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

If your main job is “Who is available, who is overloaded, and when can I put someone on a project?”, I’d focus on dedicated resource-management tools rather than general PM software.

My shortlist

🥇 Float

For the specific requirement you described, Float would be my first product to evaluate.

Its Schedule gives a PM a live visual view of people, projects, availability, and workload. It also accounts for people's available working hours and flags capacity conflicts, so you can see whether assigning another 20 hours to someone will overload them.

The particularly useful PM workflow is:

Projects → people → planned hours → availability → workload → conflicts

That is more directly focused on resource planning than tools where workload is primarily derived from task lists.

🥈 Runn

I'd look closely at Runn if you need more sophisticated capacity planning.

It provides real-time views of availability, workload and utilization, plus scenario planning—so you can ask things like “What happens to our capacity if we start this new project next month?”

Runn is particularly interesting if you manage multiple projects simultaneously and need to forecast several weeks/months ahead, rather than simply scheduling today's work.

🥉 Resource Guru

If you want something very straightforward, Resource Guru is worth considering. Its core model is a centralized schedule showing people, projects, availability and leave, with utilization/heatmap views for identifying overloaded resources.

What I'd choose based on your situation

• “I need a clean visual resource calendar and workload view.” → Float
• “I need capacity forecasting and what-if scenarios.” → Runn
• “I mainly need to know who's free/busy and schedule them.” → Resource Guru
• “We're a large organization already invested in Smartsheet.” → Smartsheet Resource Management
• “We already live in Asana and don't want another system.” → Asana

One important distinction: workload management ≠ resource management. A tool can show that Alice has 12 tasks while still failing to tell you that she has only 24 hours available next week. For a Project Manager, I'd prioritize hour-based capacity, time off/holidays, cross-project allocation, utilization, and future availability.

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

Its Schedule gives a PM a live visual view of people, projects, availability, and workload. It also accounts for people's available working hours and flags capacity conflicts, so you can see whether assigning another 20 hours to someone will overload them.

The particularly useful PM workflow is:

Projects → people → planned hours → availability → workload → conflicts

That is more directly focused on resource planning than tools where workload is primarily derived from task lists.

🥈 Runn

I'd look closely at Runn if you need more sophisticated capacity planning.

It provides real-time views of availability, workload and utilization, plus scenario planning—so you can ask things like “What happens to our capacity if we start this new project next month?”

Runn is particularly interesting if you manage multiple projects simultaneously and need to forecast several weeks/months ahead, rather than simply scheduling today's work.

🥉 Resource Guru

If you want something very straightforward, Resource Guru is worth considering. Its core model is a centralized schedule showing people, projects, availability and leave, with utilization/heatmap views for identifying overloaded resources.

When it comes to seeing team availability, capacity, and workload at a glance, the "best" software depends heavily on your team's size and workflow complexity. Dedicated resource planning tools often outperform standard project management software because they focus entirely on utilization rather than task-level micro-management.

The top-rated resource management tools for tracking team availability and workload include:

• Float: Widely considered the gold standard for focused visual resource scheduling . It features an intuitive drag-and-drop planner, real-time tracking of team capacity, and clear color-coded indicators showing who is overbooked, underutilized, or away on leave.
• Runn: Best for forecasting and scenario planning . It excels at high-level capacity planning, financial tracking, and letting project managers simulate "what-if" scenarios before committing team members to new pipelines.
• Resource Guru: Best for simple people and asset scheduling . It offers a fast, lightweight, and calendar-centric approach to managing availability, equipment, and time-off without a massive learning curve.
• Productive: Best for agencies and profitability-focused teams . It bridges the gap between resource allocation, real-time budget tracking, and staff utilization rates.
• Smartsheet Resource Management: Best for spreadsheet-oriented PMOs . If your team loves the flexibility of grids and rows but desperately needs enterprise-grade reporting on availability and allocation, this is a robust choice.

To help narrow down the ideal platform for your team, tell me:

• What is your team size?
• Do you need it integrated with an existing PM tool (like Jira, Asana, or Monday.com)?
• Are you looking primarily for simple scheduling or financial/budget forecasting?

The "best" resource management software depends on whether you need a dedicated capacity planner or an all-in-one project management platform with built-in workload views.

