5 Best Project Scheduling Software

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Robust scheduling is a non-negotiable feature when selecting project management software. But sometimes the team needs more. A dedicated scheduling tool focuses on attaching dates and times to project milestones, then keeping all parties synced on what’s due to whom and when.

Our 5 picks for the best project scheduling software are:

  • Connecteam is the best all-in-one scheduling app
  • Hubplanner is best for managing complex schedules and resources
  • Asana is best for visualizing complex tasks and dependencies
  • Google is best for easy, intuitive online scheduling
  • Hubspot is best for marketing campaign scheduling

Featured Partners

Our Picks

Connecteam logo.

Best All-In-One Scheduling App

Connecteam is a robust, all-encompassing project scheduling platform designed specifically for mobile teams, emphasizing non-office workers. It facilitates seamless task delegation, real-time monitoring, and effective team communication, guaranteeing that everyone remains informed and coordinated. 

Distinctive features include an intuitive schedule constructor, effective shift planning tools, GPS status reports, and even time-logging capabilities. Its unique ‘chat’ function allows for prompt discussions and clarifications, ensuring fluid team communication. Connecteam’s scheduling and team management features position this tool as an excellent option for businesses aiming to centralize their project management tasks.

Connecteam scheduling app.
Connecteam scheduling app.

Key Features

  • Intuitive Schedule Builder: The schedule builder is impressively intuitive and adaptable, enabling managers to effortlessly create and modify shifts, assign duties, and monitor the advancement of projects. This capability minimizes the time devoted to manual scheduling and bolsters productivity by ensuring everyone is aware of their assignments and due dates
  • Shift Planning Functionality: This functionality simplifies the process of shift planning and coordinating them with project schedules, thereby decreasing the chances of overlooking deadlines or scheduling conflicts. Unlike numerous other platforms, it also accommodates shift exchanges, which could notably boost adaptability and employee contentment.
  • GPS Status Updates: Connecteam’s integrated GPS monitoring functionality provides managers with instantaneous insights into field activities, a critical feature for companies with remote or on-the-move teams. This capability offers a degree of supervision often missing in other project scheduling platforms, aiding in promoting responsibility and productivity.
  • Time Clock Capabilities: The in-app clock-in/clock-out feature not only maintains an accurate log of work hours but also harmonizes seamlessly with the scheduling functionalities. This is particularly beneficial for organizations employing hourly staff, guaranteeing precise payroll calculations as well as monitoring project time distribution.
  • Chat Functionality: The integrated chat function bolsters team communication, promoting collaborative efforts and issue resolution. Unlike many competitors that necessitate a distinct communication tool, this built-in feature enables immediate, context-relevant dialogues, minimizes misunderstandings, and bolsters project implementation.

Pros

  • All-in-one platform solution
  • User-friendly interface
  • Great for remote and field teams
  • In-app communication and collaboration
  • Flexible pricing plan

Cons

  • Limited advanced features
  • Dependent on internet connection
  • No desktop app
  • Limitations for customizations
  • Limited integration with other tools

Pricing

Connecteam’s Operations Hub employs a tiered pricing structure, each offering a unique set of features targeted at enhancing operational productivity. The Small Business and Basic plans provide access to essential task and time management functionalities. In contrast, the advanced plans offer an expanded suite of tools, including asset management, comprehensive analytics, and API access for seamless integration. The Advanced and Expert plans provide premium customer support and assistance during onboarding. The pricing of each plan scales with the number of users, offering flexibility for businesses across various sizes.

