Victoria Sokolova 
Capacity planning is a crucial practice for organizations aiming to optimize resources, adapt to changing business needs, and deliver projects on time and within budget. However, with an increasing number of projects and limited resources engaged in other projects, effective capacity planning becomes a significant challenge. This is where a robust capacity planning solution comes into play.
In this article, we highlight the top 15 capacity planning tools and offer valuable recommendations to help you select the most suitable one for your business needs.
What Is a Capacity Planning Tool, and Why Do You Need One?
A capacity planning tool, aka resource capacity planning software or resource capacity tool, is a solution developed to assist organizations in allocating and managing their resources more effectively. By forecasting future resource demand and showing actual capacity, capacity management software helps make sure that the right resources will be available for current and future projects at the right time.
Features of a capacity planning software
Here are some key functionalities a robust capacity planning tool should possess.
Forecasting resource demand
This capability of capacity management tools helps predict future resource requirements, which can be based on historical data, current trends, and anticipated project demands.
Visibility into available capacity
A resource capacity planning tool should provide relevant data on employees’ current and future capacity based on their involvement in projects and planned absences.
Scenario analysis
This feature of capacity requirements planning software enables testing and analyzing different scenarios to see how changes in resource availability or project demands can impact overall capacity and project timelines. This will allow for more effective decision-making.
Capacity utilization tracking
This functionality shows resource utilization over time so that you can spot periods of underutilization or overutilization and use this data in future capacity planning.
Reporting and analytics
A robust capacity planning tool should generate reports and dashboards with insights into resource availability and capacity, allocation, and utilization, which will help managers track resource performance and assess the efficiency of project work.
Integrations
This capability will be useful if a company has already implemented a project management tool. Integration with the capacity planning tool will let the team continue using the tool they’ve got used to, while the management can perform effective capacity planning.
Finally, a capacity planning tool should be flexible: this will help maintain the efficiency and effectiveness of project work in the face of changing plans and requirements.
Why do you need capacity planning software?
In a nutshell, capacity planning software simplifies and enhances the capacity planning process and resource management in general. As a result, a company can ensure the staffing of their projects with the required resources. Here are some more advantages these tools provide.
It optimizes resource utilization
Capacity planning software prevents both underutilization and overloading of resources involved in projects.
It increases the accuracy of forecasting
The tools leveraging predictive analytics can more effectively and accurately forecast future resource demand and compare it with available capacity. Without tools, obtaining and managing this data is a real challenge, especially for companies running multiple projects.
It enhances decision-making
Comprehensive insights and analytics provided by team capacity planning tools facilitate making informed decisions regarding resource allocation, project prioritization, and workload management.
It increases productivity
Capacity planning software helps ensure that the right resources are available at the right time and aren’t overloaded. This helps maintain high productivity levels.
It contributes to cost optimization
Effective capacity planning eliminates the need for last-minute hiring or outsourcing, which minimizes extra expenditures.
Now that the key features and benefits of resource capacity planning tools are clear, let’s explore some tips on how to choose the right tool.
Read more: Resource Capacity Planning: What, Why, and How [2024]
How To Choose a Capacity Planning Tool?
Not all tools for capacity planning will be equally effective for your organization. So, let’s explore the key criteria you can rely on when choosing a capacity planning solution.
Understand your organization’s needs
This criteria refers to:
- The size of your organization and the number of projects it runs;
- The size and complexity of projects;
- The number of people involved in projects;
- The types of resources (people, equipment, facilities, etc.).
Also, this criteria takes into account the current state of your resource management processes and capacity planning in particular, and the problems you’re trying to address with the capacity planning tools in operations management.
Analyze features and capabilities
Check if the tool you’re considering has the following features essential for effective capacity planning :
- Demand forecasting,
- Visibility into resource-related data (including capacity data),
- Scenario analysis,
- Capacity utilization tracking,
- Reporting features.
Most workforce capacity planning tools offer comprehensive resource management features along with project, and/or portfolio management functionality. So, adopting one of the resource and capacity planning tools will allow for comprehensive management of project-related processes and resources.
Assess usability
It’s better to choose a user-friendly solution with an intuitive interface. In this case, it’ll be much easier for you and the project team to use it effectively and let it provide really actionable insights. Also, you can check whether capacity tools can be customized for the specific needs of your project environment. Finally, check whether the capacity planning software vendor provides customer support and training opportunities.
Check integration opportunities
You may need to integrate the capacity management tool with other software you’re using, e.g., a project management solution, human resource management system, calendars, productivity tools, etc. So, make sure the team capacity software you’re thinking of has integration opportunities. This will ensure more simple and effective resource capacity planning.
