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12 Capacity Planning Tools To Check Out In 2024

Ajay Jay
March 15, 2024
5 min read

Welcome to the dynamic world of capacity planning, where the balance between demand and supply is the key to operational efficiency. Have you ever imagined what it would be like to foresee your IT infrastructure’s demand, to be able to plan wisely and avoid either service disruption or overinvestment? That's where capacity planning tools enter the frame. Just like a crystal ball, they help predict your technology resource needs and optimize your business processes.

“Capacity planning is all about optimizing. It's a process that involves identifying the IT infrastructure's capacity demands, planning adequate supply, and creating a balance so your business can operate smoothly, effectively, and efficiently."

Whether you have small, medium, or large-sized businesses, these tools can be your strategic ally, giving you insights, helping automate repetitive workload and most importantly, giving you peace of mind knowing your operations are running smoothly.

In this article, we'll delve into 12 top capacity planning tools you should check out in 2024, assisting in your journey towards optimized IT resource management. Buckle up—the road to efficiency starts here!

What is Capacity Planning Software?

If you're asking what is capacity planning software, the answer is quite simple. It is a strategic tool that helps businesses ascertain whether they have enough resources — bandwidth, skillsets, number of employees, etc. — to effectively undertake and complete new or existing projects. It steps in to answer crucial questions and ascertain whether the current resources are up to the task or whether you'll need to inject new hires into the mix.

Key Features to Look for in a Capacity Planning Tool

When you’re on the lookout for the ideal capacity planning tool, certain features are non-negotiable. The most beneficial tools will offer real-time reporting, thereby keeping you constantly updated on the status of resources and performance levels. With real-time data at your fingertips, decision-making becomes a lot faster and more accurate.

Also, in an era where automation is king, your capacity planning software should allow for automated operations. This frees up more time for you to focus on more strategic endeavors. Coupled with the automation is the need for integration, to ensure seamless synchronization with existing systems and software within your organization.

In terms of core functionality, the best capacity planning software includes features such as forecasting, resource allocation, tracking resource utilization, bottleneck identification, and report generation. It gives a holistic view of resources through tools like resource heatmaps, group charts, and Capacity planning charts and dashboards.

What Does a Capacity Planning Tool Do?

Essentially, a capacity planning tool specializes in tracking the capabilities of your employees and providing crucial data for making informed decisions about your goals and output. It handles everything from providing a resource utilization report to managing assignment transfers, creating a people planner, to even offering a budget overview.

Its main goal is to help you make the most efficient use of your resources by providing a clear picture of your current situation and what your future projections look like. That way, you stay prepared, organized, and on top of your game.

1. PreSkale

Preskale

PreSkale stands as a transformative tool in the B2B sector, adeptly streamlining the PreSales process from inception to closure. It addresses critical inefficiencies that have long plagued sales teams, offering a cohesive platform that enhances both productivity and visibility. By automating mundane tasks and fostering collaboration, PreSkale not only simplifies the PreSales workflow but also significantly impacts revenue growth.

PreSkale Features

  • Automated Calendar Activity Tracking with AI: PreSkale revolutionizes activity tracking by automating calendar integration through AI. This innovation eliminates manual data entry, allowing teams to tag and analyze activities effortlessly, ensuring all customer interactions are captured in a unified view. This feature alone recaptures over 4 hours per person each week, previously lost to manual tracking.

  • Efficient Task Management: The platform's integrated task manager streamlines the chaos of scattered action items, providing a centralized channel for collaboration, prioritization, and progress tracking. This ensures teams focus on revenue-generating tasks, doubling efficiency in completing mission-critical tasks.

  • Data-driven Resource Assignment: PreSkale's analytics enable precise matching of specialist skills to deals, optimizing conversion rates. This strategic alignment of resources facilitates over 20% productivity gains without the need to expand the team.

PreSkale Pros

  • Enhanced Team Productivity: By automating non-selling tasks and streamlining collaboration, PreSkale significantly reduces overhead, allowing teams to dedicate more time to customer-facing activities.

  • Increased Visibility for Managers: The platform provides sales managers with unprecedented insight into team activities and deal progress, enabling effective resource optimization.

  • Simplified Collaboration: PreSkale bridges the gap between PreSales, Sales, Engineering, and Leadership teams, ensuring all stakeholders work with clarity and cohesion.

PreSkale Cons

  • Adaptation Curve: While PreSkale is intuitive, teams may initially need to invest time to adapt to the new workflow and fully leverage its automation features.

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2. ClickUp

Click-up

ClickUp is a comprehensive project management software that incorporates capacity planning tools within its suite. Enriched with an array of customizable templates, ClickUp facilitates future planning for project-based organizations. It further enhances your team's efficiency by providing a complete overview of the progress via its 'Workload view' and real-time reporting features.

