 reviews)

Best for: Professional services firms of all sizes, including marketing, design, advertising, and creative agencies and consultancies

Scoro is an all-in-one professional services automation (PSA) platform that helps thousands of agencies, consultancies, and professional services firms from 50+ countries. Beyond resource management, you can handle everything from project management and time tracking to invoicing and reporting in one place.

Why Scoro stands out

Scoro’s powerful features, like dynamic heatmaps and detailed utilization reports, provide real-time visibility into your team’s workload and availability.

By forecasting resource needs with tentative and fixed bookings, you can proactively manage capacity and prevent overbooking.

For example, Scoro’s “Planner “tool is central to workload optimization. It distributes tasks across teams based on availability and utilization rates.

The “Planner” overviews your team’s schedules, availability, and capacity to easily assign work and balance utilization. Toggle between “Days,” “Weeks,” and “Months” views to understand how your team’s capacity develops over the long term. 

It is divided into two sections – unassigned tasks on the left panel and a calendar view of your team’s schedules on the right.

Assigning tasks on the Planner view is as easy as dragging and dropping the tasks from the unassigned panel onto a team member’s schedule. Break the tasks into as many chunks as needed and create a lot of granularity, or stick with high-level planning for ongoing retainers. 

A progress circle around each user’s profile photo gives an at-a-glance look at their current availability, ensuring you always have a clear picture of current and future team capacity.  

Filters allow capacity analysis by the user, skill set, project types, or other attributes. With user tags, you can filter for specific skills to assign work accordingly.

Core features of Scoro you’ll like

• Workload planner: A visual tool to schedule tasks and projects on a calendar-like interface, allowing you to see team availability and potential conflicts in real-time.
• Gantt chart & dependencies: Visualize project timelines, task sequences, and dependencies, making it easier to track progress and identify potential bottlenecks.
• Utilization reports: Provide insights into how effectively your resources are being utilized, helping identify over or under-utilized team members.
• Bookings: Tentatively allocate resources to projects based on quotes, helping you plan capacity even before projects are confirmed.
• Time tracking: Track billable and non-billable time spent on tasks, allowing for better understanding of resource utilization and project profitability.
• Real-time updates: Changes in schedules and bookings are reflected in real time, enabling you to monitor resource availability.

Other areas of Scoro you may be interested in:

• End-to-end project management: Scoro covers the entire project lifecycle, from quoting and budgeting to invoicing and reporting, providing a central hub for all project-related information.
• Financial management: Track project budgets, monitor expenses, generate invoices, and get financial forecasts.
• CRM & sales pipeline management: Manage customer relationships, track leads, and monitor your pipeline to anticipate future resource needs.
• Collaboration & communication: Centralize communication and facilitate teamwork with task comments, file sharing, and real-time updates.
• Customizable dashboards & reports: Tailor reports to your specific needs, track key metrics, and share insights with stakeholders.

Integrations

From time management and accounting to marketing and sales, Scoro integrates with a wide array of popular tools, including:

• Project management & productivity: Asana, Jira, Evernote, Trello, Harvest, Basecamp, GitHub, Gmail, Microsoft Exchange, iCal Calendar, Google Calendar, Calendly.
• Accounting & finance: QuickBooks Online, Xero Accounting, Sage Intacct, Exact Online, Expensify, Stripe, PayPal.
• Marketing & sales: Mailchimp, HubSpot, Pipedrive, Salesforce, Intercom, Eventbrite, WooCommerce, Drift, Google Forms, Gravity Forms, Facebook Lead Ads, SurveyMonkey, Leadfeeder, Google Analytics, LinkedIn Lead Gen Forms, Typeform, Hootsuite, G2
• File management: Dropbox, FTP, Google Docs.
• Support: Zendesk, Freshdesk
• HR & people management: BambooHR

Check out the marketplace to see a full list.

Pros & cons

Pros	Cons
Scoro excels at providing a holistic view of projects from start to finish, including planning, budgeting, task management, and time tracking.	Moderate learning curve for anyone not familiar with project, resource, or financial management.
Scoro’s ability to track project budgets, monitor expenses, generate invoices, and offer financial forecasting is a major advantage for professional services companies.	Scoro has a higher price point than other tools on this list. This is purely down to it being an all-in-solution.
Despite offering a wide array of features, Scoro is still quite an intuitive and easy-to-use interface.	Even though Scoro offers a simple CRM, it’s quite simple. An additional integration with Hubspot is probably needed.