Small BusinessBasicAdvancedExpert
Annual Cost = $0

For up to 10 users

• Free for life!
• Full access to all hubs and features
• Everything a small business needs to • manage employees
Annual Cost = $29/month x 12

For first 30 users, then $.50/month/user extra

• Filter dates for more than 30 days
• Time tracking includes all report types,
• GPS, and unlimited jobs
• Payroll software integration
• Shift info (location, notes, media & files)Claiming Open Shifts
• Users can add images to a form
• Past-due Tasks Quick View
• Save Task As a Draft
Annual Cost = $49/month x 12
For first 30 users, then $1.50/month/user extra

Basic plan, plus:

• Smart Groups and admin permissions
• Geofence for the Time Clock
• Recurring shifts and templates for the Schedule​​
• Advanced filtering & bulk actions
• Lock days in timesheets
• Kiosk only clock in and out
• Auto Clock Out
• Recurring Tasks
Annual Cost = $99/month x 12
For first 30 users, then $3/month/user extra

Advanced plan, plus:

• Users can view & edit personal profile
• In-app links (shortcuts)
• Multi-branch / location management
• Live GPS tracking (breadcrumbs)
• Process automation
• Conflicts & custom limitations
• New device login alert

Why We Picked Connecteam

Connecteam merits strong consideration as a project scheduling solution, especially for groups seeking a comprehensive tool. It combines an array of functions –- including schedule management, real-time tracking, task distribution, and internal communication –- into one platform, thereby enhancing efficiency and fostering team cohesion. 

Its focus on mobile access is particularly beneficial for teams on the move, allowing real-time updates to schedules and tasks, which ultimately boosts project transparency. Its capacity for personalization is a standout feature, enabling businesses to adapt the tool to their specific project scheduling requirements. Extensive research and user testimonials confirm Connecteam as a highly efficient and effective tool for project scheduling.

asana logo.

Best Visuals for Tasks and Dependencies

Asana provides a variety of features to help you manage your projects. You can duplicate, move, export, import, and archive projects. You can also designate project owners and members and set notifications to allow communication to run smoothly. You can even grant “project permission” for others to view a project even if they’re not working on it. Asana provides a general overview of your project, including the timeline, project tasks, dependencies, and assigned team members.


Read more about Asana in our complete review.


Scalability in Asana’s Timeline view allows users to drill down to the most important phases and deliverables of any given project.
Scalability in Asana’s Timeline view allows users to drill down to the most important phases and deliverables of any given project.

Key Features

  • Multiple Project Views: Asana provides various ways to present your projects, such as List, Calendar, Kanban, and Timeline views. These options give you the flexibility to display your tasks in the manner that suits you best.
  • Dependencies: Asana enables you to establish task dependencies, illustrating which tasks must be finished before others can begin. This feature is fundamental in preventing project holdups and guaranteeing a fluid project progression.
  • Streamlined Work Requests: Asana enhances work requests by providing a streamlined process for submitting and monitoring requests from your team.
  • Custom Fields: The custom fields offered by Asana allow your team to focus on what is of utmost importance. This excellent feature provides customization and adaptability that surpasses many competitors, ensuring that Asana can be tailored to meet your specific project requirements.
  • Automation: Asana comes with automation capabilities, helping you conserve time and minimize errors by automating routine tasks.

Pros

  • Visual project planning
  • Task dependencies
  • Customizable views
  • Automations
  • Ease of use

Cons

  • Limited advanced reporting
  • Pricing structure
  • Limited offline functionality
  • No way to track across many projects with similar due dates

Why We Picked Asana

Asana stands as a great choice for project scheduling due to its array of flexible, customizable, and collaborative scheduling tools that aid project managers in maintaining organization and adherence to project timelines. This flexibility is particularly useful for small teams aiming to boost productivity, maintain order, and collaborate effectively, regardless of location. 

I found Asana’s UX to be neat and free from unnecessary distractions, promoting concentration on work and steering clear of the typically cluttered appearance of feature-rich project management tools.

Hub Planner Logo

Best for Managing Complex Schedules and Resources

Hub Planner emphasizes resource scheduling, project planning, timesheets, reporting, and analytics. The resource scheduling module features an interactive drag-and-drop personnel scheduling grid for quickly adjusting project timelines. Hub Planner also features a dynamic resource request feature so teams can request specific resources and skills required for a project.

