7 Best Resource Capacity Planning Tools for Agencies and Teams (2025)

At Meaningful, we built Supervisible because we lived through the same challenges you’re probably facing right now—juggling multiple projects, trying to avoid team burnout, and constantly asking, “Do we really have capacity for this?”

If that sounds familiar, this post is for you. We’re breaking down the top resource capacity planning tools that help agencies, consultancies, and growing teams stay profitable and sane. Whether you’re looking for better forecasting, intuitive scheduling, or spotting hiring needs before it’s too late, there’s a tool out there for you.

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Quick Comparison: Which Tool Fits Your Team Best?

If you’re an agency or service-based business that wants to manage resources and optimize profitability in one place, Supervisible was built specifically for you.

Why Consider a New Resource Planning Tool?

Not every tool fits every team. Sometimes you’re stuck with a platform that feels more like a spreadsheet than a strategic advantage. Common pain points include:

• Limited forecasting—great for today’s plan, terrible for next quarter’s.

• Poor visibility into team capacity (hello, burnout).

• Clunky or outdated UI that no one actually enjoys using.

• Tools that don’t tie resource planning back to financial performance.

If that’s hitting close to home, keep reading.

1. Supervisible

Built by Agency Folks, for Agency Folks

📍 Supervisible.com

We’ll be honest—this is the tool we wish existed before we built it ourselves. Supervisible helps you visualize capacity, manage team workloads, and forecast financial performance all in one place. It’s perfect for agencies, consulting teams, and service businesses that don’t just want to plan resources—they want to run a profitable business with happy, balanced teams.

Key Features:

✅ Real-time workload tracking and availability management

✅ AI-powered forecasting (spot over-allocation before it happens)

✅ Custom dashboards for financial and operational insights

Cons:

❌ Customization requires some setup time to fully match agency processes

❌ Currently focused on service-based businesses (may not fit product teams)

Pricing:

💰 Custom pricing based on your team’s size

📌 Best for: Agencies and consultancies that want resource management tied directly to profitability.

2. Float

The Visual Favorite for Creative Teams

📍 Float.com

Float’s strength is simplicity. It’s built for agencies and creative teams that want drag-and-drop scheduling without overcomplicating things. If your main challenge is visualizing team workloads and making quick adjustments, Float delivers.

Key Features:

✅ Easy, intuitive drag-and-drop scheduling

✅ Forecast workloads and prevent burnout

✅ Built-in time tracking for comparing planned vs. actual work

Cons:

❌ Limited financial or profitability insights

❌ May not scale well for teams managing highly complex projects

Pricing:

💰 Starts at $6/user per month

📌 Best for: Creative teams who want a beautiful, no-fuss planning tool.

3. Monday.com

For Teams Who Want Project + Resource Management Together

📍 Monday.com

If you’re looking for a platform that does both project management and resource planning, Monday.com might be the right fit. You’ll get visual dashboards, resource scheduling, and workflow automation all under one roof.

Key Features:

✅ Highly customizable boards and workflows

✅ Visual dashboards for capacity tracking

✅ Automations to streamline repetitive tasks

Cons:

❌ Can become overwhelming with too many boards and views

❌ Resource capacity features are basic compared to dedicated tools

Pricing:

💰 Starts at $8/user per month

📌 Best for: Teams that want one tool to manage both tasks and people.

4. ClickUp

Best Free Option for Small Teams

📍 ClickUp.com

ClickUp offers a surprisingly robust free plan with basic resource planning features, perfect for startups and small teams keeping an eye on budgets.

Key Features:

✅ Free plan includes workload and timeline views

✅ Custom dashboards to visualize team capacity

Cons:

❌ Limited advanced forecasting and financial insights

❌ Can feel cluttered with too many customization options

Pricing:

💰 Free forever plan; Paid plans start at $5/user per month

📌 Best for: Small teams or startups looking for a free and easy way to manage resources.

5. TeamGantt

For Teams Who Love Gantt Charts

📍 TeamGantt.com

Some teams just love the clarity of a good Gantt chart—and we get it. TeamGantt offers exactly that, plus simple resource allocation and workload management.

Key Features:

✅ Visual Gantt chart scheduling

✅ Workload tracking to prevent overbooking

✅ Drag-and-drop task adjustments

Cons:

❌ Not ideal for agile or fast-moving projects

❌ Lacks in-depth financial performance tracking

Pricing:

💰 Starts at $19/manager per month (free for collaborators)

📌 Best for: Teams managing complex projects with lots of dependencies.

6. Smartsheet 

For Enterprises That Need It All

📍 Smartsheet.com

If your team is big, your projects are complex, and you’re already in the Microsoft and Salesforce ecosystem, Smartsheet is worth exploring. It’s powerful, but be ready for a learning curve.

Key Features:

✅ Advanced reporting and custom workflows

✅ Enterprise-level forecasting and analytics

Cons:

❌ Can feel too complex for smaller teams

❌ Higher cost compared to most agency-focused solutions

Pricing:

💰 Custom enterprise pricing

📌 Best for: Large organizations that need robust, enterprise-grade resource planning.

7. Hub Planner

For Detailed Reporting Lovers

📍 HubPlanner.com

Hub Planner shines when it comes to detailed reporting and managing multiple projects at once. It’s a good fit for agencies that need a bit more analytical muscle in their resource planning.

Key Features:

✅ Visual dashboards for project and resource management

✅ Real-time team availability insights

✅ Advanced filtering and custom reporting

Cons:

❌ Interface isn’t as modern or intuitive as newer platforms

❌ Requires some configuration to fully utilize advanced features

Pricing:

💰 Starts at $7/user per month

📌 Best for: Agencies managing several projects simultaneously and needing advanced reporting.

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Final Thoughts: Which Tool is Right for You?

Choosing the right tool isn’t just about managing today’s projects—it’s about building a profitable, sustainable business where your team can thrive.

If you’re looking for a platform that goes beyond simple scheduling and helps you truly understand how resource allocation affects your bottom line, Supervisible is the clear choice.

But ultimately, the right tool depends on the challenges you’re trying to solve.

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Ask Yourself These Questions Before You Decide:

• Are we just trying to schedule tasks, or do we want to improve overall profitability?

• Can this tool help us forecast hiring needs before our team burns out?

• Do we need real-time visibility into capacity, or are we okay reacting after problems arise?

• Is financial performance tied directly to how we allocate resources?

• Are we looking for a long-term solution that grows with our agency?

If you answered yes to any of these, it might be time to explore Supervisible.