18 Project Scheduling Software Picks for 2023

Recently, I’ve been fully immersed in project scheduling software. Beyond the initial complexity, I’ve come to understand that there’s a method to the madness of project scheduling software.

Choosing the right project management software is a critical decision, as research suggests that opting for the wrong tool could result in a staggering 9.9% loss for every dollar spent due to subpar project performance. But how do you find the right project scheduling software that fits your project needs?

The right project scheduling software should offer a method to manage the intricate web of tasks, activities, and timelines that make up a project. In turn, this should enable project managers to allocate resources efficiently, set milestones, and establish dependencies between tasks.

Top 18 Project Scheduling Software Tools

That’s why I’ve decided to break down and simplify these tools for those just starting with them. In this article, I’ll tell you what you must know before choosing the right project scheduling software and give you an overview of the top 18 project scheduling software tools, spanning from lesser-known to well-established project management tools.

Let’s get started.

Key factors in choosing project scheduling software

Truth be told, there’s no universal solution that suits every project’s unique needs. Instead, the more pertinent question is, “What is the best project scheduling tool for my specific project?” 

As someone who has navigated various project management software options for many projects, I’ve learned that different applications excel in addressing specific project requirements.  

However, there are some fundamental features that any good project scheduling software should encompass. Below, you’ll find a checklist of these essential features to consider whenever you embark on the quest for new software. 

• Task Management: Keeps projects organized and on track.
• Sub-task Management: Breaks tasks into manageable parts for better oversight.
• Task Dependencies: Defines the order and relationships of tasks in a project.
• Team Management: Ensures coordination and efficiency among team members.
• Portfolio Management: Helps balance and prioritize multiple projects.
• Time Tracking: Records hours spent on tasks for tracking and billing.
• Gantt Chart: Provides a visual timeline for project scheduling.
• Agile Features: Supports adaptable and collaborative project methodologies.
• Budget Tracking: Monitors project expenses to stay within budget.
• Custom Dashboards: Offers personalized project data display for quick access.
• Workload View: Assesses team members’ current workloads for better resource management.

If I were to compile a list of the top 18 project scheduling software options that align well with all of the points mentioned above, the following choices would make the cut:

1. Teamhood

Capterra score: 5/5 ⭐⭐⭐⭐⭐

Teamhood stands out as a robust Kanban-based software, making it a top choice for professionals in knowledge-intensive fields such as R&D, software development, client operations, digital marketing, engineering, and more. Its flexibility and user-friendliness distinguish Teamhood from other tools.

This adaptable approach receives consistent acclaim in public reviews of Teamhood’s project scheduling capabilities.

Here are some other benefits of using Teamhood you might want to know:

• Project Scheduling: Precise timeline management with the Gantt chart.
• Design Collaboration: Effortless design and construction collaboration on a Kanban board.
• Task and project management: with features like work item dependencies, Timeline, resource management, and time tracking
• Portfolio Management: Gain a comprehensive perspective of all your projects, aiding in improved planning and resource allocation.
• Visual Tracking: Utilize Kanban boards and Gantt charts to facilitate transparent project monitoring.
• Tailored Workflows: Create distinctive project processes to suit your needs.
• Seamless integration of these features into the Kanban board
• A comprehensive all-in-one solution for easy planning and work tracking

We suggest you give it a go, especially since there’s a free plan available, making it incredibly easy to get started.

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2. Asana

Capterra score: 4.5/5 ⭐⭐⭐⭐

Asana, a project management software, has garnered positive feedback from users for its role in simplifying project management tasks. It’s convenient, intuitive, and effective in enhancing project collaboration and organization.

Top features: Asana’s user-friendly interface makes it accessible to users of all levels of expertise. It excels in task scheduling, aiding in project planning and milestone tracking. It offers project division into stages, which is very straightforward.

Main drawbacks: There are certain limitations in Asana’s functionality. While generally reliable, Asana occasionally encounters occasional bugs or glitches. It also might take some time to familiarize with the graphical interface.

Asana users also noticed that the mobile app version of Asana could benefit from improvement compared to the desktop version. Lastly, Asana might only operate once the entire team adopts it. Having a team that is only partially integrated is more detrimental than not utilizing it at all.

Price: Free. Paid plans start from $13.50 per user/month.

3. Wrike

Capterra score: 4.3/5 ⭐⭐⭐⭐

Wrike is a versatile project scheduling software acknowledged for its ability to handle a wide array of project-related tasks. It enables you to efficiently handle tasks, establish work priorities, and track projects using user-friendly dashboards.