The analysis of these factors will allow you to choose a tool that will meet your organization’s needs, facilitate effective resource management and improve project outcomes.
With all this in mind, you can now review the 15 best capacity planning tools and the capabilities they offer.
15 Best Capacity Planning Tools
1. Epicflow
Epicflow is a versatile AI-powered multi-project resource management software and a great capacity tool. Its functionality is based on a unique approach that helps achieve resource efficiency across multiple projects and prevents bottlenecks, leading to a consistent workflow and successful project delivery. Epicflow simplifies complex multi-project management by offering comprehensive functionality, from setting the right priorities and assigning the right resources to making data-driven decisions.
Epicflow capacity planning solution serves companies running multiple complex projects with a shared resource pool operating in the following industries: aerospace and defense, automotive, telecommunications, software development, telecommunications, healthcare as well as government institutions.
Companies leveraging Epicflow as the best capacity planning software achieve the following benefits:
- Assign the right resources to the right projects and tasks;
- Increase employees’ productivity and prevent them from burnout;
- Maximize efficiency of limited resources;
- Timely identify and effectively resolve bottlenecks;
- Make informed management decisions;
- Gain visibility into all project and resource-related processes;
- Maintain a single source of truth for effective collaboration among all project participants, regardless of location;
- Reduce lead times and execute all their projects successfully.
Epicflow integrates with other project management software like Jira, MS Project, Oracle Primavera, human resource management systems, or provides custom integrations upon the client’s request. Integration makes it possible to take advantage of Epicflow’s advanced functionality without making fundamental changes in your familiar work environment.
Capacity Planning Capabilities
Keeping capacity data
Epicflow serves as a directory for resource-related data, including team members’ capacity, which simplifies resource allocation and capacity planning.
Forecasting capacity
Epicflow’s predictive capabilities help visualize team members’ future workload and capacity. Project managers can use these insights for capacity planning, assessing the feasibility of starting a new project, and spotting future bottlenecks.
Resource allocation
Epicflow helps assign resources to tasks based on their competences, availability, and capacity, which increases the efficiency of team members’ work and contributes to more accurate capacity planning for the future.
Workload management
Epicflow helps balance team members’ workloads with their available capacity by visualizing periods of excessive workload and capacity and providing tools to correct the situation.
Scenario analysis
Epicflow lets you perform what-if analysis to explore different scenarios and their impact on resource capacity. This feature helps resolve bottlenecks and make more effective management decisions on optimal resource allocation, risk management, hiring, adding new projects, etc.
Resource performance analysis
In Epicflow, you can analyze how resources’ output has changed over time in relation to their capacity. This helps you assess the efficiency of their work; you can also use these insights to plan future projects.
Capacity management in PPM
Epicflow’s AI functionality helps you resolve a capacity challenge when managing project portfolios: it prompts you how to reschedule the lower-priority projects to free capacity to complete the highest-priority ones.
Other Features
- Competence management
- Task and project prioritization
- Multi-project planning
- Flexible project scheduling
- Visualizing and resolving bottlenecks
- Progress and performance tracking from multiple perspectives
- Team collaboration
- Budget management
- Material resources management
- AI virtual assistant
- Reporting and analytics
2. Kantata
Kantata is specifically designed to help organizations integrate resource management, project management, financial management, business intelligence, and team collaboration into a single solution. The tool is tailored for professional services organizations (marketing, advertising, creative agencies, software, IT services, and management consulting sectors).
Capacity Planning Capabilities
Kantata’s resource forecasting helps determine future demand for resources, plan future projects, and prevent employees from overload.
Other Features
- Project management
- Resource management
- Team collaboration
- Financial management
- Business intelligence
3. Resource Guru
Resource Guru is a resource scheduling and management tool with an intuitive interface. It helps companies plan, allocate, and monitor the utilization of various types of resources — personnel, equipment, and meeting rooms. The solution serves agencies, consultants, IT teams, construction and engineering industries.
Capacity Planning Capabilities
Resource Guru provides a comprehensive view of team members’ current and future availability and capacity. It also shows undercapacity so that you can reassign work and avoid issues.
Other Features
- Resource scheduling
- Resource management
- Leave management
- Project scheduling
- Equipment management
- Timesheet
- Meeting room booking system
- Project forecasting reports
4. Saviom
Saviom is resource management and workforce planning software that helps companies optimize their resource allocation and utilization and enhance the project management process. The tool is widely used across various industries: IT, engineering, consulting, and construction, engineering and architecture, accounting audit and law companies.