Hub Planner resource planning.
Hub Planner resource planning

Key Features

  • Interactive Scheduling Grid: Hub Planner offers an interactive scheduling grid with a drag-and-drop feature that makes planning both intuitive and visual. This functionality enables easy modifications and adaptability to project timelines, possibly delivering a more user-friendly and adaptable planning experience than certain other tools.
  • Resource Request Feature: With its dynamic resource request function, Hub Planner allows team leads to specify the resources and skills a project requires. This feature distinguishes itself by ensuring a more precise and effective allocation of resources, facilitating superior project management and optimization compared to software lacking this feature.
  • Heatmap Tool: The heatmap tool delivers a visual interpretation of resource deployment, helping managers quickly spot resources that are either over or under-utilized.
  • Time Tracking: Time tracking is a standout feature in Hub Planner, providing intricate insights into project progress and resource utilization. This becomes crucial as it allows for accurate project costing and employee performance evaluation, potentially offering more detailed project insights than its competitors.
  • Reporting and Analytics: Hub Planner equips users with a report builder capable of producing exhaustive resource and project reports. Users can cross-examine data within the system to create meaningful reports for their organization.

Pros

  • Effective resource management
  • Flexible scheduling
  • Time tracking capabilities
  • Easy to use
  • Scalable pricing plans

Cons

  • Limited advanced features
  • Limited customizability
  • Less than stellar customer support
  • Small bugs reported

Why We Picked Hub Planner

If you’re dealing with intricate schedules and resource management, Hub Planner is a commendable project scheduling tool to explore. It features an easy-to-use interface and an interactive scheduling grid, enabling quick adjustments to project timelines and efficient task administration. Its unique resource request feature was our favorite, allowing you to assign the right resources and skills to each project facet, boosting overall productivity.

The heatmap tool provides a holistic view of resource allocation, helping to promptly spot resources that are over- or underused. This can drastically streamline the management of complex schedules and circumvent potential project roadblocks. Its integrated time tracking tool contributes to the transparency of work hours spent, aiding precise project costing and performance evaluation.

Although there might be a learning curve for newcomers to fully understand its features, the flexibility and effective resource management offered by Hub Planner make it a must-see option to consider when scheduling your teams and tasks.

google calendar logo.

Best for Shareable Online Scheduling

Google Calendar is an online calendar tool that excels in promoting organization and team collaboration, despite not having the extensive features of specialized project scheduling software. Noteworthy features encompass distinct calendar creation for diverse projects or teams, the option to share calendars, and the setup of alerts for imminent events or deadlines. It introduces intelligent scheduling through the Suggested Times feature, which pinpoints optimal meeting times based on participants’ schedules. Further features like Out of Office and Working Hours also aid in establishing a well-balanced work routine. Google Calendar, being user-friendly and accessible from anywhere with internet connectivity, ensures seamless project scheduling.

Google Calendar showing multiple schedules in a five-day week view.
Google Calendar showing multiple schedules in a five-day week view

Key Features

  • Integration with Google Suite: The seamless integration of Google Calendar with other Google services such as Gmail, Google Meet, and Google Tasks presents a significant advantage for users already embedded in these platforms. This interoperability fosters a streamlined workflow, negating the need for supplementary scheduling and coordination tools, thus simplifying project management tasks.
  • Sharing and Permissions: Google Calendar allows sharing calendars amongst your team and establishing designated access levels. This feature promotes cohesive team alignment and grants adaptability in controlling access to project timetables.
  • Suggested Times and Find a Time: Leveraging the “Suggested Times” and “Find a Time” features, Google Calendar intelligently pinpoints and proposes optimal meeting slots considering the accessibility of all participants. This automation simplifies the process of meeting scheduling, enhancing efficiency, and reducing the likelihood of errors.
  • Notifications and Reminders: Google Calendar guarantees no key meetings or tasks fall through the cracks by providing notifications and reminders for imminent events. A notable advantage over some scheduling alternatives is the customizability of these reminders to suit individual preferences – they can be through pop-up alerts or emails.
  • Out of Office and Working Hours: The features “Out of Office” and “Working Hours” let users define their available times, encouraging a healthier work-life equilibrium and eliminating scheduling clashes. These features come in handy particularly for remote teams or those spread across different time zones, where working hours can greatly vary.