Top tools are categorized below by how they handle team availability and workload visibility:

1. Best Dedicated Resource & Capacity Planning Tools

If your primary pain point is deep, granular control over time, scheduling, and preventing burnout without the noise of heavy task management:

• Resource Guru : Known for its ultra-fast, user-friendly drag-and-drop scheduler. It features an intuitive "availability bar" and an hours-available heatmap that shows exact bandwidth and flags overbookings in a flash.
• Float : Widely praised for its sleek visual interface. It provides a real-time, bird’s-eye view of your team's schedule, accounting for public holidays, time off, and individual working hours, making re-allocating tasks a breeze.
• Hub Planner : Excellent for mid-to-large teams needing robust forecasting, utilization heatmaps, and budget-to-resource tracking right on the scheduling grid.

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

If you want team availability integrated directly into your task lists, boards, and project timelines rather than using a separate tool:

• Wrike : Features a powerful built-in Workload View and resource booking system. It lets project managers view allocated hours against individual capacities, adjust effort levels, and reassign tasks via drag-and-drop without leaving the project workflow.
• monday.com : Offers a highly visual Workload Widget that aggregates data across multiple boards. It gives you a clear weekly breakdown of who is over capacity and who can take on more work based on assigned effort levels.
• ClickUp : Highly customizable and features a dedicated Workload View where you can define capacity by hours, number of tasks, or points to monitor team bandwidth across multiple concurrent projects.
• Resource Management by Smartsheet : Best for larger organizations managing complex portfolios. It pairs dynamic utilization heatmaps and vacation/leave tracking with powerful enterprise reporting.

If you'd like to narrow this down, tell me:

• What is the size of your team?
• Are you already using a core project management tool (like Jira, Asana, or Smartsheet) that you'd prefer to integrate with?
• Do you need to track billable hours and project budgets , or just staff bandwidth?

I can give you a tailored recommendation.

If your main goal is “I’m a Project Manager and I need one place to see who is available, who is overloaded, and where I can put new work,” I’d put Float at the top of the list.

I researched the current 2026 options, focusing specifically on team availability, workload/capacity visibility, resource scheduling, and usability for PMs.

My shortlist

🥇 1. Float — my recommendation

Float is purpose-built around the exact problem you're describing. Its Schedule gives you a live visual view of people, projects, availability, and workload, allowing you to see whether someone has capacity before assigning them more work. It also accounts for things such as working hours and time off.

For a PM, the workflow is essentially:

People → Availability → Current allocations → Remaining capacity → Assign work

That's much closer to a true resource-management tool than a normal task-management application.

I particularly like Float if you:

• Manage people across multiple projects
• Need to see who has bandwidth next week/month
• Have frequent competing priorities
• Want a visual drag-and-drop resource schedule
• Need to identify over-allocation quickly
• Already use Jira, Asana, Monday, ClickUp, etc. and don't necessarily want to replace them

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

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🥈 2. Runn — best if you want forecasting

I'd choose Runn over Float if your question is less “Who can work on this?” and more:

“Do we have enough capacity to deliver everything we're planning over the next 3–6 months?”

Runn is particularly strong around capacity forecasting, utilization, and confirmed vs. tentative work. Current comparisons also position it as a strong choice when forecasting becomes a major part of resource management.

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🥉 3. Resource Guru — best for simplicity

Resource Guru is a good choice if you don't want a massive PM platform. It's focused on people/resource scheduling, workload, availability, and avoiding conflicts.

I'd pick it if your requirement is basically:

“Give me a really clean calendar showing who is working on what and when.”

It's simpler than some of the broader platforms, while still providing resource-management capabilities.

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4. monday.com — best if you want PM + resource management together

If you don't want a separate resource-management system, monday.com is worth serious consideration.

Its Workload View lets PMs see each person's assignments and capacity in a visual view, identify over-allocation, and rebalance work. It also connects availability information such as time off and part-time schedules to project timelines.

The tradeoff is that Float is more purpose-built for resource management, whereas monday.com is a broader work-management platform.

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What I'd choose

For a typical Project Manager:

→ Float

For a PM responsible for long-range staffing/capacity forecasting:

→ Runn

For a small team that wants something extremely simple:

→ Resource Guru

For a company that wants one platform for projects + tasks + workload:

→ monday.com

One important distinction: don't confuse a workload view with true resource management. A good resource-management system should let you answer not only “What tasks does Sarah have?” but also “How many hours of actual capacity does Sarah have, when is she available, what else is she committed to, and can I realistically put another project on her?” Float and Runn are particularly strong for that distinction.

If you tell me your team size, whether you use Jira/Asana/Monday/etc., and whether you manage billable client work, I can narrow this down to the best 2–3 options and compare their pricing/features side-by-side.

Asana ** is widely considered the best overall resource planning software** for project managers to track team availability and workloads because it bridges daily task execution with high-level capacity views in a single interface.