Top features: Wrike offers versatility, quick project setup, and robust task management features. The platform has sufficient Gantt chart creation, simplified task management, a file approval system, and customizable forms.

Main drawbacks: However, Wrike’s user interface is less intuitive, especially for newcomers. There are also concerns from Wrike users about overwhelming email notifications, hidden settings, and the need for improved integration with other software.

Price: Free. Paid plans start from $9.80 per user/month.

4. Trello

Capterra score: 4.5/5 ⭐⭐⭐⭐

Trello offers a versatile approach to task and project management, delivering a host of benefits for both individuals and teams. It has gained acclaim for its simplicity, adaptability, and visual organization of tasks and projects.

Top features: Trello distinguishes itself with its user-friendly interface, making it easy for users to organize and prioritize tasks using a visual board system. Its flexibility allows for various applications, from personal task management to team collaboration and project organization. Users especially appreciate features like checklists within cards and the ability to set deadlines for specific team members.

Main drawbacks: Trello needs help managing large or complex projects despite its strengths. Some users find it challenging to handle extensive projects effectively. Additionally, Trello’s basic features may not suffice for those requiring advanced functionalities such as resource management or task scheduling for complex projects.

Price: Free. Paid plans start from $5 per user/month.

5. Monday.com

Capterra score: 4.6/5 ⭐⭐⭐⭐

Monday.com is recognized for its automation and list views, which is why we’ve included it in this comparison. The software has been widely adopted in various industries because of its spreadsheet-like functionality and productivity-enhancing features.

Top features: It’s user-friendly and easy to use for team collaboration. Monday.com users liked its versatility, primarily because it streamlines project management tasks. Configuring Monday.com can be time-consuming due to its numerous options, although its flexibility is a plus.

Main drawbacks: Occasionally, syncing issues or platform glitches might disrupt your workflow, though this doesn’t happen often. It lacks the metrics and structure necessary for robust Kanban workflows. Plus, the pricing might be a bit steep if you have a small team.

Price: Free. Paid plans start from $45 per user/month.

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6. Teamwork

Capterra score: 4.5/5 ⭐⭐⭐⭐

Teamwork.com offers several valuable features for collaboration processes. It also offers effective collaboration features for content editing, commenting, and file attachments. Users value its ability to track time accurately and granularly.

Top features: One of the standout features of Teamwork.com is its capacity to track time within projects and tasks. Users especially appreciate the ability to log billable and non-billable time.

Main drawbacks: However, the tool falls short when it comes to information overload within the platform. For instance, generating graphs for every single aspect of a project might lead to micromanagement, overwhelming users with data that may only sometimes be necessary.

Another limitation of Teamwork.com is its focus primarily on project and task management. While it offers additional features like CRM, it may not function as an all-encompassing workspace software. It would be more versatile if it could serve as an everyday go-to platform for businesses, eliminating the need to integrate it with other software for specific functions.

Price: Free. Paid plans start from $8 per user/month.

7. NiftyPM

Capterra score: 4.7/5 ⭐⭐⭐⭐

Nifty is the premier project management application designed to maintain alignment among individuals, projects, and functions. It garnered attention from various users, and like any software, it has its share of strengths and weaknesses.

Top features: Nifty offers a plethora of options for free, which aids in project management. This is undoubtedly a positive aspect, especially for small businesses. The ability to switch between different task list views like Swimlane, kanban, and Calendar provides users with a versatile experience.

Additionally, the drag-and-drop feature in the calendar view makes task management intuitive and visual.

Main drawbacks: On the cons side, the private chat feature in Nifty is clunky and has fixed positioning on the screen, making it challenging to use. Time tracking seems to be a significant pain point. Besides that, some users described Nifty as tedious, indicating that the user interface might need simplification.

Price: Paid plans start at $5 per user per month

8. Google sheets

Capterra score: 4.7/5 ⭐⭐⭐⭐⭐

Google Sheets is an online spreadsheet creation tool that facilitates real-time spreadsheet creation, editing, and sharing across any PC, mobile device, or tablet. It was created to serve companies of varying sizes, providing a cloud-based document management system that enables real-time collaboration, sharing, editing, chatting, and commenting on multiple files.

Top features: You can navigate Google Sheets easily on your phone, making it convenient for on-the-go work. Sharing and editing in Google Sheets is effortless, allowing you and your collaborators to work together without hassle.