Pros

  • Free for individual users and included in Google Workspace for businesses
  • Time zone support
  • Accessibility
  • Collaboration features
  • Integration with Google Suite

Cons

  • Integration with Google Suite
  • Reported syncing issues between cloud and desktop/laptop scheduling/calendar apps.
  • Potential privacy concerns with Google’s overall security posture vs. an on-premises solution.
  • Reliance on Google ecosystem
  • Limited advanced features

Why We Picked Google Calendar

Google Calendar excels due to its approachability and user-friendly design, making it particularly advantageous for teams already embedded in the Google ecosystem. Its intuitive design simplifies scheduling and fosters collaboration, with little to no learning curve. We like this one due to its simplicity and recognized brand that so many people use on a daily basis for email and other digital services.

One of Google Calendar’s standout attributes is its uncomplicated sharing ability, positioning itself as an excellent solution for teams that require efficient, transparent schedule coordination. Its integration with other Google Workspace applications offers a harmonious workflow environment, facilitating smooth transitions between scheduling, communication, document handling, and various other tasks—an integration few competitors can rival.

HubSpot logo.

Best for Scalability

Primarily recognized for its robust customer relationship management platform, HubSpot extends its services to include project scheduling features found within its Sales and Marketing Hubs. These features enable users to manage tasks, establish deadlines, and set reminders tied to specific clients, leads, or projects, promoting a cohesive approach to project management

HubSpot’s scheduling attributes excel in orchestrating client-facing activities. Its meeting scheduler lets clients directly book time into a user’s calendar, effectively reducing unnecessary back-and-forth communication. Complemented by integrated email tracking, notification features, and detailed reporting, HubSpot ensures you can easily monitor ongoing projects.

HubSpot calendar showing deliverables grouped by campaign.
HubSpot calendar showing deliverables grouped by campaign.

Key Features

  • Task Management: HubSpot lets users formulate, delegate, and monitor tasks, providing clear visibility of responsibilities and deadlines for all team members. Such a structured organization is vital for sustaining a seamless workflow. HubSpot further elevates this efficiency by integrating these functionalities with its CRM along with the sales and marketing modules, leading to a more cohesive workflow management system.
  • Meeting Scheduler: HubSpot’s Meeting Scheduler tool truly sets itself apart. This feature facilitates direct booking from external stakeholders, including clients or partners, into the user’s calendar, eliminating the typical to-and-fro and thus enhancing the process efficiency. This proves particularly beneficial in sales and customer service, where seamless communication is key.
  • Integrated Email Tracking: Integrated email tracking in HubSpot, coupled with its scheduling features, allows users to monitor client correspondences in tandem with project tasks. This synergistic integration presents a significant edge over many project scheduling tools by delivering a more comprehensive perspective on client interactions and the progression of projects.
  • Automation Features: HubSpot has impressive automation features that permeate its scheduling functionalities, facilitating automatic generation of tasks based on specific triggers or conditions. This automation conserves time and mitigates manual input, enabling team members to focus more on the strategic facets of project management.
  • Reporting and Dashboards: The reporting capabilities of HubSpot enable teams to generate comprehensive reports for task completion, project status, and team productivity. These insights help in managing project timelines and enhancing team efficiency, offering a more detailed analysis compared to numerous project scheduling tools.

Pros

  • Client-facing scheduling
  • Email tracking
  • Automation
  • Reporting and analytics
  • Integrated CRM for tracking both work activities and project tasks

Cons

  • Lack of Gantt charts or critical paths
  • CRM-level learning curve
  • Higher per user cost than other options
  • More basic project scheduling features

Pricing

HubSpot is a CRM so we chose the Operations Hub for this pricing review. Ranging from the Free and Starter plans to the more sophisticated Professional and Enterprise tiers, each level provides an ascending array of features. The Free plan gives access to fundamental task management features, and the Starter tier brings added sales and marketing tools into play. The Professional and Enterprise tiers step it up with advanced project scheduling features like automation and comprehensive reporting.