ClickUp features

ClickUp brims with features tailored to optimize capacity planning. The standout among them is its workload view feature that assists project managers in planning and visualizing team capacity. ClickUp's capacity can be gauged based on tasks, hours, or points, catering to Agile and Scrum point systems. From presenting a real-time view of activity levels to offering a Gantt chart for creating roadmaps, ClickUp makes capacity planning a cakewalk.

ClickUp pros

What sets ClickUp apart from the rest is its all-in-one capacity planning template and task management tool. If simplifying task management while keeping an eye on capacity planning is your ultimate goal, ClickUp is an ideal choice.

ClickUp cons

However, no tool is without its flaws. ClickUp's interface isn't as user-friendly as one might hope, which might take some getting used to. Furthermore, the tool has been found somewhat lacking when it comes to highlighting potential bottlenecks within projects.

ClickUp pricing

Pricing for ClickUp remains competitive. Aside from its 'Free Forever Plan', ClickUp offers an 'Unlimited Plan', a 'Business Plan', and an 'Enterprise Plan' for users with varying needs. Its paid plans start as low as $5 per user per month, making it a cost-effective solution for small organizations that do not require sophisticated resource capacity planning tools.

3. Resource Guru

Resource guru

Resource Guru is a potent resource management software that sports capacity planning features and boosts productivity. With Resource Guru, you manoeuvre effortlessly through the tricky terrains of team scheduling and project allocation in real-time. Its stunningly simple, drag-and-drop interface elevates your efficiency, allowing you to manage your resources, workload, and team capacity smoothly.

Resource Guru features

Resource Guru goes beyond being just another capacity planning tool. It is studded with features that can truly make a difference to your organization. Here's why you might want to give it a try:

  • Scheduling: Resource Guru comes with a top-tier scheduling system that ensures optimal resource allocation, saving you time and improving productivity.
  • Clash management: This feature beautifully handles double bookings, helping you avoid any scheduling mishaps.
  • Resource utilization tracking: Keep track of your team utilization rates with powerful reports generated by Resource Guru.
  • Waiting list: Over-allocation is a thing of the past with the waiting list feature, which keeps your resource allocation under check.
  • Integrations: Resource Guru integrates seamlessly with Google Calendar and Outlook, ensuring a cohesive and unified workflow.

Resource Guru pros

Let's now dive into the advantages of this nifty software:

  • Simple to use: The clean and intuitive interface ensures that you can navigate the software with ease.
  • Potent scheduling: The advanced scheduling system drastically reduces the risk of overbooking resources.
  • Actionable insights: The powerful reports generated by Resource Guru give you a realistic picture of your team's workload and capacity.

Resource Guru cons

While Resource Guru notches up major points, it's not without potential areas of improvement:

  • Lack of customizability: Some users feel that the software could offer more in terms of customizable features.
  • Flexibility: Resource Guru might fall short in adapting to unique, specific project requirements.

Resource Guru pricing

Resource Guru offers a variety of pricing options to suit the needs of different organizations. Starting as low as $2.50 per user per month, it offers three unique plans:

  • Grasshopper Plan: This is the basic plan offering the essential features.
  • Blackbelt Plan: The mid-tier plan includes advanced features such as clash management and advanced reports.
  • Master Plan: This is the premium plan, offering all features and providing maximum support.

Before you decide to invest, you can take Resource Guru for a spin with their 30-day free trial to see if it's the right fit for you.

4. Celoxis

Celoxis

Celoxis, an all-in-one project management and capacity planning tool designed for high-demanding teams. It's ideal for businesses looking for comprehensive project management, timesheets, expense management, and resource capacity planning.

Celoxis features

Real-time reports, task and resource scheduling, risk management, budget and expense management, and customizable dashboards are among the key features of Celoxis.

Celoxis pros

Celoxis shines with its robust features, easy-to-use interface, and customizable options. Its ability to manage multiple projects with different demands makes it a go-to choice for many businesses.

Celoxis cons

Despite its abundant features, some users find the setup process a bit time-consuming.

Celoxis pricing

Celoxis starts at $25 per user/month for the cloud version, and a $450 one-time fee per user for the on-premise version.

5. Jira

Jira

Jira is a software development tool designed by Atlassian. It's suitable for agile teams, offering capacity and sprint planning capacities alongside bug tracking and project management features.

Jira features

Key features include sprint planning, backlog prioritization, custom filters, and integration with a plethora of other Atlassian tools.

