Project Management

Top 20 Workload Management Tools in 2024

Vidas Vasiliauskas ·

2019 - Present Co-founder and CEO @ Teamhood. 2015-2019 Head of software engineering department at Danske Bank. 2017-2018 Partner Associate Professor at Vilnius University. Lecturer of Software Architecture course 2011 - 2015 Managed numerous smaller IT teams at Prewise. Co-founder of RaveIT, Eylean, No Brakes Games Certified Agile product owner and practitioner. Managed large scale enterprise projects as well as launch of small startup products. MSc of Software Engineering at Vilnius University. Hobbies: Racing, MTB cycling, Windsurfing

workload management tools

Staying on top of people’s schedules, trying to balance just the right amount of work, or wanting to avoid project delays because of resource contention? If at least one of those statements relates to you, then you are in the market for workload management tools.

Workload management is a technique done by all of us at some level. However, when we talk about managing a team or a department, it becomes increasingly important to do it right. With the help of workload management software, it becomes easy to identify which resources are available, which are overworked, and what can be done to speed up the progress of your process.

To help find the right tool for the job, I compared the top 20 options on the market side by side. In the table below, you will see the tools, their pricing, and features listed for easy comparison. Continue reading the post below to learn more about what makes the best workload management system, and how each of them performs in real-life environments.

Best workload management tools comparison table

TeamhoodJiraAsanaTrelloMondayWrikeClickUpProofhubToggl PlannTaskAcceloScoroMS ProjectTeamworkZoho ProjectsPodioBitrix24Open ProjectBreezeMS Planner
Brandteamhoodjiraasana icontrello iconmonday iconwrike iconclickup iconProofHubtogglntaskacceloscoromicrosoft projectteamworkzoho projectspodio 1bitrixopen projectbreeze 1ms planner
Capterra4.9⭐⭐⭐⭐⭐4.4⭐⭐⭐⭐4.5⭐⭐⭐⭐4.6⭐⭐⭐⭐4.6⭐⭐⭐⭐4.4⭐⭐⭐⭐4.7⭐⭐⭐⭐4.5⭐⭐⭐⭐4.6⭐⭐⭐⭐4.2⭐⭐⭐⭐4.5⭐⭐⭐⭐4.6⭐⭐⭐⭐4.4⭐⭐⭐⭐4.5⭐⭐⭐⭐4.2⭐⭐⭐⭐4.3⭐⭐⭐⭐4.1⭐⭐⭐⭐4.3⭐⭐⭐⭐4.2⭐⭐⭐⭐4.1⭐⭐⭐⭐
Free PlanYesYesYesYesYesYesYesNoNoNoNoNoYesYesYesYesYesYesNoNo
Business PricingFrom $9From $7.50From $11From $5From $10From $10From $5From $50From $9From $3Not providedFrom $20From $10From $10From $5From $11From $49From $6From $9From $12
Workload viewPlugin✅ (Select users)
Custom Work HoursPugin
Task Dependencies
Projects and Portfolio Dashboard
Gantt ChartPower-up✅ (Widget)
Time Tracking✅ (Widget)
Budget and cost trackingPlugin
Other featuresAdvanced Kanban board & visual Gantt chartSoftware development projects with ScrumBuilt-in feedback forms for design filesVisual and easy, great for personal useTask automation to determine what happensComplete project management systemMobile app and a good selection of integrationsCommenting on visuals and documentsEasy to use and highly visualCustom work hour schedules for team membersSales funnel and invoicing trackingModular and accounting featuresWork breakdown scheduleEasy team collaborationMultiple task list viewsCRM, customizable formsCRM, video callingBMI integrationKanban board and timeline viewsTask lists and assignments

What are workload management tools?

Workload management is a process of adjusting the task assignments for your team to ensure everyone is capable of finishing their work on time and within their capacity. Workload management tools help us see how busy the team members are and thus assign or redistribute tasks according to their schedule and priority.