Choosing the right tool depends on your team's specific workflow, project complexity, and preference for dedicated scheduling versus all-in-one project management.

Top Resource Management Software Options

Key Features to Evaluate

• Workload Visibility: Color-coded capacity indicators that immediately show who is over-allocated or underutilized.
• Drag-and-Drop Scheduling: The ability to easily reassign tasks or shift timelines across team members on a shared calendar or timeline.
• Planned vs. Actual Tracking: Comparing estimated hours against tracked hours to improve future forecasting accuracy.

If you can share how large your team is and whether you prefer an all-in-one project tool or a dedicated scheduling app , I can narrow down the ideal platform for your workflow.

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 shortlist

🥇 1. Float — my recommendation

Float is particularly good when the PM's question is:

"Who can take this work, when are they available, and who is already overloaded?" It provides a visual schedule showing people, projects, allocations, availability, time off, and capacity. It also flags over-allocation and lets you move assignments around via drag-and-drop.

I would choose Float if you have multiple projects sharing the same team and resource management is more important than having another full project-management platform.

🥈 2. Runn — best for forecasting

Runn is excellent if you're asking more strategic questions:

• "Will we have enough developers next month?"
• "What happens if we win this project?"
• "Where will we have a capacity shortage?"
• "Should we hire or move someone from another project?"

Its capacity-vs-demand views and forecasting are particularly strong.

I'd pick Runn over Float if you need scenario planning and longer-term capacity forecasting.

🥉 3. Resource Guru — best for straightforward scheduling

Resource Guru is a good choice if you primarily need a shared resource calendar: who's booked, who's available, PTO/leave, and where conflicts exist. It is simpler and more focused than some of the broader platforms.

If you're already using a project-management platform

If your team already lives in Asana, Smartsheet, or another PM platform, I'd first see whether its workload/capacity features are sufficient rather than adding another system.

For example, Asana has workload and capacity views that aggregate work across projects, while Smartsheet has capacity views, allocation heatmaps, and resource-management functionality.

What I'd choose

For a typical Project Manager: Float

For a PM/resource manager doing sophisticated forecasting: Runn

For a simple shared availability calendar: Resource Guru

For an enterprise PMO: Smartsheet Resource Management

For project management + resource management in one system: Asana

The most important distinction is whether you need "Who is free right now?" or "Do we have enough capacity to deliver everything we're planning over the next 3–6 months?" Float is excellent at the former; Runn becomes particularly compelling for the latter.

If you tell me your team size, type of projects (IT/software, construction, consulting, marketing, etc.), and what you're using today (Excel, MS Project, Jira, Monday, Asana, etc.), I can narrow this down to the best 2–3 options and compare pricing/features.

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

My shortlist

🥇 My pick: Float

For a PM asking “Who is available next week? Who is at 120%? What happens if I put this project on Jane? Who has capacity in three weeks?”, Float is particularly strong.

Its schedule combines people, projects, availability, time off, and workload in one visual view. It also flags over-capacity situations and lets you adjust allocations as plans change.

🥈 Smartsheet if you want more than resource management

I'd choose smartsheet.com if you're looking for something that combines resource management with a broader PM/PMO environment.

Its workload tracking can consolidate assignments across projects, show availability, identify over-allocation, and allow you to rebalance work. Its more advanced Resource Management functionality adds capacity planning, skills-based staffing, time tracking, demand management, and forecasting.

This is probably the better choice if you're managing multiple projects/programs and need executive-level reporting in addition to seeing team capacity.

🥉 Resource Guru for simplicity

resourceguruapp.com is worth considering if your requirements are basically:

“Give me a clean calendar showing who's working on what, when they're available, and prevent double-booking.” It's less of an all-in-one PM platform and more focused on resource scheduling—which can actually be an advantage if you already use Jira, Asana, ClickUp, etc. for project execution. Current 2026 comparisons consistently put Resource Guru and Float among the strongest dedicated capacity-management options.

What I'd choose by situation

• I primarily need visibility into team availability/workload → Float
• I need resource management + robust project/portfolio management → Smartsheet
• I want the simplest possible resource calendar → Resource Guru
• I need detailed capacity forecasting → Runn
• I want resource management built into a flexible PM platform → monday.com
• I run a larger professional-services organization with utilization/budgeting needs → Kantata

One important distinction: resource management software isn't necessarily the same thing as project management software. If you already have a tool such as Jira, Asana, ClickUp, or Monday for managing tasks, I would strongly consider adding a purpose-built resource planning tool like Float rather than replacing your PM system.