Pricing

Scoro has four paid plans:

• Essential: $26 per user per month 
• Standard: $37 per user per month
• Pro: $63 per user per month 
• Ultimate: customized enterprise pricing 

You can try Scoro free for 14 days.

2. ResourceGuru 

Founded in: 2012

Average customer ratings: G2: 4.7 (322 reviews); Capterra: 4.7 (513 reviews)

Best for: Project-based teams and organizations that need a straightforward and visual way to manage their resources

Resource Guru is capacity planning software that helps teams visualize their workload and allocate resources efficiently. It’s designed to provide a clear overview of who’s available to work on what, and when, so you can make informed decisions about project scheduling and resource allocation.

Why ResourceGuru stands out

Resource Guru shines in its reporting features. Its powerful reporting tools help you quickly analyze total team utilization, scheduled time, and availability metrics. 

Start in the “Resources” tab of the “Reports” view. At the top, you’ll find high-level metrics. Below, see these metrics broken down by resource to understand who’s fully booked and who might need more work.

You can also use the “Filters” function to drill down into the capacity of certain teams or job types. This can make it easier to see which teams need the most support and where you might need to hire next.

Core features of Resource Guru you’ll like

• Multi-resource bookings: Schedule multiple resources for a single booking, ensuring efficient allocation and avoiding conflicts.
• Tentative bookings: Create placeholder bookings while awaiting confirmation, allowing for better capacity planning and anticipation of future resource needs.
• Configurable schedule view: Customize the schedule view to display information in a way that best suits your team’s needs, providing clarity and ease of use.
• Find people by skill, team & role: Easily identify the right resources for specific projects based on their skills, expertise, team affiliations, and organizational roles.
• Utilization rate tracking: Gain insights into how effectively your resources are being utilized, helping you identify over or under-utilized team members and optimize resource allocation.
• Capacity planning: Forecast and manage resource availability across projects to prevent overbooking and ensure a balanced workload.

Other areas of Resource Guru you may be interested in:

• Leave management: Track and manage employee time off, including vacations, sick leaves, and other absences, ensuring accurate resource availability information.
• Project scheduling: Schedule projects and tasks efficiently, visualizing timelines and dependencies to meet deadlines effectively.
• Customizable reports: Generate tailored reports to track project progress, resource utilization, and other key metrics, gaining valuable insights for decision-making.
• Calendar sync: Synchronize your Resource Guru schedule with popular calendar applications like Google Calendar, ensuring everyone stays informed and up-to-date.
• Advanced clash management: Prevent double-booking and resource conflicts with intelligent clash detection and resolution tools.

Integrations

Resource Guru integrates with key tools to streamline your workflow and keep your data in sync:

• Calendar integrations: Google Calendar, Microsoft Outlook Calendar, iCal feed for other calendars
• Automation & workflow: Zapier (connects with 1,500+ apps)

Some examples of popular integrations via Zapier:

• Communication & collaboration: Slack, Microsoft Teams
• Data management: Google Sheets

Check out the Resource Guru website for the latest updates and a full list of integrations.

Pros & cons

Pros	Cons
Simple and clean-looking design. Which makes it great to use as a user.	The mobile version of ResourceGuru doesn’t have the same functionality as the web version.
ResourceGuru focuses on one thing and one thing only. Resource planning and management.	It doesn’t provide the same level of end-to-end project management as other tools.
The learning curve is not as steep as other tools on this list. Which makes getting it up and running is relatively smooth.	The learning curve is not as steep as that of the other tools on this list, which makes getting it up and running relatively smooth.

Pricing

Resource Guru has three paid plans:

• Grasshopper: $5 per person per month
• Blackbelt: $8 per person per month
• Master: $12 per person per month

A 30-day free trial is available.

3. Productive 

Founded in: 2014

Average customer ratings: G2: 4.7 (45 reviews); Capterra: 4.6 (84 reviews)

Best for: Small to medium-sized agencies that need an all-in-one solution

Productive, like Scoro, is another all-in-one agency management software designed to streamline various aspects of running an agency, from project management and resource planning to financial tracking and reporting.

Why Productive stands out

The “Reports Library” in Productive allows teams to manage demand forecasting, utilization optimization, and long-term capacity planning. 