StarterProfessionalEnterprise
Annual Cost = $216

Includes up to 1000 contacts

• Historical sync
• Data sync
• Default field mappings
• Email health reporting
• Email reply tracking
Annual Cost = $8,640

Includes up to 2000 contacts. Starter plus:

• Data health trends
• Programmable automation
• Bulk duplicate management
• AI-powered data formatting recommendations
• Data quality command center
• Scheduled workflow triggers
Annual Cost = $24,000

Includes up to 10k contacts. Professional plus:

• Advanced permissions
• Custom objects
• Advanced data calculations and prep
• Datasets
• Sandboxes
• Snowflake data share

Why We Picked HubSpot

HubSpot makes the list as a compelling option for project scheduling, especially for businesses seeking a comprehensive platform for project management, sales, and marketing. The Meeting Scheduler tool in HubSpot sets it apart, facilitating effortless coordination with external collaborators and significantly minimizing the time dedicated to scheduling appointments.

Moreover, the platform’s automation features simplify task management, reducing the team’s manual efforts and minimizing errors. The integrated email tracking delivers a comprehensive overview of client interactions, leading to more cohesive project management. On top of that, robust reporting and analytics provide real-time project updates, supporting informed strategic decisions.

While HubSpot may not offer the granular control found in some specialized project management tools, its combined strengths in CRM and scheduling provide a potent solution for businesses looking to streamline operations and unify their teams. Its scalable pricing structure also makes it a viable choice for businesses of varying sizes, ranging from startups to large enterprises.

Methodology

My in-depth analysis started with 20 distinct software providers. I evaluated each option’s main project scheduling features, along with including task management and resource allocation. We compared their key features, pricing strategies, strengths and weaknesses, and any standout abilities that distinguish them in the sea of options. , culminating in a curated list of five frontrunners. 

We also closely monitored pertinent discussions among professional groups. Our process involved viewing product demos, reading blog posts, conversing with active project schedulers for their take, and leveraging existing knowledge and experience with these project scheduling tools.


Read More: Top 10 Project Management Software

Pricing Comparison   

Our PickBest ForPricing Starts At:
Connecteam logo.
Visit Connecteam
Best all-in-one scheduling appFree to try • $29/user/month

See details
Asana logo.
Visit Asana
Best visuals for tasks and dependenciesFree plan available • $10.99/user/month

See details
Hub Planner logo.
Visit Hubplanner
Best for managing complex schedules and resourcesPlug & Play = $7/user/monthPremium = $18/user/monthBusiness Leader = contact sales

See details
Google Calendar logo.
Visit Google Calendar in Google Workspace
Best for shareable online schedulingBusiness Starter = $6/user/monthBusiness Standard = $12/user/monthBusiness Plus = $18/user/monthEnterprise = contact sales

See details
HubSpot logo.
Visit HubSpot
Best for marketing  campaign schedulingOperations Starter = $216/annualProfessional= $8,640/annualEnterprise = $24k/annual

See details

Consider these key features when shopping for project scheduling software:

Task Assignment and Tracking: This functionality enables users to distribute tasks, monitor their progress, and ensure no task is neglected. Efficient task management is crucial to maintaining productivity and ensuring on-time project completion in successful project scheduling.

Resource Allocation: This feature is specifically designed for project managers and their teams to effectively schedule resources.

Visual Calendar/ Gantt Chart: These graphical scheduling aids offer an inclusive view of project timelines, interdependencies, and deadlines. Having a clear visual summary assists in comprehending the project’s trajectory and can help identify potential challenges early.

Customization: The software is adaptable and scalable to meet the needs of team-based businesses of all sizes and diverse industry-specific requirements.

Ease of use: The software is straightforward to use, featuring an intuitive interface that simplifies navigation and event management.