If you tell me (1) team size, (2) whether people work across multiple projects, (3) what PM software you currently use, and (4) whether you need time tracking/billing, I can narrow this down to the best 2–3 options and compare their pricing and exact workload views.

Its schedule combines people, projects, availability, time off, and workload in one visual view. It also flags over-capacity situations and lets you adjust allocations as plans change.

🥈 Smartsheet if you want more than resource management

I'd choose smartsheet.com if you're looking for something that combines resource management with a broader PM/PMO environment.

Its workload tracking can consolidate assignments across projects, show availability, identify over-allocation, and allow you to rebalance work. Its more advanced Resource Management functionality adds capacity planning, skills-based staffing, time tracking, demand management, and forecasting.

This is probably the better choice if you're managing multiple projects/programs and need executive-level reporting in addition to seeing team capacity.

🥉 Resource Guru for simplicity

resourceguruapp.com is worth considering if your requirements are basically:

“Give me a clean calendar showing who's working on what, when they're available, and prevent double-booking.” It's less of an all-in-one PM platform and more focused on resource scheduling—which can actually be an advantage if you already use Jira, Asana, ClickUp, etc. for project execution. Current 2026 comparisons consistently put Resource Guru and Float among the strongest dedicated capacity-management options.

What I'd choose by situation

When looking for the best resource management software to track team availability, capacity, and workload, the "best" choice depends on whether you need a dedicated standalone resourcing tool or an all-in-one project management platform.

The top options on the market are categorized below by their primary strengths:

1. Dedicated & Visual Resource Management (Best for pure capacity & scheduling)

• Float: Widely considered one of the most intuitive and visually appealing tools for seeing who is working on what in real-time. It features a drag-and-drop schedule planner, clear tracking of public holidays and time off, and precise percentage-based capacity indicators to spot over-allocation instantly.
• Resource Guru: Built specifically for fast, elegant resource scheduling. It handles people, equipment, and meeting rooms with a clean calendar interface and features high-visibility utilization reports so you can balance team workloads and avoid burnout.
• Hub Planner: Excellent for combining resource scheduling, timesheets, and financial/project budgeting. It offers robust analytics and customizable resource allocation heatmaps.

2. All-in-One Project & Work Management (Best if you also manage tasks/Gantt charts)

• monday.com: Offers a very popular Workload View that aggregates tasks across multiple boards. It lets project managers see team capacity visually, color-code by status or project, and reallocate work before bottlenecks happen.
• Smartsheet (Resource Management): Best for enterprise-level portfolio management [1.5]. Its dedicated resource management add-on provides robust forecasting, time-tracking, and deep capacity analytics that scale well across massive organizations [1.5].
• ClickUp: Highly customizable and budget-friendly for heavy task-and-resource tracking. It features dedicated workload views and scheduling templates to monitor team bandwidth across departments.
• Wrike: A heavier-duty engine built for complex enterprise environments, marketing agencies, or engineering firms. It features advanced workload balancing and risk prediction capabilities, though it has a steeper learning curve.

If you can tell me a bit more about your setup, I can narrow down the recommendation:

• How large is your team?
• Do you need time-tracking and billing , or just availability and task allocation?
• Are you already using a specific PM tool (like Jira, Asana, or Microsoft 365) that you'd prefer to integrate with?

When it comes to seeing team availability, managing capacities, and preventing team burnout, the "best" resource management software depends heavily on your team's size, budget, and workflow style.

The top options on the market are categorized below by what they do best:

Dedicated & Visual Resource Planning (Best for Pure Capacity)

• • Float : Widely considered a gold standard for pure resource scheduling. It offers a fast, ultra-visual drag-and-drop schedule where you can see real-time team availability, actual vs. scheduled hours, and time-off tracking at a glance.
• • Resource Guru : Incredibly lightweight and fast for scheduling people, equipment, and meeting rooms. It features a clean "people-first" calendar view that makes spotting over-allocation and managing time off frictionless.

Best All-in-One Project & Workload Management

• • monday.com : Excellent if you want vibrant, highly customizable visual dashboards. Its Workload View aggregates data across multiple boards, letting project managers see individual capacities, reallocate tasks via drag-and-drop, and flag overcommitments instantly.
• • Smartsheet : Perfect for teams that love the power of a spreadsheet combined with robust enterprise resource management [5.5]. It provides color-coded workload heat maps and capacity views to quickly identify staffing gaps and individual workloads [5.5].
• • Wrike : Features a robust, dedicated Workload View built for tracking multi-project capacity. It allows you to adjust allocations easily and manage complex enterprise-level team bandwidth.

