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Exploring 32 advanced resource capacity and planning apps for small and medium size businesses

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Published by JET BI
27 November 2023


In the dynamic landscape of modern business, effective resource capacity and planning play pivotal roles in ensuring the streamlined operation and growth of small and medium-sized enterprises (SMEs). The demand for advanced tools that facilitate optimal resource utilization, strategic planning, and seamless collaboration has led to the emergence of a myriad of applications designed to cater to the unique needs of smaller businesses.

This article embarks on an exploration of 32 advanced resource capacity and planning apps, unveiling a diverse array of solutions that promise to elevate the efficiency, productivity, and overall success of SMEs. From project management to workforce optimization, these apps aim to empower businesses with the tools needed to navigate the complexities of resource planning in a dynamic business environment.

Attribute / App Integ with Iss Track Expert Level Cost for 50 empl /mo Ease of Use API Calen Plan View Auto and Notif
Resource Scheduler Limit Interm 200$ Mod No Yes Yes
Toggl Plan Yes Interm 750$ Easy Yes Yes Yes
Asana Yes Interm 550$ Easy Yes Yes Yes
Project Manager Yes Interm 1200$ Mod Yes Yes Yes
FunctionFox Limit Interm 50$ Mod No Yes Yes
Connecteam Yes Basic 80$ Easy Yes Yes Yes
HiBOB Yes Interm - Easy Yes Yes Yes
Leapsome Yes Interm - Easy Yes Yes Yes
Harmodesk Yes Interm 750$ Easy Yes Yes Yes
TomHRM Yes Interm 280$ Easy Yes Yes Yes

FunctionFox is a highly efficient online tool designed for creative teams, offering seamless time and expense tracking, estimate adherence, and client and project management. This software streamlines the entire process with a suite of well-crafted tools, allowing creative teams to dedicate more time to their work and Stay Creative. Its standout feature is the ability to compare estimated budgets with actual figures in real-time, ensuring projects stay on target and within defined scopes. The easy-to-navigate interactive view facilitates the scheduling of project milestones, meetings, and actions, providing a clear overview of project progress. FunctionFox's integration of real-time data through interactive charts adds a layer of transparency, empowering teams to make informed decisions promptly. The cherry on top is the customizable personal dashboard, allowing users to tailor FunctionFox to their preferences and boost overall efficiency.

Resource Allocation Wizard is a powerful tool that centralizes information in a single database, facilitating comprehensive reporting and historical analysis. With automated user filtering and enforced data visibility, it ensures efficient management by team leads and enhances transparency across teams. The tool's automation of JIRA project selection and new employee availability improves overall efficiency, while its capability to forecast resource utilization and enable plan-fact reporting contributes to effective resource planning and utilization.

Monday app stands out as a powerhouse for maximizing productivity by centralizing work, processes, tools, and files into a cohesive Work OS. It excels at connecting teams, breaking down silos, and maintaining a singular source of truth across the organization. The app facilitates effective collaboration organization-wide, providing a clear picture of all ongoing work through easy-to-use automations and real-time notifications. With customizable dashboards, users gain a high-level overview of the organization, enabling confident decision-making and the ability to scale workflows to meet evolving needs. In essence, Monday is a versatile tool that streamlines work processes, fosters collaboration, and ensures organizations stay on track to achieve their goals efficiently.

Atlassian Trello emerges as a simple, flexible, and powerful project management tool, leveraging the straightforward elements of boards, lists, and cards to provide a clear overview of tasks and responsibilities. Whether navigating weekly sprints or engaging in annual planning, Trello's Timeline view ensures that all tasks remain on track. The app's strength lies in its ability to offer a quick glimpse of upcoming tasks and identify potential gaps that could hinder team progress. Trello's intuitive interface makes it easy for teams to visualize workflow and stay organized, fostering efficient collaboration and task management. In essence, Atlassian Trello stands out as an indispensable tool for teams seeking a user-friendly yet powerful solution for project organization and progress tracking.

Parallax is a groundbreaking strategic operations solution for digital service organizations, focusing on forward-looking resource planning. With robust Capacity Planning features, it allows users to visualize capacity based on current and upcoming workloads, improving deal margins through scenario planning and boosting close rates by aligning services with available capacity. The collaborative environment ensures proactive collaboration between sales and delivery teams on projects in the sales pipeline. Resource Management becomes proactive and efficient, automating resource plans for common services and turning resource triage meetings into strategic planning sessions. Parallax's Project Financials feature provides real-time insights for maximizing profitability, forecasting revenue, and pinpointing projects over budget. Its Predictive Operations Intelligence keeps organizations informed with up-to-the-minute alerts, utilizing forecasts for hiring decisions, diagnosing utilization trends, and fostering best practices for operational excellence.