The main goal of workload management systems is to ensure the transparency of team members’ schedules and to regulate their workload to avoid overworking any one resource. This is done by pooling data from different projects and initiatives, accounting for meetings, and personal time off. By having all of this information in one place, team leaders can assign and schedule work with confidence it will be completed.

How to choose a workload management tool?

There are quite a few workload management software options on the market. The decision is most often made depending on your company’s size, process, and preferences.

However, you should still consider these key features when weighing tools against each other:

  • Workload view or schedule is a must for workload management tools as it pools the information from different projects into one place for easy review.
  • Customizable work hours will allow you to specify how much capacity each team member has.
  • Task dependencies become crucial when managing complex projects and understanding the order in which the work must be completed.
  • Projects and portfolio overviews will allow you to quickly understand the overall status of things and place attention on the most pressing matters.
  • Creating hierarchical structures with nested tasks allows you to break down complex projects into manageable units.
  • Gantt chart becomes invaluable for planning and especially resource allocation.
  • Time-tracking capabilities will assist you in monitoring productivity.
  • Budget and cost-tracking features would also be essential if you have financial considerations.
  • Lastly, a free version allows you to explore and evaluate the software’s capabilities before committing to a purchase.

Now, that we have covered on what you should expect from workload management tools, let’s discuss the options in more detail.

How we evaluate Workload management tools

Teamhood’s editorial team writes all of our review posts. We spend a significant amount of hours researching and evaluating each tool, measuring it against the specific criteria we’ve established for its category. Importantly, our articles are never influenced by payment from any app or links to any site. We highly value our readers’ trust in us for providing genuine evaluations of tools and opinions we find on platforms such as Capterra, G2, or other industry-authority websites.

This post will review the most popular workload management tools with a formal structure. As Teamhood is also a workload management tool, our aim is to provide a non-biased overview. Having said that, we have created Teamhood just because we did not see any of the tools being great for this specific area of people’s time and schedule management.

1. Teamhood

Teamhood task dependencies
Workload view in Teamhood

Capterra score: 5/5 ⭐⭐⭐⭐⭐

Key features

Teamhood is a visual project management software with a strong workload management setup. Here, you will be able to visualize the workload from one or several workspaces, set custom work hours for team members, and visualize dependencies between the items in the workload view.

Based on the capacity of each resource, you will get notifications when the hour limit has been exceeded. This makes it easy to review the assigned work and adjust when needed.

Users will also find a feature that allows them to define the hourly rate for each of the team members. Which, combined with time tracking, will provide you with the accurate cost of each task, initiative, or project.

workload management software
Workload management exceeded limits

Aside from workload management, Teamhood is a project management system. This means you will also be able to plan the projects using Gantt charts, track daily work progress in Kanban boards, and collaborate with the team members via task detail commenting.

When asked about Teamhood, users highlight the easy transition between Gantt and Kanban, visual workload management, and easy time tracking as the best features within the system.

gantt chart online
Gantt chart in Teamhood

Pros:

  • Workload overview for multiple projects
  • Hourly rates and cost tracking merged with time tracking
  • Robust project management solution
  • Best-in-class Kanban board
  • Efficient team collaboration features

Cons:

  • Some popular integrations can only be done via a no-code platform like Zapier.
  • No mobile app

Price: Free for 10 users, business plans start at $9 per user/month.

Website: https://teamhood.com/

2. Jira

jira workload management tool
Jira dashboard

Capterra score: 4.4/5 ⭐⭐⭐⭐

Key features

  • Plugins for full workload management experience
  • Working with epics and stories
  • Sprint planning
  • Backlog tracking

Jira is the market standard for project management within software development teams and thus, is a choice for many as their workload management software. While being a powerful system, it is worth noting that workload management capabilities within the system itself are limited and most users will choose to add a plugin to get the full range of features.

Within Jira, you will be able to track time on tasks and then review the workload pie chart diagram. Here, you can review all the time team members spent on various projects, Thus giving you information regarding their workload, just in retrospect.