Best for Agencies and Client Work

• • Teamwork.com : Built specifically for client-facing and agency teams. It seamlessly blends time-tracking, project budgeting, and granular capacity planning so you always know who has the bandwidth to take on new client hours.
• • Scoro : An end-to-end work management platform that combines quoting, CRM, financial tracking, and detailed utilization reports to ensure your team is neither over- nor under-utilized.

If you tell me a bit more about your setup, I can narrow down the exact recommendation:

• What is your team size?
• Are you managing internal projects, client/agency work, or software development (Agile)?
• Do you need native time tracking and budgeting , or just availability tracking?

If your main goal 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.

Current 2026 comparisons consistently put Float, Resource Guru, and Runn among the strongest dedicated resource-management options.

My shortlist

🥇 1. Float — my recommendation

Float is particularly good if you want a visual resource calendar where you can immediately answer:

• Who is available next week?
• Who is already at 100% capacity?
• Who is overallocated?
• How many hours does each person have available?
• Which project is consuming someone's capacity?
• Can I move this person to another project without overloading them?

Its schedule combines team availability, projects, assignments, capacity, and time off in one visual view. It also supports drag-and-drop scheduling, capacity bars, overbooking warnings, utilization reporting, and time tracking.

Why I'd choose it for a PM: It's purpose-built for the question PMs constantly need to answer: "Who can actually do this work, and when?"

🥈 2. Runn — best if forecasting matters

Runn is stronger than Float when you need to look months into the future and model staffing scenarios.

For example:

"If Project A slips by three weeks and Project B starts in October, do we have enough developers?" Runn has capacity/utilization views, placeholders for future demand, skills/roles, forecasting, and planned-vs-actual reporting.

I'd choose Runn over Float if you're managing a portfolio where resource forecasting and "what-if" scenarios are a major part of your job.

🥉 3. Resource Guru — easiest/simple option

Resource Guru is excellent if you don't want a complicated system. It gives you a centralized schedule, availability, leave management, utilization/heatmap views, and scheduling across projects.

I'd pick it for a small-to-medium team where the primary need is scheduling people and seeing conflicts, rather than sophisticated forecasting.

What I'd pick based on your situation

• "I need a really good visual view of my team's availability and workload." → Float
• "I need to forecast staffing 3–12 months out." → Runn
• "I want something simple that my team will actually use." → Resource Guru
• "We already live in a broader PM/work-management platform." → Asana or Smartsheet
• "We're a large professional-services organization with financial/resource planning." → Kantata

One important distinction: resource management software is different from project management software. Jira, Asana, Monday, etc. can tell you what work exists and who's assigned to it, while a dedicated resource-management tool is much better at answering "Does this person actually have capacity to take this work?"

If you tell me your team size, whether you're managing software/IT, construction, marketing, professional services, etc., and what PM tool you currently use (Jira, MS Project, Smartsheet, Monday, Asana, etc.), I can narrow this to the best 2–3 choices and compare pricing/features.

For example:

"If Project A slips by three weeks and Project B starts in October, do we have enough developers?" Runn has capacity/utilization views, placeholders for future demand, skills/roles, forecasting, and planned-vs-actual reporting.

I'd choose Runn over Float if you're managing a portfolio where resource forecasting and "what-if" scenarios are a major part of your job.

🥉 3. Resource Guru — easiest/simple option

Resource Guru is excellent if you don't want a complicated system. It gives you a centralized schedule, availability, leave management, utilization/heatmap views, and scheduling across projects.

I'd pick it for a small-to-medium team where the primary need is scheduling people and seeing conflicts, rather than sophisticated forecasting.

What I'd pick based on your situation

• "I need a really good visual view of my team's availability and workload." → Float
• "I need to forecast staffing 3–12 months out." → Runn
• "I want something simple that my team will actually use." → Resource Guru
• "We already live in a broader PM/work-management platform." → Asana or Smartsheet
• "We're a large professional-services organization with financial/resource planning." → Kantata

One important distinction: resource management software is different from project management software. Jira, Asana, Monday, etc. can tell you what work exists and who's assigned to it, while a dedicated resource-management tool is much better at answering "Does this person actually have capacity to take this work?"

If you tell me your team size, whether you're managing software/IT, construction, marketing, professional services, etc., and what PM tool you currently use (Jira, MS Project, Smartsheet, Monday, Asana, etc.), I can narrow this to the best 2–3 choices and compare pricing/features.