Best Capacity Planning Software for Agencies (2026)
We compared 8 capacity planning tools for agencies. Compare resource scheduling, utilization tracking, forecasting, multi-project views, and team availability management.
Overview
Capacity planning answers a fundamental question for agencies: can we handle the work on our plate? Without visibility into team capacity, agencies overcommit and miss deadlines, or leave billable hours on the table. Capacity planning tools track who is assigned to what, how utilized each person is, and whether the team can absorb new work.
Tools range from visual scheduling calendars (Resource Guru, Float) to AI-powered planning platforms (Forecast, Mosaic) to all-in-one agency management tools with built-in capacity features (AgencyPro). Key differentiators: visual clarity of the scheduling view, depth of utilization analytics, forecasting capabilities, and whether the tool integrates with or replaces your project management workflow.
This guide evaluates 8 capacity planning tools for agencies. We assessed scheduling usability, utilization tracking, forecasting depth, integration quality, and total cost.
Quick Comparison
| Tool | Best For | Starting Price | Key Feature | Rating |
|---|---|---|---|---|
1AgencyPro Our Pick | All-in-one agency platform with capacity planning | $99/month | Resource planning integrated with projects | 4.3/5 |
2Resource Guru | Visual resource scheduling | $4.16/person/month | Drag-and-drop scheduling calendar | 4.7/5 |
3Float | Agencies needing clean capacity views | $6/person/month | Visual capacity and availability | 4.5/5 |
4Forecast | AI-powered resource planning | $29/seat/month | AI-assisted scheduling suggestions | 4.4/5 |
5Runn | Real-time resource planning | Free (up to 5 people) | Real-time utilization and forecasting | 4.5/5 |
6Saviom | Enterprise agencies | Custom pricing | Enterprise resource management | 4.3/5 |
7Mosaic | AI-driven workforce planning | Custom pricing | AI resource recommendations | 4.4/5 |
8Hub Planner | Agencies on a budget | $7/resource/month | Scheduling with timesheets | 4.2/5 |
Feature Comparison
| Tool | Resource Scheduling | Utilization Tracking | Forecasting | Multi-Project View | Team Availability |
|---|---|---|---|---|---|
| AgencyPro | Basic | ||||
| Resource Guru | Limited | ||||
| Float | |||||
| Forecast | |||||
| Runn | |||||
| Saviom | |||||
| Mosaic | |||||
| Hub Planner | Limited |
Detailed Reviews
AgencyPro
Agencies wanting capacity planning inside their management platform
AgencyPro includes resource planning and capacity tracking within its all-in-one agency platform. Team members are assigned to projects with estimated hours, and the platform calculates utilization and availability across the team. Capacity views show who has bandwidth for new work and who is overbooked.
Because capacity data lives alongside projects, time tracking, and billing, you get a connected view: how resource allocation affects project timelines, profitability, and client deliverables. The platform supports team availability settings (PTO, part-time schedules) and contractor resources. Threshold alerts flag when team members exceed target utilization.
Pricing starts at $99/month for the full platform. Capacity planning is one component alongside project management, client portal, time tracking, and invoicing. For agencies that want resource visibility connected to their broader workflow, AgencyPro avoids the overhead of a separate capacity tool.
Pros
- • Integrated with projects and billing
- • Team utilization tracking
- • Availability and PTO management
- • Contractor resource support
- • Threshold alerts
- • No per-person pricing for capacity
Cons
- • Less visual than dedicated scheduling tools
- • Fewer advanced forecasting features
- • Best for small-to-mid-size agencies
Resource GuruVisit website →
Agencies wanting clean, visual resource scheduling
Resource Guru provides a drag-and-drop scheduling calendar that shows team availability at a glance. Agencies assign people to projects by dragging bookings onto a timeline. The calendar highlights over-allocations in red and available capacity in green, making it immediately clear where the team stands.