For example, look at the “Forecasted billable utilization by month” report. 

The chart shows your team’s utilization as a graph, with the percentage of utilization shown along the left-hand side. Below, you can see how much available time your team has compared with the amount of scheduled client work, sorted by month. 

With forecasted utilization, you can take action before a problem begins. Click on an overscheduled month to see which team members are over capacity or which projects are being overserviced. 

You can also view by “Placeholders” to see how much upcoming work has yet to be assigned to an available team member. 

As a result, you can make informed hiring decisions based on true demand, accurately analyze gaps, and ensure team members are being adequately utilized.

Core features of Productive you’ll like

• Plan team utilization across projects: Visualize and manage team members’ workload across multiple projects, ensuring optimal resource allocation.
• Real-time availability forecasting: Get instant insights into team members’ availability, helping you make informed decisions about scheduling and task assignments.
• Capacity indicator on scheduling: Easily see if team members are overbooked or underutilized when scheduling tasks, preventing burnout and maximizing productivity.
• Time-off management: Track and manage time off requests, including vacations, sick leaves, and other absences, ensuring accurate resource availability.
• Scheduling placeholders: Create placeholder bookings for potential projects or tasks, allowing for proactive capacity planning and resource allocation.

Other areas of Productive that may be of interest to professional service companies:

• Project & task management: Create and manage projects, assign tasks, track progress, and collaborate with team members.
• Budgeting: Create and manage project budgets, track expenses, and get real-time budget spent warnings.
• Time tracking: Track time spent on tasks and projects, generate timesheets, and manage billable time approvals.
• Invoicing: Create and send professional invoices to clients, track payments, and manage retainer invoicing.
• Reporting: Generate customizable reports to track project progress, resource utilization, financial performance, and other key metrics.

Integrations

Productive’s integrations include:

• Accounting: Xero, QuickBooks Online Advanced, Fortnox, Visma e-conomic, Exact, CPP, Twinfield, Sage
• Human resources: Personio, CharlieHR, BambooHR, Factorial, Humaans.io, Breathe, SAP SuccessFactors (upon request), Lucca (upon request), Gusto (upon request), AlexisHR (upon request), ADP Workforce Now (upon request), Justworks, HiBob (upon request)
• Time tracking: Jira, Memtime
• Others: HubSpot, Google Calendar, Outlook/Microsoft Calendar, Slack, Zapier (connect with 1000+ apps), Open API (connect with 1000+ apps)

Check out their integrations page to learn more.

Pros & Cons

Pros	Cons
Productive offers a truly all-in-one solution, covering project management, resource planning, finances, and even client relationships.	While Productive does offer CRM capabilities, they are quite basic and lacking in advanced features. This might be a consideration for agencies heavily reliant on CRM.
The ability to connect with a wide range of popular tools, particularly in accounting and HR, is a major plus. This would allow for a more seamless workflow and avoid data silos.	Although the interface is user-friendly, mastering all of Productive’s features might still involve a learning curve, especially for larger teams or those transitioning from other systems.
Productive’s has quite a modern and intuitive interface, making it easier for teams to adopt and use effectively.	Productive doesn’t appear to have task-level resource planning. Which could be an issue for agencies that need granular resource planning.

Pricing

Productive has four plans:

• Essential: $9 per user/month
• Professional: $24 per user/month
• Ultimate: Contact for more info
• Enterprise: Contact for more info

Core differences between Productive plans:

• Essential: Foundational features for end-to-end agency management, including project management, time tracking, budgeting, and reporting.
• Professional: Adds invoicing integrations, recurring budgets, advanced task and time-off management, and custom fields, ideal for agencies looking to refine operations and scale.
• Ultimate: Includes advanced features like revenue forecasting, multiple subsidiaries, expense approvals, and enhanced security controls, suitable for agencies wanting to maximize efficiency and growth.
• Enterprise: Offers custom solutions with volume-based discounts, dedicated support, and additional customization options for large agencies with specific needs.

4. Float

Founded in: 2011

Average customer ratings: G2: 4.2 (1,538 reviews); Capterra: 4.5 (1,601 reviews)

Best for: Professional services firms who need to visualize availability and make informed scheduling decisions

Float is a capacity planning software designed to help teams of various sizes (from 5 to 500+) stay organized and efficient. It offers a real-time view of team members’ availability, making it easy to schedule tasks and projects.