Main drawbacks: However, some formulas might be complicated to remember, requiring some learning as you use the tool. Occasionally, you experience data loss when multiple people work on a spreadsheet simultaneously, which can be frustrating.

Last but not least, if you run into issues, Google Sheets doesn’t offer much direct customer support. You might have to rely on online forums for help.

Price: Plans start from $10 per user/month.

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9. Hive

Capterra score: 4.5/5 ⭐⭐⭐⭐

Hive is a collaboration-oriented task-tracking tool. It offers an array of features, including flexible project layouts, native email integration, resource management, group messaging, and file sharing. Hive excels in managing sales orders, manufacturing processes, and quality inspections, making it a valuable choice for teams of all technical levels.

Top features: The app’s user-friendly interface supports collaboration with in-app review approval flows.

Main drawbacks: However, images on Hive may not load in chats, occasional chat glitches can disrupt communication, and notifications can get lost after being read. Email integration may not suit heavy email users.

Price: Business plans start at $12 per user/month.

10. SmartTask

Capterra score: 4.6/5 ⭐⭐⭐⭐⭐

SmartTask is a web-based productivity solution that simplifies workflow optimization for organizations. Custom Charts enable tailored visual representations, Custom Fields offer unique data capture, and Filtered Views provide efficient data slicing.

Top features: SmartTask offers efficient task management and streamlined project coordination. One of the key advantages of SmartTask is its all-encompassing approach to task management. The support team provides valuable insights into various use cases, which is especially beneficial for medium-sized teams.

Main drawbacks: However, updates to the interface and system seem infrequent, leaving users needing clarification about its future development. New users may find the user interface challenging to grasp initially, and there are occasional issues with the time-tracking feature when SmartTask is open in multiple windows, leading to potential log-out problems.

Price: Plans start from $8 per user/month.

11. Smartsheet

Capterra score: 4.5/5 ⭐⭐⭐⭐

Smartsheet, the online work execution platform, enables organizations to efficiently plan, track, automate, and report on their work. This platform offers various features that simplify project tracking, collaboration, and data collection.

Top features: Its user-friendly interface and customization options make it accessible to users of all technical backgrounds. Smartsheet excels in providing real-time progress visibility and simplifying project scheduling.

Main drawbacks: However, its segmented functionality divides features into different “apps,” each with an additional cost. This can lead to a fragmented user experience and extra expenses.

Price: Free for up to 5 users, then $10 per user/month.

12. Microsoft Project & Portfolio Management

Capterra score: 4.4/5 ⭐⭐⭐⭐

Microsoft Project & Portfolio Management (MPPM) is a solid choice for project management. This tool offers fundamental task visualization capabilities and assists in tracking progress. Its straightforward interface is user-friendly and ideal for small team collaboration or personal progress monitoring.

Top features: One of the standout features of MPPM is its capacity planning, which simplifies resource allocation, particularly in larger enterprises. It also excels in scheduling and planning through Gantt charts and effective dependency tracking, which aids project monitoring.

Main drawbacks: However, it can be inflexible when dealing with ad hoc or non-linear project trajectories, a common challenge financial industry professionals face. This rigidity can hinder adaptability in specific project scenarios.

Furthermore, MPPM requires a learning curve, especially for users new to project management software. Its complexity can be a barrier to entry, and proper training is essential for making the most of the tool’s capabilities.

Price: Plans start from $5 per user/month.

13. ProProfs Project

Capterra score: 4.7/5 ⭐⭐⭐⭐

ProProfs Project has gained recognition as a convenient online project management software. ProProfs Project is an easy-to-use project management software that allows managers to consolidate multiple projects in one central location for efficient organization.

Top features: One of them is an easy onboarding process. It also offers a customizable dashboard that is invaluable for generating project reports, aligning with JXL’s promise to simplify complex requirements. Users find it reliable for assigning and scheduling tasks and projects to their teams.

Main drawbacks: While the software performs admirably in keeping projects organized and efficient, it lacks advanced functionalities that could cater to more complex project management needs.

Price: Plans start from $3 per user/month.

14. Buildertrend

Capterra score: 4.5/5 ⭐⭐⭐⭐

Buildertrend is a comprehensive software solution tailored for the construction industry. Small businesses, like the ones with 50 or fewer employees, will find value in this platform, but it’s essential to note that some areas fall short.

Top features: The tool offers great scheduling features and task management capabilities. It provides a user-friendly interface that simplifies project tracking. Real-time updates and scheduling tools have proven to be game-changers, eliminating the need for constant check-ins and ensuring everyone is on the same page.