Capacity Planning Capabilities
Saviom provides different capacity planning opportunities:
- Forecasting capacity and demand depending on role, team, location, etc.
- Detecting resource shortages;
- Developing capacity plans;
- Visibility into project and non-project demand.
Other Features
- Resource management
- Scheduling
- Business intelligence
- Talent management
- Real-time reporting and analytics
- Team collaboration
- Project portfolio management
5. Forecast
Forecast is a software solution that brings together resources, work, and financial management. It enhances project and resource management by simplifying the team members’ daily work, improving staffing decisions, and creating plans with regard to people’s capacity and availability. The solution is suitable for advertising and digital agencies, consultancies, software and technology teams.
Capacity Planning Capabilities
Forecast provides comprehensive visibility into employees’ capacity and lets you forecast resource demand based on the data from the CRM system.
Other Features
- Resource management
- Financial management
- Business intelligence and reporting
- Timesheets
- Integrated AI
6. Runn
Runn is a resource management solution that helps business organizations manage their project resources more effectively thanks to optimized resource planning and allocation. Its scheduling and forecasting capabilities let companies optimize their resource utilization and improve workflows. Runn serves IT and software teams, consulting companies, agencies, architecture and engineering organizations.
Capacity Planning Capabilities
Runn has the following capabilities facilitating capacity management:
- Managing time off and holidays;
- Overview of the entire resource pool with capacity data along with each employee’s details;
- Customization of people’s availability.
Other Features
- Resource scheduling
- Project forecasting
- Project planning
- Timesheets
- Reporting
7. Mosaic
Mosaic is a resource planning and management solution that facilitates optimum resource utilization and timely project delivery. It has AI-powered functionality for automation and forecasting. The tool is suitable for companies operating in the construction industry, architecture and engineering, consultancies, creative and web-design agencies, IT and software development teams.
Capacity Planning Capabilities
Mosaic uses Agile resource planning to let you manage team members’ capacity and effectively respond to changes in the business environment. The tool can compare upcoming resource demand with the current capacity and show when you need to hire.
Other Features
- Workforce intelligence
- Resource allocation
- Project planning
- Automation and forecasting
- Project financials control
8. Teamwork
Teamwork is a project management tool that facilitates project planning and execution as well as contributes to effective collaboration. It also has various resource management functionalities.
The solution is used by IT service companies, agencies, consultancies, architecture and engineering firms.
Capacity Planning Capabilities
Teamwork provides comprehensive visibility into team members’ capacity and availability. You can also track the time spent in relation to capacity to assess the efficiency of project work and take corrective actions if necessary. Long-term resource forecasting helps make better decisions when it comes to staffing future projects.
Other Features
- Product overview
- Time tracking
- Workload management
- Task management
- Collaboration
- Templates
9. Float
Float is a resource management solution that helps business organizations optimize project resource management and resource utilization. Its resource management capabilities facilitate assigning the right teams to the right projects at the right time. It also helps streamline project work and optimize project management costs.
Float is used by consultancies, software development teams as well as companies operating in manufacturing and education.
Capacity Planning Capabilities
Float has the following tools for capacity planning and management:
- You can view team members’ availability and schedule tasks accordingly;
- You can forecast resource demand and capacity to ensure that you have the right number of people available for future projects;
- Float provides real-time updates on resource availability;
- Float helps manage team members’ time off and holidays to optimize capacity planning.
Other Features
- Resource allocation
- Projects planning
- Scheduling
- Budget tracking and forecasting
- Timesheets
- Reporting
10. Parallax
Parallax is a resource management and capacity planning tool that helps professional services organizations improve their resource planning, management, and utilization. The solution uses four pillars for optimizing work at service companies: capacity planning, resource planning and management, achieving project financial goals, and using predictive insights.
Parallax serves software development companies, digital agencies, digital marketing firms, financial companies, and technology consultants.
Capacity Planning Capabilities
Parallax shows you your team’s capacity based on current and upcoming workloads. You can use scenario analysis to plan resources for upcoming projects and see what skills are most demanded. Capacity scenario planning lets you analyze various scenarios and see how upcoming projects align with your team’s capacity.
Other Features
- Resource planning & management
- Project financials
- Operations intelligence
- Timesheet
11. ClickTime
ClickTime is a time-tracking and resource management software intended for more effective management of project timelines, resources, and workflows as well as optimizing workforce productivity and overall project management processes.
ClickTime is suitable for consultancies, government organizations, architecture and engineering firms, IT and software development companies, marketing & advertising agencies, nonprofit organizations, universities and higher education institutions.