App Integration: The software offers integration with other applications, facilitating easy connectivity with your preferred tools.

Accessibility: The software allows access from any location with an internet connection and is compatible with most devices.

Enhanced Project Transparency: Project scheduling tools provide a lucid picture of tasks, their interconnections, and their ongoing status. This helps team members comprehend the project’s progression, deadlines, and their responsibilities in meeting project objectives. Such heightened transparency encourages accountability and ensures everyone is aligned.

Effective Resource Allocation: A noteworthy advantage of project scheduling software is the capacity to monitor and manage resources. Understanding your team’s potential and availability enables effective task assignments, avoiding burnout or underemployment of team members. This results in evenly distributed workloads, improved productivity, and overall successful project execution.

Savings in Time and Expense: With a well-structured project timeline, teams can optimize their tasks and diminish the project completion time. The software also aids in spotting hurdles or delays that could cause cost escalation, empowering you to rectify issues promptly. By bolstering efficiency and minimizing waste, project scheduling tools significantly save time and expenses.

Enhanced Communication and Teamwork: Project scheduling tools often incorporate collaborative functionalities that boost communication amongst team members. Instant updates, feedback, and notifications ensure everyone stays updated about project modifications, encouraging improved teamwork. This is vital to avoid misunderstandings and resolve challenges swiftly.

Risk Mitigation: Project scheduling tools can spot potential risks or setbacks in your project timeline, like task dependencies or concurrent schedules. Identifying these risks early on allows teams to devise contingency plans and minimize the risk of project postponements. This forward-thinking approach to risk management heightens the chances of project success.

What specific features does this software have for project scheduling? 

Look for features that facilitate task management, timeline creation, and resource allocation. Advanced features like Gantt charts, project templates, and real-time collaboration can also be useful, depending on your needs.

Is this software scalable as my team or project complexity grows? 

It’s important to find a tool that can handle an increase in team size or project complexity. Some software offers more advanced features or user capacity at higher pricing tiers, so consider your future growth plans when choosing a tool.

How user-friendly is the interface and what support is available for onboarding and troubleshooting? 

You want a tool that’s easy to learn and use, to minimize disruption to your team’s workflow. Check if the vendor offers comprehensive onboarding and technical support to help you get the most out of the software.

How secure is this platform and what measures are taken to protect project data? 

Your project data is valuable and often confidential, so ask about the vendor’s security protocols. Look for features like data encryption, secure access controls, and compliance with relevant data protection regulations.

What integration capabilities does the software have? 

The ability to integrate with other tools you use (like email, file storage, or other project management tools) can significantly improve workflow efficiency. Check if the software supports integrations that are relevant to your team.

When choosing project scheduling software, it’s important to consider factors such as the software’s features, customization options, and ease of use. Be sure to touch on all of the following suggestions before making a final choice that best fits your business and needs.

Assess your specific needs. A tool’s ability to satisfy the unique demands of your team is vital when choosing project scheduling software. If your team needs a visually-appealing representation of tasks and their dependencies, Asana stands out for its strong visual elements and multiple views. For teams managing complex schedules and resources, Hub Planner’s comprehensive scheduling and resource management features may make it the best fit.

Consider the software’s ease of use and scalability. User-friendliness is essential to guarantee quick adoption by your team. You want a tool that can accommodate your team as it grows or takes on more complex projects. For scalability, consider HubSpot to grow with your team. If your team frequently shares schedules online, Google Calendar is a go-to tool.

Think about integration and all-in-one solutions. The ability of the software to seamlessly integrate with your existing systems and workflows can greatly enhance productivity. If you prefer an all-in-one solution for communication, task scheduling, and operations management, Connecteam offers a robust set of features in a single app.

Check the free trial. Every company will be trying to convince you that their solution is the best and will turn your thinking about work planning upside down. The truth is, however, that until you test it yourself, you won’t know for sure. Companies confident in the quality of their service will not be afraid to offer you a free trial period.

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