Main drawbacks: However, it presents limitations in the finance section. Some users have expressed frustration with the inability to generate cost reports that match the user-friendliness of the rest of the system.

Price: Plans start from $99 per month.

15. Superworks

Capterra score: 4.9/5 ⭐⭐⭐⭐⭐

Superworks is a versatile HR management solution that can be valuable to your organization. It combines HRMS, PMS, and Chat features in one place, making HR tasks more efficient.

Top features: The HRMS module is praised for its ability to provide in-depth staff information, enhancing management and tracking. The Payroll feature simplifies salary management, making it easy to handle pay scale data. Users find that Superworks offers excellent value for its cost, making it a cost-effective choice.

Main drawbacks: However, it’s worth noting that some users have mentioned minor issues, like Chat loading times and limitations in PMS for agile methodologies. The PMS module could benefit from expanding its functionalities to include tools like generating sprints and events

Price: Not provided

16. Reclaim.ai

Capterra score: 4.8/5 ⭐⭐⭐⭐⭐

Reclaim.ai, is an AI-driven scheduling application designed for hectic teams, helping you discover optimal timings for your tasks, routines, meetings, and downtime.

Top features: Its ability to streamline productivity and integrate with tools like Google Calendar. Another feature is automatically rescheduling unfinished tasks to the next day. Besides that, users like the tool for its flexibility in automatically adjusting schedules based on priorities and conflicts.

Main drawbacks: However, some users have reported occasional delays when using the Slack integration feature, which can be frustrating, especially in a fast-paced work environment. Additionally, customization options for the meeting links generated by Reclaim.ai are limited. Giving users the ability to personalize the appearance of these links, as suggested in the review, would add a touch of professionalism and user-friendliness to the app.

Price: Plans start from $8 per user/month.

17. Simplified

Capterra score: 4.7/5 ⭐⭐⭐⭐

Simplified, the digital toolkit for marketing, creation, collaboration, and scalability. The platform positions itself as a personal assistant, facilitating the prioritization, planning, and execution of tasks.

Top features: The tool offers an intuitive user interface that ensures quick adaptation for team members with varying technical expertise. Task management capabilities significantly enhance project management, enabling real-time updates and aligning the team.

Main drawbacks: While the platform provides quality service, it may require further development and enhancement to reach its full potential. The primary concern concerns the tool’s reliance on internet connectivity, which can be challenging for team members with unstable or slow connections. Other users highlight a glaring issue regarding credit problems. Additionally, users have expressed a desire for more flexible subscription options tailored to specific needs.

Price: Plans start from $9 per user/month.

18. LiquidPlanner

Capterra score: 4.3/5 ⭐⭐⭐⭐

LiquidPlanner is a groundbreaking project management solution that elevates your team’s planning, performance, and predictive capabilities. LiquidPlanner offers several benefits, including its automatic scheduling engine, which helps manage resource constraints across multiple projects efficiently.

Top features: The predictive scheduling feature is a dynamic solution that readily adapts to changes and effectively handles uncertainty, providing real-time visibility into project completion. It also excels in considering resource availability and dependencies, allowing for more accurate project planning.

Main drawbacks: However, drawbacks, such as the limited functionality of the mobile app, could be improved for a better user experience.

Price: Plans start from $15 per user/month.

What’s next?

Effective project scheduling relies heavily on resource management, directly influencing your project’s successful delivery. Choosing project scheduling software will depend on specific project needs. We have considered essential features, such as task management, team collaboration, time tracking, Gantt charts, and more. Each software option caters to different project requirements, making it essential to select the one that aligns with your specific needs and preferences.

For further insights into the fundamentals of project scheduling and embarking on your journey, feel free to download our comprehensive Ultimate Project Management Guide, available at no cost.

Teamhood – Project scheduling software

• Highly customizable and flexible
• Features like Swimlanes, WIP Limits, Commitment points, Classes of service
• Industry-leading complexity visualization (maximum information on a single screen)
• Kanban Metrics and customizable dashboards
• Time tracking capabilities
• Tailored Kanban templates, including OKR templates
• Extensive adaptability
• Comprehensive item details
• Streamlined item collaboration
• Plus many additional features!

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Mindaugas Gluchovskis

2019 - Present Marketing specialist

Innovative content marketeer with MSc in International Communication, Mindaugas brings fresh ideas and inspiration about project management and beyond.