Connecteam provides a comprehensive solution for businesses seeking full control over their operations, from scheduling to payroll. The app allows for the easy creation and distribution of schedules, precise tracking of work hours through digital timesheets, and ensures accurate payroll processing. With features like Team Scheduling, Time Clock, Geofence, and One-click Payroll, Connecteam provides a seamless and efficient process. Real-time visibility is enhanced with tools like Mobile Checklists, Task Management, Form Templates, and Conditional Forms, ensuring work flows smoothly and is tracked effectively. The app also serves as a central hub for communication, offering Company Updates, Work Chat, a Knowledge Base, Phonebook, Surveys, and an Events Manager. Connecteam's focus on top performance contributes to impacting the bottom line, with features such as Onboarding, Mobile Courses, Employee Documents, and Recognition & Rewards, ensuring the workforce is motivated, trained, and compliant. Overall, Connecteam stands out as a versatile and powerful tool for businesses aiming to streamline operations and enhance employee engagement. 

HiBOB emerges as a comprehensive HR solution that excels in engaging employees throughout their journey, from onboarding to work anniversaries. The platform facilitates employee engagement with features like Shoutouts, Kudos posts, and Clubs, fostering a positive and collaborative work culture. Managing time and attendance is made effortless with HiBOB's time management feature, accessible on both web and mobile platforms, ensuring streamlined and accurate time-tracking. The app seamlessly integrates with popular communication tools like Slack and Teams, allowing HR, employees, and managers to handle administrative tasks without disrupting their workflow. HiBOB stands out as a user-friendly and versatile HR solution, providing a holistic approach to employee engagement and administrative efficiency.

Leapsome offers a comprehensive platform encompassing performance management, employee engagement, OKRs, and learning, providing an integrated solution for optimizing team effectiveness. The app stands out for its seamless integration with popular tools like HRIS, Slack, Teams, Calendar, and Jira, streamlining workflows and enhancing connectivity across various platforms. With Leapsome's Performance Management tools and best-practice processes, teams gain the tools needed to operate more effectively, unlocking their full potential. The app's focus on integrating key aspects of HR, communication, and project management ensures a holistic approach to team collaboration and development. In summary, Leapsome proves to be a versatile and efficient solution for organizations seeking a unified platform to enhance performance, engagement, and learning within their teams.

Harmodesk emerges as a tailored software solution catering to the specific needs of managers overseeing teams engaged in daily repeatable and structured processes. Ideal for Business Services teams (SSC/BPO) and Back Office departments, the app finds its niche in areas such as accounting, human resources, payroll, controlling and reporting, customer service, complaints, sales support, and case service. It streamlines the management of these tasks, enhancing efficiency and productivity within specialized business functions. Harmodesk's focus on providing targeted support for managers dealing with process-driven teams ensures a user-friendly experience, facilitating smoother operations in diverse sectors. In essence, Harmodesk is a strategic tool designed to optimize workflow and processes, particularly beneficial for teams involved in intricate and structured daily tasks.

BambooHR proves to be a comprehensive HR solution with a robust suite of features encompassing HR Data & Reporting, Payroll, Employee Experience, Performance Management, Hiring, and Onboarding. The app stands out for its versatility, catering to various HR needs within one integrated platform. BambooHR's emphasis on HR Data & Reporting ensures organizations have access to crucial insights for informed decision-making. The inclusion of Payroll streamlines financial processes, while the Employee Experience and Performance features contribute to fostering a positive workplace culture. The app excels in the crucial aspects of Hiring and Onboarding, providing a seamless experience for talent acquisition and integration into the company. The Integration of Marketplace further extends BambooHR's capabilities, making it a comprehensive and user-friendly solution for organizations looking to streamline their HR processes.

TomHRM stands out as a versatile and comprehensive HR management solution, offering a range of features to streamline various aspects of workforce management. The free ATS recruitment system is a standout feature, allowing users to manage up to three recruitment projects seamlessly. The app extends its functionality to electronic leave applications, settlement of delegations, working time records, and a robust Time and Attendance system. TomHRM further excels in managing work schedules, providing an intranet for improved internal communication, and facilitating feedback and 360 employee evaluations. The inclusion of 1:1 meetings, OKR goals, employee and cNPS tests, surveys, and preboarding and onboarding features ensures a holistic approach to employee management. The app also excels in overseeing employee training and development, electronic employee applications, and maintaining a comprehensive register of company contracts. In summary, TomHRM proves to be an all-encompassing solution for HR needs, making it a valuable tool for organizations seeking efficiency and coherence in their workforce management processes.