Jira pros

Jira excels with its broad feature-set and integrations, making it an excellent choice for software development teams. It's user-friendly, and its agile planning features make it suitable for rapid projects.

Jira cons

However, users report that Jira can be overwhelming for beginners due to its extensive features and options.

Jira pricing

Jira pricing starts at $10 per month for up to 10 users.

6. GanttPRO

Gantt PRO

GanttPRO is a project and capacity planning solution that helps businesses visualize their project timelines and manage resources efficiently using Gantt charts.

GanttPRO features

GanttPRO's features include task and resource management, project tracking, and multi-project management. It also provides critical path determination and milestone tracking.

GanttPRO pros

Users appreciate the clean, intuitive interface and the capacity to manage multiple projects simultaneously. Its powerful visualization tools are highly valued, too.

GanttPRO cons

A downside noted by some users is the difficulty in deleting tasks once they have been created and assigned.

GanttPRO pricing

Fees for GanttPRO start at $8.90 per user/month, with discounts available for teams.

7. Planview

Planview

Planview is a global leader in Portfolio Management and Work Management solutions. It's designed to manage resources capabilities precisely, make data-driven decisions, and optimize resources to deliver maximum business value.

Planview features

Planview comes with features like scenario planning, demand management, reporting and analytics, collaborative work management, and product portfolio management.

Planview pros

Businesses appreciate Planview's robust features, particularly its portfolio and resource management capabilities. Its data-driven approach to decision-making is a significant advantage.

Planview cons

Some users find the software has a steep learning curve, and it might take time to explore all its features.

Planview pricing

Planview's pricing isn't publicly listed. You'll need to contact their sales team for a personalized quote.

8. Runn

Runn

Runn is more than just a capacity planning tool. It also provides features for project forecasting, people management, and time-tracking. Whether you're a small team looking to stay on top of your workload or a larger organization seeking a comprehensive toolset, Runn might be the ideal solution for your needs.

Runn features

  • Project and resource forecasting
  • Team management tools
  • Powerful reporting features
  • In-depth analysis of budgeting and profitability

Runn pros

  • Detailed forecasting for accurate planning
  • Highly customizable for individual business needs
  • Easy integration with other software tools such as Jira, Trello, and Slack

Runn cons

  • Lack of a free plan
  • Can be a bit complex for beginners to grasp

Runn pricing

Runn offers a free plan for teams of up to five people and unlimited projects. Their Pro Plan is priced at $10 per person per month. For larger organizations, Runn offers an Enterprise Plan, but you'll need to contact their sales team for pricing. ---

9. Saviom

Saviom

For businesses in need of an enterprise-level solution for resource management and capacity planning, Saviom can't be overlooked. Despite its dated user interface, Saviom offers plenty of power in terms of feature-set and customization ability.

Saviom features

  • Enterprise-grade resource management
  • Advanced capacity planning tools
  • Extensive reporting capabilities
  • Fully-customizable dashboards

Saviom pros

  • Robust and diverse feature-set
  • Perfect for large-scale enterprises
  • Offers customization to meet specific business challenges

Saviom cons

  • Dated-looking user interface
  • No standard pricing or free plan available

Saviom pricing

Saviom does not offer standard pricing or a free plan, instead they fully customize each package to suit the buyer's particular needs. Contact Saviom for accurate pricing details.

10. Forecast

Forecast

Navigating capacity planning logistics can feel like an uphill task. But not to worry, Forecast is here for you!

Forecast features

Boasting an impressive auto-scheduling feature, Forecast takes the time and effort out of assigning tasks based on employee availability. It offers multiple project management features and an intuitive interface to simplify your work.

Forecast pros

Imagine assigning tasks with just a few clicks, or switching between projects with ease. With Forecast, this vision can become your reality. The convenience offered by the auto-scheduling feature adds simplicity to your day, while the range of project management functions keep you ahead of the game at all times.

Forecast cons

No tool is perfect, and Forecast, though excellent, has its shortfalls too. Its dependency on employee availability for auto-scheduling can occasionally lead to hiccups, especially during unforeseen absences. General navigation also takes some getting used to.

Forecast pricing

Forecast offers a range of pricing options, giving you the flexibility to choose a plan that perfectly fits your business size and budget. The more definitive pricing information is available on the Forecast website.

11. Smartsheet

Smart sheet

Smartsheet is the savvy option for growing business that prefer to start small but think big.

Smartsheet features

In 2019, Smartsheet made a strategic move to acquire the capacity planning tool, 10,000ft. As a result, today's Smartsheet offers dynamic capacity tracking and reporting features. These include capacity forecasting, resource allocation, and time tracking.