Capacity Planning Capabilities
ClickTime helps you identify your team’s capacity to be sure that an upcoming project will be staffed with the right people and helps distribute tasks evenly among the team members to prevent bottlenecks. It also shows who’s busy with what, and helps you understand when to hire more employees.
Other Features
- Time tracking
- Expense tracking
- Resource management
- Time off management
- Project management
- Reporting and business intelligence
12. Ganttic
Ganttic is a web-based resource planning and scheduling solution that helps businesses organizations efficiently manage their resources (including people, equipment, and facilities), improve collaboration, streamline work on projects, and achieve desired outcomes.
Ganttic serves companies of all sizes in every industry.
Capacity Planning Capabilities
- Ganttic helps you balance project demands with resource availability.
- Its resource-centric Gantt Charts provide a comprehensive overview of current and future capacity.
- Visual capacity heatmaps show employees’ current workload in real time.
- You can identify resources with available capacity and plan projects with regard to this data.
- Finally, Ganttic allows for creating and sharing capacity planning reports.
Other Features
- Resource scheduling
- Resource management
- Project portfolio management
- Project management
- Equipment scheduling
13. Scoro
Scoro is an all-in-one business management software intended for streamlining business operations, improving productivity, and managing projects, finances, and customer relationships in a single platform. Its resource management functionality helps optimize resource utilization, prevent bottlenecks, and increase profitability.
Scoro serves consultancies, architecture & engineering firms, agencies, software development and IT teams.
Capacity Planning Capabilities
Scoro lets you predict resource demand and compare it with available capacity. You can view team’s capacity with regard to assigned tasks, planned events, and time off. Use the data on people’s availability to plan their daily and weekly workloads as well as take on new projects. This will allow you to avoid bottlenecks and optimize resource utilization.
Other Features
- Project management
- Resource planning
- Reporting and dashboard
- Collaboration
- Sales and CRM
- Time tracking
- Invoicing
- Cost management
14. Kelloo
Kelloo is a project portfolio and resource management tool. Its comprehensive features help business organizations plan and manage their resources and projects in the portfolio more effectively by improving collaboration, data visibility, and ensuring resource efficiency.
What teams use Kelloo? IT and software development, product management teams, and PMO.
Capacity Planning Capabilities
Kelloo provides you with insight into your teams’ capacity to deliver required projects. You can forecast capacity of your resources to gain a full picture of the resource demand. Also, you can compare it with available resource capacity to identify gaps early on. To make capacity planning accurate, you can customize calendars and working time for each employee and include public holidays, vacations, sick leaves, etc.
Other Features
- Project and work planning
- Roadmaps
- Resource planning
- Project prioritization
- What-if scenario planning
- Reporting
15. Meisterplan
Meisterplan is a comprehensive project portfolio management and resource management software solution aiming to help companies plan, prioritize, and execute projects in their portfolios efficiently. It also assists in aligning projects with business goals, optimizing resource allocation and utilization, and ensuring successful project implementation.
Meisterplan is used by product development teams, for corporate IT and capital projects, customer solutions delivery, and business transformation initiatives.
Capacity Planning Capabilities
Meisterplan provides realistic capacity planning which facilitates a balanced workload and smooth workflow. The tool provides capacity reports with a comprehensive view of the project team’s capacity so that you can make further planning and allocations without overloading people. You can also plan capacity for certain roles, which helps manage resources across cross-functional projects.
Other Features
- Project portfolio management
- Resource management
- Dashboards
- Financial management
- Reporting
FAQs
1. What is a capacity planning tool?
A capacity planning tool is a solution that helps organizations manage and allocate their resources more effectively. Capacity planning solutions predict future resource demand so that an organization can make sure that the right resources will be available at the right time, and both current and future projects will be staffed with the required people.
2. What are the benefits of capacity planning software?
Capacity planning software enhances the efficiency of resource planning and management in business organizations. In particular, it improves the forecasting process, optimizes resource utilization, increases people’s productivity, and facilitates cost optimization.
3. What key features to look for in capacity planning software?
Forecasting resource demand, visibility into available capacity, scenario analysis, capacity utilization tracking, reporting and analytics, and integrations.
4. What is the best tool for capacity planning?
The best tool for capacity planning is the one that has all required functionality, is user-friendly, has optimal pricing options. Pay your attention to Epicflow – an innovative resource capacity planning solution that helps manage projects, tasks, resources, and time – everything in a single platform for excellent project outcomes.
5. What are the three types of capacity planning?
There are three types of capacity planning:
- Workforce capacity planning focused on human resources;
- Production capacity planning focused on production facilities;
- Tool capacity planning focused on tools like hardware, software, machinery, vehicles, etc.
