Quick Overview
- 1#1: Float - Visual resource management and scheduling software that tracks employee utilization, capacity, and project profitability in real-time.
- 2#2: Runn - AI-powered resource planning tool for forecasting employee utilization, budgeting projects, and optimizing team capacity.
- 3#3: Resource Guru - Resource scheduling platform that provides utilization reports, availability tracking, and conflict-free booking for teams.
- 4#4: Forecast - Integrated project and resource management software with advanced utilization tracking, scenario planning, and profitability insights.
- 5#5: Kantata - Professional services automation platform offering comprehensive employee utilization metrics, resource allocation, and financial forecasting.
- 6#6: Everhour - Time tracking and budgeting tool integrated with project managers to monitor employee utilization, budgets, and team performance.
- 7#7: Tempo - Jira-native time tracking solution with capacity planning, utilization dashboards, and forecasting for agile teams.
- 8#8: BigTime - Professional services software for time tracking, expense management, and detailed employee utilization reporting.
- 9#9: Harvest - Time tracking and invoicing app that generates utilization reports, productivity insights, and profitability analysis for teams.
- 10#10: Hubstaff - Employee monitoring software with time tracking, activity levels, and utilization metrics for remote and hybrid teams.
We ranked these tools based on comprehensive feature sets, user experience, reliability, and value, ensuring they suit diverse needs from small teams to large enterprises.
Comparison Table
Employee utilization software is critical for optimizing resource use and teamwork, with diverse tools offering unique features. This comparison table details leading options like Float, Runn, Resource Guru, Forecast, Kantata, and more, helping readers find the right fit for their organization’s needs.
| # | Tool | Category | Overall | Features | Ease of Use | Value |
|---|---|---|---|---|---|---|
| 1 | Float Visual resource management and scheduling software that tracks employee utilization, capacity, and project profitability in real-time. | specialized | 9.7/10 | 9.8/10 | 9.6/10 | 9.4/10 |
| 2 | Runn AI-powered resource planning tool for forecasting employee utilization, budgeting projects, and optimizing team capacity. | specialized | 9.2/10 | 9.5/10 | 8.8/10 | 9.0/10 |
| 3 | Resource Guru Resource scheduling platform that provides utilization reports, availability tracking, and conflict-free booking for teams. | specialized | 8.7/10 | 8.8/10 | 9.2/10 | 8.4/10 |
| 4 | Forecast Integrated project and resource management software with advanced utilization tracking, scenario planning, and profitability insights. | enterprise | 8.7/10 | 9.2/10 | 8.0/10 | 8.3/10 |
| 5 | Kantata Professional services automation platform offering comprehensive employee utilization metrics, resource allocation, and financial forecasting. | enterprise | 8.2/10 | 8.7/10 | 7.4/10 | 7.8/10 |
| 6 | Everhour Time tracking and budgeting tool integrated with project managers to monitor employee utilization, budgets, and team performance. | specialized | 8.4/10 | 8.7/10 | 9.1/10 | 8.2/10 |
| 7 | Tempo Jira-native time tracking solution with capacity planning, utilization dashboards, and forecasting for agile teams. | specialized | 8.2/10 | 8.7/10 | 7.9/10 | 8.0/10 |
| 8 | BigTime Professional services software for time tracking, expense management, and detailed employee utilization reporting. | enterprise | 8.4/10 | 9.2/10 | 7.8/10 | 8.0/10 |
| 9 | Harvest Time tracking and invoicing app that generates utilization reports, productivity insights, and profitability analysis for teams. | specialized | 8.1/10 | 7.8/10 | 9.2/10 | 8.0/10 |
| 10 | Hubstaff Employee monitoring software with time tracking, activity levels, and utilization metrics for remote and hybrid teams. | other | 8.0/10 | 8.5/10 | 7.8/10 | 7.5/10 |
Visual resource management and scheduling software that tracks employee utilization, capacity, and project profitability in real-time.
AI-powered resource planning tool for forecasting employee utilization, budgeting projects, and optimizing team capacity.
Resource scheduling platform that provides utilization reports, availability tracking, and conflict-free booking for teams.