Why Float stands out

Float’s “People” report is perfect for operations managers who need to drill down into their team’s utilization, forecast overservicing, and better understand capacity. 

You’ll find it in the “Report” section — toggle to “People.” 

From here, you’ll see a bar chart showing your team’s total capacity, scheduled work by billable and non-billable time, tentative projects, time off, and more. 

When you’re ready to examine this data in more detail, the table below breaks down the details by individual employees, departments, projects, and more.

This table gives you insight into the following: 

• Individual capacity 
• Scheduled hours
• Billable vs. non-billable tracked time
• Time off for the given period 
• Overtime worked
• Scheduled hours/capacity 
• Utilization % 

With both high-level and detailed data in one view, you can quickly assess capacity, optimization, overscheduling, and more.

Core features of Float you’ll like

• People (resource) tracking: Monitor and manage your team’s workload and availability in real-time.
• Availability (capacity) management: Get a clear overview of your team’s capacity, identify potential bottlenecks, and avoid overbooking.
• Task scheduling: Easily schedule and assign tasks to team members, ensuring optimal resource allocation and project completion.
• Forecast capacity and spend: Anticipate future resource needs and project costs, enabling proactive planning and decision-making.

Other areas of Float you may be interested in:

• Project planning: Plan project phases, set budgets, and track progress to ensure projects are delivered on time and within budget.
• Time tracking: Track time spent on tasks, generate timesheets, and compare estimates versus actuals to improve project planning.
• Reporting: Monitor utilization rates, track billable vs. non-billable time, and gain insights into project performance and profitability.
• Mobile app: Access and manage your team’s schedule and tasks on the go, ensuring flexibility and real-time updates.

Integrations

Float integrates with a range of tools across different categories:

• Project management: Linear, Asana, Jira, Trello, Teamwork
• Calendars: Outlook and Google Calendar
• Productivity: Slack and Zapier

Check out their integrations page to learn more.

Pros & cons

Pros	Cons
Float is another tool that focuses predominantly on resource management. So, if that’s all you need, it’s a great fit.	Float is not an all-one-solution. If you’re an agency or consultancy, you’ll be missing core project management, billing, and invoicing features.
Super visual and easy to use. Which is perfect both for managers and end-users	Integrations with other tools are very limited. Especially with accounting platforms.
Minimal learning curve compared to other tools on this list.

Pricing

Float has three pricing plans: 

• Starter: $6 per user per month 
• Pro: $10 per user per month 
• Enterprise: custom pricing available based on needs

The core differences between Float’s plans are:

• Starter: This option is best for smaller teams. It provides basic resource and project planning capabilities with limited placeholders (1x).
• Pro: Suitable for growing teams. Includes time tracking, more placeholders (5x), and additional features like comparing estimates vs. actuals and pre-filled timesheets.
• Enterprise: Best for large teams needing advanced security and compliance features. Offers custom contracts, unlimited placeholders, priority support, and personalized onboarding.

Float offers a 30-day free trial of either of their paid plans.

5. Runn

Founded in: 2018

Average customer ratings: G2: 4.5 (1 review); Capterra: 4.8 (30 reviews)

Best for: Small teams who need a dedicated capacity planning and resource management tool

Runn is a real-time resource management platform that helps businesses, especially professional service companies, to efficiently manage their projects, resources, and time.

What Runn stands out

A key feature of Runn is the ability to forecast future hiring needs accurately through “Placeholders.” 

These allow you to see combined future resource needs that have yet to be assigned, letting you make informed staffing, hiring, or subcontracting decisions to meet demand. 

When looking at future capacity and workload in the “People Planner”, see how much of the scheduled work is assigned to “Placeholders,” which either needs to be re-assigned or hired for. 

To forecast future hiring needs, toggle on “Weekly Summary,” then filter by “Person Type: Placeholders.” 

The Placeholder group capacity bar will then show the number of FTE required for each week to manage your upcoming work.

With this view, you’ll have concrete data on exactly who you need to hire to optimize utilization and keep projects profitable and on time. 