PeopleForce emerges as a powerful HR solution, offering a streamlined approach to HR processes and simplifying recruitment procedures. The app stands out for its uninterrupted and reliable delivery, ensuring accessibility from any part of the world at any time. PeopleForce provides comprehensive features, allowing users to stay informed about team availability, upcoming events, and facilitating seamless communication through idea sharing and feedback. The system dashboard allows easy tracking of working goal completions and straightforward requests for time-offs. In essence, PeopleForce is a user-friendly and globally accessible tool that not only streamlines HR processes but also enhances communication and collaboration within teams, making it a valuable asset for organizations seeking efficiency and cohesion in their workforce management.

Toggl Track stands out as a premier online time tracking tool, providing users with the ability to effortlessly monitor and analyze their productivity across different projects. The app's quick setup, seamless synchronization with web trackers, desktop widgets, and mobile apps make time tracking a breeze, ensuring users can start optimizing their workflow in under a minute.
On the other hand, Toggl Plan shines as an easy-to-use online project management software, combining intuitive design with visual appeal. Ideal for those dedicated to productivity, the tool allows users to effortlessly view their team's progress and stay on top of important projects in a visually engaging manner. Toggl Track and Toggl Plan together form a dynamic duo for individuals and teams committed to efficient time management and project success.

Asana is a versatile and powerful project management app that facilitates collaboration and organization within teams. With a user-friendly interface, Asana allows users to create projects, assign tasks, set deadlines, and track progress seamlessly. The app's flexibility caters to various work styles, offering both a list view for detailed task management and a visual board view for a more intuitive project overview.
One of Asana's strengths is its ability to centralize communication within tasks, reducing the reliance on email for project-related discussions. The app also integrates with a wide range of tools, enhancing its functionality and making it adaptable to different workflows. Asana's calendar view and reporting features further contribute to efficient project planning and tracking.

ProjectManager is a robust project management app designed to streamline and enhance the efficiency of project workflows. With a user-friendly interface, it offers a comprehensive suite of tools for planning, tracking, and collaborating on projects. Users can create detailed project plans, set milestones, and allocate resources to ensure smooth project execution.
One notable feature of ProjectManager is its real-time collaboration capabilities, allowing team members to work together seamlessly regardless of their location. The app provides a centralized platform for communication, file sharing, and task updates, reducing the need for scattered communication channels.
ProjectManager's Gantt charts and visual timelines offer a clear overview of project progress, helping teams to stay on track and meet deadlines. The app also integrates with popular third-party tools, enhancing its adaptability to different project management needs.
Overall, ProjectManager stands out as a comprehensive solution for teams looking to efficiently plan, execute, and monitor their projects with a focus on collaboration and real-time insights.

Wrike is a dynamic project management and collaboration app designed to empower teams with effective task management and streamlined communication. Known for its flexibility, Wrike accommodates various project management methodologies, offering features like Gantt charts, Kanban boards, and customizable workflows to suit diverse project needs.
One of Wrike's strengths lies in its collaborative capabilities, allowing teams to work together in real-time, share files, and engage in discussions within tasks. The app also integrates seamlessly with popular tools, enhancing its functionality and supporting a connected work ecosystem.
Wrike's reporting and analytics tools provide valuable insights into project progress, enabling teams to make informed decisions and adjustments. With task prioritization, time tracking, and workload management features, Wrike ensures efficient resource allocation and optimal productivity.

Lineup simplifies expert management by facilitating the recruitment of subject matter experts, volunteers, staff, and other talented individuals for committees, programs, and initiatives. The app allows users to create and maintain detailed profiles, tracking skills, qualifications, and credentials in real-time within a secure and user-friendly database. With powerful search and filtering capabilities, Lineup enables the creation of high-impact teams with diverse skills and backgrounds, ensuring efficient utilization of each team member. The app further enhances team management through flexible workflows, powerful automations, and comprehensive analytics, providing a streamlined and effective solution for optimizing collaboration and productivity.

Smartsheet is a versatile and powerful project management and collaboration app that simplifies complex work processes. With its intuitive interface, it allows users to create, track, and manage tasks and projects effortlessly. Smartsheet's unique grid-based structure offers flexibility, combining the familiarity of a spreadsheet with robust project management features. The app's collaboration tools, automated workflows, and real-time updates make it an ideal choice for teams looking to enhance their efficiency and collaboration in a dynamic work environment.

Resource Guru is a comprehensive resource management app that excels in optimizing team scheduling and project planning. With its intuitive interface, users can easily manage and allocate resources, ensuring efficient utilization of team members. The app provides real-time insights into resource availability and project timelines, fostering better decision-making. Resource Guru is a valuable tool for organizations seeking to streamline their resource allocation processes and enhance overall project efficiency.

Ganttic is a robust resource planning and project management app designed for teams seeking efficient scheduling solutions. With its user-friendly interface, Ganttic allows users to create visual and interactive Gantt charts for comprehensive project planning. The app stands out for its flexibility, enabling users to manage resources, tasks, and timelines in real-time, ensuring optimal project execution. Ganttic is a valuable tool for teams looking to enhance their project management capabilities with a focus on visual planning and resource optimization.