Integrated project and resource management software with advanced utilization tracking, scenario planning, and profitability insights.
Professional services automation platform offering comprehensive employee utilization metrics, resource allocation, and financial forecasting.
Time tracking and budgeting tool integrated with project managers to monitor employee utilization, budgets, and team performance.
Jira-native time tracking solution with capacity planning, utilization dashboards, and forecasting for agile teams.
Professional services software for time tracking, expense management, and detailed employee utilization reporting.
Time tracking and invoicing app that generates utilization reports, productivity insights, and profitability analysis for teams.
Employee monitoring software with time tracking, activity levels, and utilization metrics for remote and hybrid teams.
Float
specializedVisual resource management and scheduling software that tracks employee utilization, capacity, and project profitability in real-time.
Real-time capacity planning with live utilization heatmaps that dynamically update as schedules change
Float is a leading employee utilization software that enables teams to visually schedule resources, track capacity, and optimize workloads across projects. It provides real-time insights into utilization rates, forecasting tools, and drag-and-drop scheduling to balance team availability and prevent overbooking. Ideal for agencies and professional services, Float integrates seamlessly with tools like Jira, Asana, and Slack for streamlined project management and reporting.
Pros
- Intuitive drag-and-drop scheduling interface
- Advanced utilization tracking and forecasting
- Robust integrations with 50+ tools like Jira and Google Workspace
Cons
- Pricing scales up quickly for larger teams
- Mobile app lacks full desktop functionality
- Custom reporting requires higher-tier plans
Best For
Mid-to-large agencies, consultancies, and creative teams managing complex projects and fluctuating workloads.
Pricing
Starts at $6/user/month (Teams plan, billed annually); Plus ($8), Pro ($10), Enterprise (custom). Free trial available.
Runn
specializedAI-powered resource planning tool for forecasting employee utilization, budgeting projects, and optimizing team capacity.
Advanced AI-powered forecasting that simulates multiple scenarios to predict utilization trends and capacity gaps months ahead.
Runn is a powerful resource planning and capacity management platform focused on optimizing employee utilization for teams in agencies, consultancies, and professional services. It offers visual drag-and-drop scheduling, real-time utilization tracking via heatmaps, and advanced forecasting to predict capacity needs and identify bottlenecks. The tool integrates seamlessly with popular PM software like Jira and Asana, enabling accurate billable hours tracking and scenario planning for better resource allocation.
Pros
- Exceptional forecasting and scenario planning for proactive utilization management
- Intuitive drag-and-drop scheduling with utilization heatmaps
- Strong integrations with Jira, Asana, and QuickBooks for seamless workflows
Cons
- Pricing scales quickly for larger teams
- Initial setup and advanced features have a learning curve
- Reporting customization options could be more flexible
Best For
Mid-sized agencies and consultancies seeking to track billable utilization, forecast capacity, and optimize resource allocation across projects.
Pricing
Free for up to 5 users; Pro at $10/user/month (annual billing); Business at $12/user/month; Enterprise custom pricing.
Resource Guru
specializedResource scheduling platform that provides utilization reports, availability tracking, and conflict-free booking for teams.
Live utilization dashboards with target-based heatmaps for instant workload visibility
Resource Guru is a cloud-based resource scheduling and planning tool focused on optimizing employee utilization through visual calendars and booking systems. It enables teams to view real-time availability, prevent overbooking, track time utilization against capacity, and generate detailed reports on workload distribution. Ideal for agencies and consultancies, it integrates with calendars, project tools like Jira and Asana, and supports custom fields for flexible resource management.
Pros
- Intuitive drag-and-drop scheduling interface
- Robust utilization reports with capacity forecasting
- Seamless integrations with Google Workspace, Outlook, and project management apps
Cons
- Lacks native time tracking (requires integrations)
- Advanced analytics are somewhat limited
- Per-user pricing scales quickly for large teams
Best For
Small to mid-sized agencies, consultancies, and professional services firms needing simple, visual employee scheduling and utilization tracking.
Pricing
Starts at $4.16/user/month (Grasshopper, annual billing) up to $13.11/user/month (Master plan); minimum 5-10 users per plan.