Core features of Runn you’ll like

• Capacity management: Monitor your team’s capacity, workload, and availability to make informed decisions and avoid overallocation.
• Resource scheduling: Easily schedule and assign resources to projects, ensuring optimal allocation and efficient project completion.
• Project forecasting: Predict future resource needs and project costs, enabling proactive planning and informed decision-making.
• Timesheets: Track time spent on tasks, monitor progress, and compare planned vs. actual hours to improve project estimations.
• Utilization reporting: Gain insights into how effectively your resources are being utilized, identifying potential bottlenecks or underutilization.

Other areas of Runn you may be interested in:

• Project planning: Plan and manage projects, including defining project phases, setting timelines, and tracking progress.
• Financial forecasting: Features like budget tracking and revenue forecasting can help you gain insights into your projects’ financial health.
• Reporting: Generate customizable reports to gain a deeper understanding of project performance, resource utilization, and financial metrics.

Integrations

Runn integrates with a select group of tools primarily focused on Human Resources and Time Tracking, enabling streamlined workflows and data synchronization.

Human resources integrations

• AlexisHR: Bring across your people, contracts, and time off from AlexisHR to Runn.
• BambooHR: Similar to AlexisHR, synchronize your people data, contracts, and time off from BambooHR to Runn.
• CharlieHR: Again, synchronize people data, contracts, and time off details from CharlieHR into Runn.

Time tracking integrations

• Clockify: Leverage Clockify’s advanced time tracking and seamlessly sync time entries with Runn for project monitoring and analysis.
• Harvest: Sync Harvest projects, people, and timesheets with Runn, consolidating project and time-tracking data.

If you need more specialized integrations, explore Runn’s API to build your own connections and automate workflows between Runn and other tools your team uses.

Pros & cons

Pros	Cons
Runn provides clear visibility into team utilization, enabling managers to identify overutilization and make informed staffing decisions.	The reporting functionality in Runn is quite limited. This means you may need to export data to Excel for further analysis and custom reporting.
Runn is a lot more cost-effective solution, especially compared to other capacity planning tools with a more extensive feature set.	The integrations are not as extensive as other tools on the list. This may be an issue if you need a tech stack that integrates seamlessly.
Runn’s UI is super simple and straightforward. Making it great for daily use.

Pricing

Runn has a free plan and two paid plans: 

• Free: up to five users with unlimited projects
• Pro: $8 per user per month
• Enterprise: custom pricing for custom requirements 

The core differences between Runn’s plans are:

• Free: Basic resource scheduling and planning for small teams (up to 5 people managed).
• Pro: Full feature set with unlimited users, integrations, API access, and standard support.
• Enterprise: Custom pricing, enhanced security, dedicated support, and additional features tailored for large organizations.

A 14-day free trial of Runn’s Pro Plan is available.

6. Forecast

Founded in: 2016

Average customer ratings: G2: 4.2 (130 review); Capterra: 4.5 (61 reviews)

Best for: Professional teams who are looking for more of an all-in-one solution

Forecast is an all-in-one project management software that aims to streamline project management, resource planning, team collaboration, and financial management within a single platform.

Why Forecast stands out

One of Forecast’s key features is the “Capacity Overview,” which provides teams with an analytical heat map to visualize resource capacity. This heat map considers the probability of pipeline wins and compares current versus needed resources.

The color-coded heatmap shows total availability, placeholder projects, and soft (tentative) and hard allocations. 

You’ll automatically view team members in groups by role, but you can also filter down to the individual level or use the “Filter” function to add specific groupings.

With all your capacity data and demand forecasting shown at a glance, you gain essential insights into upcoming resource demand. This allows better planning and allocation ahead of time to deliver projects smoothly, now or months down the line.

Core features of Forecast you’ll like

• Capacity overview dashboard gives you detailed insights in future demand, resource allocation, capacity, and more. 
• Project win probability strengthens demand forecasting by seeing how likely each scenario is
• Staffing recommendations from internal AI tools help you quickly find the right people for each job
• Utilization reports let you keep a birds-eye view of your whole portfolio and improve efficiency

Integrations

Forecast’s integration capabilities are extensive, allowing you to connect it with many popular tools across various business functions.

• Project management: Integration with Asana and Trello allows for seamless project tracking and task management between these platforms and Forecast.
• Finance & accounting: Integration with major accounting software like QuickBooks, SAP, Sage Intacct, and Xero facilitates accurate financial reporting and budgeting.
• Productivity & collaboration: Connections with tools like Google Calendar, Google Drive, Slack, and MS Teams streamline communication and collaboration across teams.
• Developer tools: Support for GitLab, Github, Jira, and Azure DevOps enables efficient collaboration and code tracking within development workflows.