The platform supports leave management, availability patterns (part-time, different work days), and resource grouping by department or skill. Reporting shows utilization rates across the team and over time. For agencies that need visual clarity on who is doing what and when, Resource Guru is one of the most intuitive options available.
Pricing starts at $4.16/person/month (billed annually). Resource Guru focuses specifically on scheduling and capacity. It doesn't include project management, billing, or client portals. Agencies pair it with their existing PM and billing tools. The low per-person price makes it affordable to add alongside other agency software.
Pros
- • Intuitive visual scheduling
- • Leave management built in
- • Availability patterns
- • Utilization reporting
- • Very affordable
- • Clean user interface
Cons
- • No project management features
- • No billing integration
- • Requires pairing with other tools
- • Limited forecasting
FloatVisit website →
Agencies needing visual capacity and forecasting
Float offers a visual scheduling interface with capacity planning and forecasting. The timeline view shows team bookings, availability, and project assignments. Capacity reports break down utilization by person, department, or project. Forecast views project how team capacity changes over the coming weeks and months.
Float integrates with popular PM tools (Asana, Jira, Teamwork, Monday) and time tracking apps. The platform supports tentative bookings for pipeline projects, letting agencies plan capacity for work that hasn't been confirmed yet. Team members can log time directly in Float, providing actual vs. planned comparison.
Pricing starts at $6/person/month. Float suits agencies that need a dedicated scheduling tool with forecasting capabilities. The interface is clean and learning curve is minimal. For agencies managing 15+ people across multiple projects, Float provides the capacity visibility that PM tools alone can't deliver.
Pros
- • Clean visual interface
- • Capacity forecasting
- • Tentative bookings
- • PM tool integrations
- • Time logging built in
- • Actual vs. planned tracking
Cons
- • Per-person pricing adds up for large teams
- • Not a full project management tool
- • Limited financial tracking
- • No client portal
ForecastVisit website →
Agencies wanting AI-assisted resource planning
Forecast combines project management with AI-powered resource scheduling. The platform suggests resource assignments based on skills, availability, and past project data. Auto-scheduling allocates team members across projects to optimize utilization. The AI component distinguishes Forecast from manual scheduling tools.
The platform includes project management, time tracking, and budget management alongside resource planning. Utilization dashboards, financial reports, and pipeline forecasting provide a comprehensive operational view. Forecast aims to be an all-in-one operations platform rather than a standalone scheduling tool.
Pricing starts at $29/seat/month, making it one of the more expensive options. Forecast suits agencies (typically 20+ people) that want AI-assisted scheduling and are willing to consolidate project management and resource planning into one platform. Smaller agencies may find the price and complexity more than they need.
Pros
- • AI-assisted scheduling
- • Project management included
- • Financial tracking
- • Utilization dashboards
- • Pipeline forecasting
- • Skills-based assignment
Cons
- • Higher price point
- • Requires adoption as main PM tool
- • AI suggestions need tuning
- • Steeper learning curve
RunnVisit website →
Agencies wanting real-time resource planning
Runn provides real-time resource planning with a focus on utilization and financial forecasting. The platform shows team availability, project assignments, and utilization in real time. As people log time or assignments change, the capacity view updates immediately. Financial forecasting projects revenue and costs based on current resource allocation.
Runn supports tentative projects, skills tracking, and team availability management. The planner view lets you drag and drop assignments across a timeline. Reports cover utilization, revenue per person, and project profitability. The free tier (up to 5 people) makes Runn accessible for small agencies starting with capacity planning.
Pricing is free for up to 5 people, then scales with team size. Runn suits growing agencies that need real-time capacity visibility and financial forecasting. The interface is modern and the learning curve is manageable. For agencies transitioning from spreadsheet-based capacity tracking, Runn is a natural upgrade.
Pros
- • Free tier for small teams
- • Real-time utilization
- • Financial forecasting
- • Tentative project support
- • Skills tracking
- • Modern interface
Cons
- • Pricing scales with team size
- • Limited project management
- • Fewer integrations than Float
- • No client-facing features
SaviomVisit website →
Large agencies with enterprise resource planning needs
Saviom is an enterprise resource management platform designed for organizations with 50+ billable resources. The platform covers resource scheduling, capacity planning, skills management, and utilization optimization. Advanced features include what-if scenario modeling, demand forecasting, and bench management.