Forecast
enterpriseIntegrated project and resource management software with advanced utilization tracking, scenario planning, and profitability insights.
AI Revenue Forecaster that predicts project outcomes and resource utilization for proactive adjustments
Forecast (forecast.app) is an AI-powered resource management platform tailored for professional services firms, focusing on employee utilization through capacity planning, scheduling, and time tracking. It enables teams to forecast workloads, optimize resource allocation based on skills and availability, and generate utilization reports to improve billable efficiency. The tool integrates with tools like Jira, Asana, and QuickBooks for a unified view of projects and profitability.
Pros
- AI-driven capacity planning and automatic scheduling
- Comprehensive utilization tracking and profitability insights
- Strong integrations with PM and finance tools
Cons
- Steep learning curve for complex features
- Full capabilities require higher-tier plans
- Limited mobile functionality compared to desktop
Best For
Mid-sized agencies and consulting firms aiming to boost billable utilization through intelligent forecasting.
Pricing
Essential ($29/user/month), Professional ($59/user/month), Enterprise (custom); billed annually with 14-day free trial.
Kantata
enterpriseProfessional services automation platform offering comprehensive employee utilization metrics, resource allocation, and financial forecasting.
AI-powered Skills Cloud for intelligent, skills-matched resource allocation and utilization forecasting
Kantata is a robust professional services automation (PSA) platform designed to optimize employee utilization through advanced resource management, capacity planning, and forecasting. It enables teams to track billable and non-billable hours, allocate resources based on skills and availability, and generate utilization reports for improved profitability. The software integrates project management, financial tracking, and CRM functionalities to provide a unified view of workforce performance.
Pros
- Powerful utilization tracking and forecasting with AI-driven insights
- Skills-based resource allocation for precise matching
- Comprehensive integrations with ERP, CRM, and accounting tools
Cons
- Steep learning curve for new users due to feature depth
- High cost suitable mainly for larger enterprises
- Customization can require professional services support
Best For
Mid-to-large professional services firms focused on maximizing billable utilization and resource efficiency across complex projects.
Pricing
Custom quote-based pricing; typically starts at $45-60 per user/month for core plans, scaling with features and users.
Everhour
specializedTime tracking and budgeting tool integrated with project managers to monitor employee utilization, budgets, and team performance.
Visual capacity planning board that displays team utilization, availability, and scheduling in real-time
Everhour is a time tracking and resource management platform that excels in monitoring employee utilization, billable hours, and project profitability for teams using project management tools. It integrates deeply with apps like Asana, Jira, Trello, and Monday.com, allowing automatic time logging and real-time visibility into how employees spend their time. Key features include capacity planning, utilization reports, scheduling, and forecasting to optimize resource allocation and prevent burnout.
Pros
- Seamless integrations with 50+ project management tools for effortless time tracking
- Robust utilization reports and capacity planning visuals
- Intuitive interface with browser extension and mobile app support
Cons
- Limited standalone functionality without integrations
- Advanced reporting requires higher-tier plans
- Per-user pricing can become expensive for large teams
Best For
Small to mid-sized teams relying on tools like Asana or Jira who need integrated time tracking and utilization insights without switching apps.
Pricing
Free for up to 5 users; paid plans start at $10/user/month (Developer, billed annually) up to $15/user/month (Elite), with Enterprise custom pricing.
Tempo
specializedJira-native time tracking solution with capacity planning, utilization dashboards, and forecasting for agile teams.
Jira Planner for real-time visualization of team capacity, utilization trends, and resource bottlenecks
Tempo (tempo.io) is a time-tracking and resource management platform optimized for Atlassian Jira users, enabling precise logging of time against projects and issues. It provides utilization reports, capacity planning, and budgeting tools to measure employee productivity and optimize resource allocation. Ideal for software teams, it turns raw time data into actionable insights for better project forecasting and profitability.
Pros
- Seamless, native integration with Jira for effortless time tracking
- Comprehensive utilization dashboards and capacity forecasting
- Automated approvals and reporting for accurate resource insights
Cons
- Strong dependency on Jira limits flexibility for non-Atlassian users
- Initial setup and learning curve can be steep for new teams
- Advanced features require premium pricing tiers
Best For
Jira-centric development and professional services teams needing detailed employee utilization tracking within the Atlassian ecosystem.