Check out their integrations page to learn more.

Pros & cons

Pros	Cons
Consolidates project management, resource planning, collaboration, budgeting, and finance, eliminating the need for multiple tools and spreadsheets.	Extensive integrations list. Especially with key tools in the finance and accounting space.
Employs AI to automate administrative tasks, optimize resource allocation, and reduce human errors, enhancing efficiency and accuracy.	Despite its user-friendly interface, there can be a learning curve, especially for those new to project management software or complex workflows.
Forecast is intuitive, easy to use, and simple to use for both managers and end users.

Pricing

Forecast offers custom pricing based on the number of users you need. Their “Core” plan starts at 25 users.

7. Toggl Plan

Founded in: 2017

Average customer ratings: G2: 4.3 (39 review); Capterra: 4.6 (116 reviews)

Best for: Professional teams who are looking for a simple capacity planning tool

Toggl Plan is an easy-to-use visual planning tool for project management. It allows you to plan project steps on a colorful timeline, providing a clear overview of when things need to be done. You can also use a board view to track task statuses. If plans change, the simple drag-and-drop interface makes flexible planning easy.

Why Toggl Plan stands out

Operations Managers will love Toggl Plan’s “Availability Overview.” It provides an at-a-glance view of your team’s availability, capacity, and utilization for any upcoming time period. 

The colored bar visualization displays the percentage booked and the number of hours available for each person. Red indicates someone is overbooked. Hovering shows further details like total working hours and workload.

From here, you can easily visualize workload distribution. Drag-and-drop tasks to reallocate work and immediately see availability adjustments.

This provides a quick way to adjust work based on upcoming capacity, and allows you to ensure tasks are properly allocated for efficient resource optimization.

Core features of Toggl Plan you’ll like

• Team timelines: Get a clear overview of your team’s workload and availability.
• Availability overview: See who’s available and who’s on vacation in the long term (week, month, quarter, or custom dates).
• Task estimates: Add hourly estimates to tasks to understand your team’s capacity and see how much time is available.
• Flexible working hours: Customize team members’ schedules beyond the standard 9-5 for an accurate availability overview.

Other areas of Toggl Plan you may be interested in:

• Project planning and management: Create project timelines and boards, set project estimates and milestones, track progress, and organize tasks using tags and segments.
• Task management: Create tasks, break them down with checklists, assign multiple team members, and track progress.
• Collaboration: Share timelines, get notifications of changes and collaborate with team members and guests.

Pros & cons

Pros	Cons
Toggl Plan is the most user-friendly tool on this list. Making it accessible even for those without extensive project management experience.	While it integrates with some popular tools, it might lack integrations with other specialized project management or productivity software.
The timeline and board views offer a clear visual representation of project plans and progress, making it easy to understand and track tasks.	While suitable for many projects, it might not be the best fit for very complex projects with extensive dependencies and resource management needs.
The drag-and-drop functionality of Toggl Plan makes the adjustments and rescheduling of tasks a breeze.	The reporting functionality is incredibly simple compared to other tools.

Pricing

Toggl Plan has four plans:

• Free: $0 per user per month
• Capacity: $8 per user per month
• Starter: $8 per user per month
• Premium: $13.35 per user per month 

The core differences between each plan are:

• Free: Basic personal task and project timeline planning.
• Capacity: Adds resource management features to understand team availability and workload.
• Starter: Enhances collaboration with task sharing, project boards, and notifications.
• Premium: Offers advanced features like guest access, SSO, and priority support, primarily aimed at larger teams and those needing external collaboration and data control.

A 30-day free trial is available. 

Which tool is right for your team? 

Finding the right capacity planning tool brings a lot of data to consider. 

Operations managers need to focus on forecasting and modeling future workloads alongside optimizing and balancing staffing needs based on various scenarios. 

While you could try to do that in a spreadsheet, a proper capacity planning tool will save you so much time and headaches and make your forecasting a lot more accurate. 

If you’re ready to implement an end-to-end solution designed for agencies and professional services, try Scoro. Scoro has everything operations managers need to forecast client demand, make data-driven decisions, and optimize your resources as your business grows.

Start your free trial of Scoro today →