For large agencies, Saviom provides the depth needed to manage complex resource pools across departments, offices, and skill sets. The platform handles matrix organizations where people serve multiple projects and managers. Reporting is comprehensive, covering utilization, revenue forecasting, and resource demand vs. supply.
Pricing is custom and typically suited for agencies with 50+ people. Saviom suits large agencies or agency holding companies that need enterprise-grade resource management. Smaller agencies will find the platform and pricing beyond their requirements.
Pros
- • Enterprise resource management
- • What-if scenario modeling
- • Skills-based planning
- • Demand forecasting
- • Bench management
- • Matrix organization support
Cons
- • Enterprise pricing (not transparent)
- • Complex implementation
- • Overkill for small agencies
- • Steep learning curve
MosaicVisit website →
Agencies wanting AI-driven workforce planning
Mosaic uses AI to optimize resource allocation and workforce planning. The platform analyzes team capacity, skills, project requirements, and historical data to recommend resource assignments. AI-driven insights flag potential capacity issues before they become problems and suggest rebalancing across projects.
The platform integrates with PM tools and time tracking software to pull in real-time data. Dashboards show utilization, capacity trends, and financial projections. Mosaic positions itself as a strategic planning tool rather than a day-to-day scheduler, though it handles both.
Pricing is custom. Mosaic suits agencies (typically 25+ people) that want AI-powered insights into their workforce planning. The AI component adds value as data accumulates over time. For agencies just starting with capacity planning, simpler tools may be more appropriate.
Pros
- • AI-driven resource recommendations
- • Capacity forecasting
- • PM tool integrations
- • Financial projections
- • Risk flagging
- • Strategic planning focus
Cons
- • Custom pricing (not transparent)
- • AI improves over time (initial value is limited)
- • Better for larger teams
- • Requires data integration setup
Hub PlannerVisit website →
Budget-conscious agencies needing scheduling with timesheets
Hub Planner combines resource scheduling with timesheets in one affordable package. The scheduling view shows team bookings on a timeline with drag-and-drop assignment. Timesheets let team members log actual hours, and reports compare planned vs. actual. Capacity reports show utilization rates and availability.
The platform supports vacation tracking, custom resource fields, and project categorization. Billing rates can be set per resource for basic financial tracking. Hub Planner is straightforward: it does scheduling and timesheets without the complexity of enterprise tools.
Pricing starts at $7/resource/month. Hub Planner suits agencies on a budget that need combined scheduling and time tracking. The feature set is more limited than Float or Resource Guru, but the pricing is competitive and the tool covers the fundamentals.
Pros
- • Affordable pricing
- • Scheduling + timesheets combined
- • Vacation tracking
- • Planned vs. actual comparison
- • Custom resource fields
- • Straightforward interface
Cons
- • Limited integrations
- • Basic reporting compared to competitors
- • Less polished interface
- • Fewer advanced features
How We Evaluated These Tools
Our evaluation process considered multiple factors critical to agency capacity planning:
- Scheduling usability: We assessed how quickly managers can assign resources to projects. Drag-and-drop, visual clarity, and speed of the interface all matter.
- Utilization accuracy: We tested how accurately tools calculate utilization based on assignments, logged hours, and availability. Real-time updates scored higher.
- Forecasting depth: We evaluated forward-looking features. Can you see capacity 4 weeks out? 3 months? Can you model what-if scenarios for new projects?
- Integration quality: We tested integrations with PM tools, time tracking apps, and billing systems. Bidirectional sync scored higher than one-way imports.
- Scalability and pricing: We compared total cost for teams of 10, 25, and 50 people. Per-person pricing adds up quickly at scale.
Ratings reflect hands-on testing combined with feedback from agency operations managers who plan capacity weekly.