Smartsheet pros

Smartsheet shines in its scalability. The tool grows with your business, making it a fantastic option for ambitious teams that anticipate growth. It also ensures accurate forecasting and efficient time tracking, making capacity planning a breeze.

Smartsheet cons

Smartsheet, although comprehensive in its toolset, heavily leans on integrations within its own ecosystem. This may result in compatibility issues if you have existing software that you'd like to integrate it with.

Smartsheet pricing

Smartsheet offers an array of pricing tiers which includes Pro, Business, and Enterprise options. So you have a range of choices to select the one that best meets your requirements and budget.

12. 10,000ft

!0,000ft

Last but certainly not least, is the tool 10,000ft, now part of Smartsheet.

10,000ft features

Post its acquisition by Smartsheet, 10,000ft has become a more holistic capacity planning tool complete with dynamic capacity tracking and reporting. Expect to find nifty features like capacity forecasting, resource allocation, and time tracking here.

10,000ft pros

With 10,000ft, you get not only a standalone tool but a key piece of the Smartsheet puzzle. 10,000ft’s scalable features allow your team to grow without worrying about outgrowing the tool itself.

10,000ft cons

As a part of Smartsheet, 10,000ft functions best within its ecosystem. This aspect might present challenges when seeking to integrate with your existing software stack.

10,000ft pricing

As a part of Smartsheet, 10,000ft’s pricing and offerings align with those of Smartsheet. You'll find a range of Pro, Business, and Enterprise options to choose from.

Which Capacity Planning Tool Is Right For You?

Several factors come into play. Primarily, you should contemplate on the specifics of your projects. Certain tools offer more intricate functionalities that are more suitable for complex and large scale projects. Simpler tasks might only require basic features. Therefore, understanding your project needs is the first stepping stone towards making an informed choiceThat being said, also consider the size and structure of your organization. Larger organizations with more complex resource allocation may benefit from an all-encompassing tool that can streamline operations and maximize productivity.

On the other hand, smaller teams might appreciate the simplicity and accessible features of a more straightforward tool. In the same vein, if you frequently collaborate with external partners or clients, you might want to consider a tool that allows easy third-party access and seamless integrations.

Remember, the goal is to invest in a capacity planning tool that supports effective, efficient, and strategic resource allocation. This helps prioritize projects according to business objectives, ensuring that resources are not only sufficient but also optimally utilized.

Crucially, capacity planning is about providing answers to fundamental questions. Ask yourself: Do we have enough bandwidth for new projects? Do the team members possess the right skillsets required for future projects? Are there needs to hire new staff members?

Lastly, don't forget to consider the financial aspect of this software investment. Different tools will come with varying pricing models, so you'll want to find a tool that fits well within your budget without compromising on necessary features, such as real-time reporting and automation.

Take the Leap!

By carefully evaluating your organizational needs, project complexities, team structure, and budget, you'll be well on the way to securing the most suitable capacity planning tool. Remember that the tool you choose can significantly influence your team's productivity and project outcomes, so choose wisely.

Look beyond the immediate needs and consider how adaptable the tool is to future growth and changes in your projects.

Frequently Asked Questions

As you sift through the information you need to finalize your decision, you might unearth some questions about capacity planning tools. We'd like to assist, so below, you'll find answers to some frequently asked questions about these tools.

What is capacity planning?

Capacity planning involves ensuring that your organization has the appropriate resources—personnel, equipment, and technology—to perform its tasks effectively. More specifically, it answers critical questions such as whether there is enough bandwidth for new projects, if the appropriate skillsets are available, and whether new hires are needed.

Why is a capacity planning tool vital for any organization?

Simply put, a capacity planning tool helps organizations optimize resources, improve efficiency, and save money. By providing real-time insights into resource allocation, these tools enable you to adjust your plans as needed. They can help streamline workflows, identify bottlenecks, and ensure that your team has the resources it needs to be productive.

How can I decide which capacity planning tool is right for me?

You'll want to consider various factors, such as your budget, the number of users, the feature set you require, and the type of support available. Ultimately, the right tool for you is the one that aligns best with your organization's specific objectives, needs, and work style.

Is there any support available when implementing a new capacity planning tool?

Absolutely, most capacity planning tools offer comprehensive support systems to assist during the implementation process and beyond. These support systems can include live-chat support, training materials, community forums, and structured onboarding programs. For instance, a tool like Float provides training and 24/5 customer support, live-training sessions, and open office hours.

Are capacity planning tools cost-effective?

While capacity planning tools might require an upfront investment, their potential for creating efficiencies and preventing resource-based bottlenecks makes them a cost-effective solution in the long run. Some tools also offer customized pricing plans, allowing you to only pay for the features and capabilities that you need.

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