Productive is a powerful and intuitive project management app that caters to teams aiming for enhanced collaboration and productivity. With its user-friendly interface, the app provides a centralized platform for task management, time tracking, and project planning. Productive stands out for its seamless integration of key features, allowing users to streamline workflows, monitor project progress, and efficiently allocate resources. Whether used by small teams or larger enterprises, Productive offers a comprehensive solution for those seeking to optimize their project management processes and boost overall efficiency.

Hive is a versatile project management and collaboration app that excels in combining powerful features with a user-friendly interface. With its visual project layouts, Hive enables teams to plan, track, and execute tasks seamlessly. The app's flexibility shines through its integrations with popular tools, enhancing workflow efficiency. Hive stands out for its real-time collaboration capabilities, providing teams with a centralized platform for communication and file sharing, making it a valuable asset for organizations seeking a cohesive solution for project management and team collaboration.

Float is a highly effective resource management app designed to streamline team scheduling and optimize project planning. With its intuitive interface, users can easily allocate and manage team resources, ensuring optimal utilization. Float stands out for its visual representation of team schedules, making it easy for users to track and adjust project timelines. The app is a valuable tool for teams looking to enhance their resource management processes, providing real-time insights for better decision-making and overall project success.

Saviom is a robust resource management app designed to optimize workforce planning and project management. With its intuitive interface, users can efficiently allocate and manage resources, ensuring optimal utilization and project success. Saviom stands out for its comprehensive features, including resource scheduling, capacity planning, and real-time analytics, providing organizations with valuable insights into their workforce and project portfolios. Whether utilized by small teams or large enterprises, Saviom proves to be a valuable tool for enhancing resource management processes and improving overall project efficiency. is a comprehensive resource management platform that excels in simplifying team planning and project coordination. With an intuitive interface, it enables users to efficiently allocate resources, track project timelines, and gain valuable insights through its robust reporting features. is a valuable tool for organizations seeking a streamlined solution to optimize their resource management processes and enhance overall project efficiency.

Kantata is a sophisticated project management and collaboration platform that seamlessly integrates various project functions in one central hub. With intuitive features like task management, resource planning, and financial tracking, Mavenlink offers a comprehensive solution for teams to enhance project efficiency. Its user-friendly interface and powerful tools make it a valuable asset for organizations seeking to streamline project workflows and improve collaboration.

NTask is a versatile project management and collaboration app that stands out for its user-friendly interface and robust feature set. Offering task management, team collaboration, and time tracking, provides a comprehensive solution for teams of all sizes to streamline their project workflows. With its intuitive design and varied functionalities, is a valuable tool for organizations seeking an efficient and accessible platform to enhance project management and team coordination. is a powerful resource management and capacity planning app designed to optimize project planning and team allocation. With its intuitive interface, users can efficiently schedule resources, track project timelines, and gain real-time insights into team capacity. proves to be a valuable tool for organizations aiming to enhance resource management processes and achieve optimal project outcome. 

Celoxis is a feature-rich project management and collaboration app known for its comprehensive set of tools that cover project planning, tracking, and team collaboration. With intuitive features such as Gantt charts, resource allocation, and time tracking, Celoxis provides a robust platform for managing complex projects. Its scalability and customizable nature make it a valuable choice for organizations of varying sizes seeking an all-encompassing project management solution.

Adobe Workfront is a comprehensive work management platform designed to streamline project workflows and enhance collaboration within teams. With features like task management, project planning, and real-time collaboration, Adobe Workfront provides a centralized hub for teams to efficiently manage their work processes. Its integration with Adobe Creative Cloud and other popular tools makes it a versatile solution for creative teams and organizations seeking to optimize project management and boost overall productivity. 

Deskera is a robust business management suite offering a wide range of applications, from accounting and CRM to project management and HR. With its user-friendly interface and comprehensive features, Deskera provides a seamless solution for organizations looking to integrate and streamline their various business processes. The app's scalability and adaptability make it a valuable asset for businesses of different sizes, offering a unified platform to enhance efficiency and collaboration across departments.


This comprehensive article delves into the realm of resource capacity and planning apps tailored for small and medium-sized businesses. With a focus on 32 advanced tools, the exploration spans various facets of business operations, including project management, team collaboration, and strategic planning. As SMEs strive for heightened efficiency and competitiveness, these apps offer a range of features to optimize resource utilization, enhance planning processes, and foster collaborative environments. Whether seeking streamlined project workflows, workforce management, or strategic insights, this curated list aims to provide SMEs with a valuable resource to navigate the expansive landscape of advanced planning and capacity tools.
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