Pricing
Free plan available; Standard at $6.42/user/month, Premium at $8.22/user/month, Enterprise custom.
BigTime
enterpriseProfessional services software for time tracking, expense management, and detailed employee utilization reporting.
Skills-based resource scheduling with utilization forecasting to match employee expertise to project demands
BigTime is a professional services automation (PSA) platform designed for agencies, consulting firms, and accounting practices, with strong capabilities in time tracking, project management, and employee utilization monitoring. It provides real-time dashboards for tracking billable utilization rates, capacity planning, and resource forecasting to optimize workforce efficiency. The software integrates utilization data with invoicing and financial reporting, helping teams maximize profitability through data-driven scheduling.
Pros
- Comprehensive utilization dashboards and forecasting tools for precise resource allocation
- Seamless mobile and desktop time tracking with GPS for field teams
- Strong integrations with QuickBooks, Xero, and CRM systems like Salesforce
Cons
- Steep learning curve for advanced scheduling and reporting features
- Pricing scales quickly for larger teams or premium plans
- Limited out-of-the-box customization for utilization reports
Best For
Mid-sized professional services firms in consulting, accounting, or legal sectors seeking robust utilization tracking integrated with PSA workflows.
Pricing
Quote-based; Essentials plan starts at ~$10/user/month, Premium at ~$40/user/month, billed annually with minimums.
Harvest
specializedTime tracking and invoicing app that generates utilization reports, productivity insights, and profitability analysis for teams.
Desktop widgets and mobile timers for seamless, accurate time capture
Harvest is a time tracking and invoicing software that enables teams to log hours on projects, track expenses, and monitor resource utilization through detailed reports. It helps managers calculate billable vs. non-billable time, assess productivity, and ensure project profitability. With mobile apps and integrations like Asana and QuickBooks, it supports real-time tracking for agencies and consultancies.
Pros
- Intuitive interface with one-click timers for effortless tracking
- Strong integrations with PM tools and accounting software
- Solid reporting for basic utilization and profitability insights
Cons
- Limited advanced analytics like capacity forecasting
- Pricing scales quickly for larger teams
- No native scheduling or resource allocation tools
Best For
Small agencies and service teams needing simple time tracking to measure billable utilization without complex setup.
Pricing
Free for 1 user; Pro plan at $12/user/month (billed annually).
Hubstaff
otherEmployee monitoring software with time tracking, activity levels, and utilization metrics for remote and hybrid teams.
Automated activity levels that score employee productivity based on keyboard, mouse, and app usage
Hubstaff is a robust employee monitoring and time tracking software that helps businesses measure employee utilization through automatic time tracking, activity monitoring, and productivity insights. It captures screenshots, tracks app and URL usage, and provides GPS location for remote workers, enabling detailed reports on billable hours and project efficiency. The platform integrates with payroll, invoicing, and project management tools to streamline workforce management.
Pros
- Comprehensive activity and screenshot monitoring for precise utilization tracking
- Strong integrations with payroll and project tools
- GPS and mobile tracking ideal for remote and field teams
Cons
- Monitoring features can feel invasive to employees
- Desktop app required for full functionality
- Advanced features locked behind higher pricing tiers
Best For
Small to medium-sized businesses with remote or distributed teams needing detailed productivity and utilization insights.
Pricing
Free for 1 user; paid plans start at $7/user/month (Basic), $10/user/month (Premium), and $12/user/month (Elite), billed annually.
Conclusion
The reviewed tools excel in empowering teams through streamlined resource management, with Float leading as the top choice, offering robust real-time tracking of utilization, capacity, and profitability. Runn stands out with its AI-driven forecasting to optimize budgets and team capacity, while Resource Guru delivers seamless scheduling and conflict-free booking, making each tool a strong fit for distinct needs. Together, they redefine how organizations leverage employee potential effectively.
Dive into Float to harness its comprehensive utilization insights and transform your team's efficiency—start your journey with the top-ranked software today.
Tools Reviewed
All tools were independently evaluated for this comparison