How to Choose Capacity Planning Software
Consider these selection criteria:
- Team size: Per-person pricing matters. Calculate total cost for your full team before choosing.
- Existing PM tool: Does the capacity tool integrate with your current project management setup, or does it require switching?
- Forecasting needs: Do you need to plan weeks ahead or months? Do you need what-if modeling for pipeline projects?
- Financial visibility: Do you need capacity data tied to revenue forecasting and profitability?
- Integrated vs. standalone: Do you want capacity planning inside your agency platform or a dedicated scheduling tool?
Frequently Asked Questions
What is capacity planning for agencies?
Capacity planning determines whether your agency has enough people with the right skills to handle current and upcoming projects. It involves tracking who is assigned to what, how many hours each person has available, and where gaps or overloads exist. Without capacity planning, agencies either overcommit (burning out staff, missing deadlines) or underutilize (losing revenue). The goal is optimal utilization: keeping people productively busy without overloading them.
What is the difference between resource management and capacity planning?
Resource management is the day-to-day allocation of people to tasks and projects. Capacity planning is the forward-looking view: do we have enough resources for the next 2-4-12 weeks? Resource management answers "who works on what today." Capacity planning answers "can we take on this new project next month?" In practice, the same tools often handle both. The distinction matters because agencies that only manage resources day-to-day miss the strategic view that prevents crises.
How do I calculate team utilization?
Utilization rate = (billable hours / available hours) x 100. For example, if a designer has 40 available hours per week and logs 32 billable hours, their utilization is 80%. Target utilization varies by role: creative staff typically target 70-80%, project managers 50-60%, and senior leadership even less. Capacity planning tools calculate this automatically and show utilization across the team in real time. Track it weekly to spot trends before they become problems.
What utilization rate should agencies target?
Most agencies target 70-85% utilization for billable staff. Going above 85% consistently leads to burnout, quality drops, and turnover. Below 65% suggests underutilization and revenue loss. The right target depends on your role mix: account managers and PMs have lower billable targets than designers and developers. Non-billable time covers internal meetings, professional development, admin, and business development. Capacity planning tools help you set and monitor targets per role.
Should I use a standalone capacity tool or an all-in-one platform?
Standalone capacity tools (Resource Guru, Float, Runn) offer deeper scheduling features, cleaner capacity views, and more granular resource management. All-in-one platforms (AgencyPro, Scoro) include capacity planning alongside projects, billing, and client portals. If capacity planning is your biggest operational challenge, a dedicated tool provides more depth. If you want capacity data connected to projects and financials without switching tools, an integrated platform saves time.
How far ahead should agencies plan capacity?
Plan at least 4-6 weeks ahead to avoid scrambling. Many agencies plan 3-6 months out for confirmed projects and use pipeline data to estimate further. Short-term planning (1-2 weeks) is tactical: assigning specific tasks. Medium-term (1-3 months) is operational: ensuring project staffing. Long-term (3-12 months) is strategic: hiring decisions, contractor relationships, and business development priorities. Good capacity tools show all three views.
Can capacity planning tools integrate with project management?
Yes. Most dedicated capacity tools integrate with popular PM platforms (Asana, Monday, Jira, Teamwork). Integrations pull project timelines and task assignments into the capacity view so you see resource allocation alongside project schedules. All-in-one platforms handle this natively since projects and resources live in the same system. The integration quality varies: check whether it syncs in real time or on a schedule.
How do I handle contractor and freelancer capacity?
Most capacity planning tools let you add contractors as resources with different availability patterns (e.g., 20 hours/week instead of 40). Some tools differentiate between internal staff and external contractors in reports. The key is including contractors in your capacity view so you don't overbook them or forget they're available. Set their cost rates separately from employees to get accurate project profitability calculations.
Capacity Planning That Connects to Everything
AgencyPro ties resource capacity to projects, timelines, and billing. See who has bandwidth, assign work, and track utilization in one platform.
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