The Best Resource Management Software in 2025

Finding the right resource management software in 2025 is no longer just about keeping track of who is available. The best tools today help businesses plan with foresight, allocate talent strategically, and deliver projects with greater efficiency while reducing stress on their people. With hundreds of options to choose from, knowing which platforms truly stand out can be overwhelming.

That is why we have reviewed the leading solutions and narrowed them down to seven of the best. Whether you are running a fast-growing agency, a creative studio, or a global enterprise, there is a platform here that will help you manage resources more intelligently and sustainably.

Why Resource Management Matters for Every Organisation

At its core, every business relies on its people. Without careful planning, workloads can quickly become unbalanced. Some employees end up overloaded while others are underutilised. The result is missed deadlines, lower-quality output, and in many cases, employee burnout.

Good resource management does more than improve efficiency. It supports employee wellbeing by ensuring projects are delivered on realistic timelines and workloads are distributed fairly. This not only increases morale and engagement but also reduces staff turnover, which is one of the biggest costs to any organisation.

By using dedicated software, businesses gain visibility into capacity, skills, and project demands. They can adapt faster, allocate talent more strategically, and plan with confidence. Some tools even incorporate advanced talent management features that make it easier to match people to projects in ways that improve both performance and career satisfaction.

With that in mind, here are our top seven resource management platforms for 2025. Each has been chosen to suit different types of organisations, from small teams to global enterprises.

1. Retain – The Gold Standard for Large and Enterprise Teams

Founded in 1992, Retain leads our list as the top choice for organisations that see resource planning as a strategic driver of success. Unlike lighter tools, Retain does not just look at availability. It also accounts for capability. This means decisions are not only about who is free but also about who is best suited. That distinction is crucial in complex, multi-entity environments.

Why choose Retain

• Skills-aware planning at scale, with libraries and taxonomies that enable capability-based staffing across large portfolios.
  
• Credible forecasting that produces reliable capacity, utilisation, and portfolio rollups leadership teams can trust.
  
• Enterprise governance with granular permissions and audit trails ideal for regulated industries.
  
• Strong integrations with ERP, HRIS, CRM, and practice management systems to reduce duplicate work.

• New Retain “Skills” Feature. A new development that allows organisations not just to assess who’s available but who’s the best fit. For example, need someone who talks a certain language or someone with 4 years of experience in a specific niche, as long as you have the team member, Retain will recommend them specifically for your project.
  

Best for
 Large enterprises and professional services organisations with more than 100 seats that need skills-based staffing, accurate forecasting, and strong governance.

Not right for
 Smaller teams that do not require advanced capacity planning features. There are simpler and cheaper tools available for lightweight scheduling. Retain remains the gold standard resource management solution.

Visit: Retain Resource Management & Planning Software

2. Dayshape

Launched in 2013, Dayshape is built with consulting and accounting firms in mind. Its AI-driven scheduling helps managers balance utilisation, assign people to the right projects, and model scenarios before committing to a plan.

Why choose Dayshape

• AI-powered allocation and optimisation.
  
• Scenario planning to test different options.
  
• A product roadmap designed specifically for professional services.
  

Best for
Small-mid services firms that want to automate scheduling and reduce manual planning.

Falls short
Less flexible for diversified portfolios or complex multi-entity finance structures without extra configuration.

3. Resource Guru

Since 2012, Resource Guru has been popular among small to mid-sized teams moving away from spreadsheets. Its strength is speed and clarity, with a drag-and-drop planner that covers people, rooms, and equipment.

Why choose Resource Guru

• Intuitive scheduling with minimal setup.
  
• Lightweight reporting to track availability and utilisation.
  
• Affordable and accessible for smaller teams.

Best for
Agencies and internal teams needing straightforward scheduling without heavy administration.

Falls short

Limited forecasting and skills-based planning. It is not ideal for long-range capacity modelling.

4. Float

Founded in 2011, Float is designed for teams who already live inside tools like Asana or Jira. By syncing directly with task systems, Float gives managers a live, visual view of capacity without constant manual updates.

Why choose Float

• Strong integrations with popular task and calendar tools.
  
• Clear capacity views that help avoid over-allocation.
  
• Proven adoption across creative and product teams.
  

Best for
Agencies, studios, and product teams that want scheduling tied closely to existing workflows.

Falls short
Reporting and forecasting are lighter than enterprise tools. Executive-level analytics often require exports.

5. Teamwork

Founded in 2007, Teamwork is an all-in-one platform combining project management, time tracking, invoicing, and basic resource planning. For SMEs that prefer fewer tools, it is a practical choice.

Why choose Teamwork

• Integrated project, time, and workload planning.
  
• Practical for SMEs that need delivery and billing in one place.
  
• Easier adoption compared to specialist PSA tools.
  
  

Best for
Small to mid-sized companies that want both project execution and resource planning in a single platform.

Falls short
Lacks the depth of specialist resource tools for skills-based staffing and forecasting.

6. Kantata

Formed in 2022 from the merger of Mavenlink and Kimble, Kantata is aimed at professional services businesses that want pipeline-to-project visibility and Salesforce-native functionality.

Why choose Kantata

• An integrated PSA cloud with resourcing, financials, and analytics.
  
• Strong Salesforce alignment for CRM-to-staffing workflows.
  
• An established reputation through its merged brands.
  
  

Best for
Professional services firms deeply embedded in Salesforce that need robust engagement financials and utilisation tracking.

Falls short
Implementation can be complex, and the fit is weaker for non-Salesforce environments.

7. Runn

Founded in 2018, Runn combines visual planning with forward-looking insights. It is designed for scale-ups that want more than spreadsheets but do not need enterprise PSA complexity.

Why choose Runn

• Real-time visibility of capacity and workload.
  
• Forecasting for revenue, profit, and hiring needs.
  
• A simple learning curve that encourages adoption.
  

Best for
Growing teams wanting an approachable forecasting tool without heavy overhead.

Falls short
Governance and skills management are limited compared to enterprise-grade platforms.

Final Thoughts

Choosing the best resource management software really depends on your organisation’s size, structure, and priorities. Smaller teams may value speed and simplicity, while enterprises require skills-based staffing, governance, and trustworthy forecasts, platforms like Teamwork is probably the best and most cost effective solution.

For larger, more complex organisations, Retain stands out as the most complete and best-rounded tool. It not only helps businesses match people to projects more intelligently but also ensures that planning decisions directly improve delivery, utilisation, and margins. For SMEs and growing teams, the other tools on this list offer flexible and practical alternatives.

Whichever option you decide is the best fit for your organisation, investing in resource management software is ultimately about more than just scheduling. It is about creating a healthier, more efficient workplace where people can do their best work, and that benefits everyone. Something often overlooked is the positive effect of well managed projects mean happier staff that do not feel over worked and undervalued. That’s invaluable.