If you wish for a fuller feature set, you will have to look for plugins such as Activity Timeline, which will give you the workload view and even the option to schedule a task for a team as a whole.

As a project management system, Jira is a powerful, yet complicated tool. It serves well for more technical teams that are used to working in an Agile environment with user stories, Epics, and Burndown charts. For those out of the software development industry, it may prove a bit harder to adapt.

Pros:

  • Well known tool
  • Can be deployed on-premises
  • Agile focused

Cons:

  • No native workload management
  • Does not support custom work hours
  • Limited to Agile methods

Price: Free plan available, business pricing starts at $7.5 per user/month.

Website: https://www.atlassian.com/software/jira/

3. Asana

asana workload management tool
Asana dashboard

Capterra score: 4.5/5 ⭐⭐⭐⭐

Key features

  • Kanban Board
  • Workload view
  • Project updates
  • Built-in feedback forms

Asana is another project management tool that allows you to visualize the workflow and track the progress. Amongst other features, here you will also find a workload management system to ensure your team members are on track and not being overused.

To utilize the workload view, you will have to schedule, assign, and estimate task duration. Then, all of this information is consolidated and presented in the totals for your review, using red color to identify the troublesome areas.

There is no option to adjust personal work hours or hourly rates, but you can track time spent on tasks and manually compare them to the estimations to understand if the budget is still on track.

As a task management tool, Asana is easy to use and visual. it offers a simple Kanban board, list view, and timeline overview. All of this provides you with a system to plan and execute projects with more confidence.

Pros:

  • Project focused
  • Simple to start

Cons:

  • No custom work hours
  • Limited workload view
  • Expensive

Price: Free for personal use, business plans start at $11 per user/month.

Website: https://asana.com

4. Trello

trello
Trello dashboard

Capterra score: 4.6/5 ⭐⭐⭐⭐

Key features

Trello is on this list of workload management tools as an option for personal use. This visual and simple-to-use tool will be a great fit for those in need of tracking their own tasks and activities throughout different projects and initiatives.

While Trello can be used for team workload management, there is no dedicated view for this. Meaning you would have to pull the data yourself which becomes burdensome with teams larger than a few people.

As a whole, Trello is a lightweight Kanban board with a timeline view and good visualization features. Here, you will be able to track your tasks, add detailed descriptions, and use the time tracking feature to measure how much time was spent on each.

Additional project management features, such as Gantt charts, are available through power-ups, however, not all of them will be free of charge.

Pros:

  • Simple Kanban Board
  • Free
  • Automation

Cons:

  • Limited and gets cluttered fast
  • Not suitable for larger teams or projects
  • No dedicated workload view or work hour tracking

Price: Free plan available, business plans start at $5 per user/month.

Website: https://trello.com/home

5. Monday.com

monday workload
Monday workload view

Capterra score: 4.6/5 ⭐⭐⭐⭐

Key features

  • Table view with visualized details
  • Automations to determine what is done after a certain action
  • Integrations with other solutions

Monday.com is a work management platform that visualizes your project tasks in a table-like interface. Here, you can add important details, assign work to colleagues, and track progress as the work begins.

As a workload management software, it offers a simplified workload view, where you can quickly gauge if a person’s workload still has capacity or is already full. You will have to click on a specific person to expand their workload and see the tasks that make up the overall numbers.

One more thing to note about the workload management features is that there is no option to adjust work hours or hourly rates for the team members. You can mark which days the team members are off or on vacation, but the hour limit remains the same.

In Monday you will also find a good automation feature for tasks. It will allow you to determine what happens after a certain task is created or completed. Thus allowing to minimize manual task updates.

Overall, Monday is a powerful system with a good selection of integrations to choose from.

Pros:

  • Robust tool
  • Many integrations
  • Native automation engine

Cons:

  • Limited workload view
  • No custom work hours
  • Takes time to set up

Price: Free plan available, business pricing starts at $10 per user/month.

Website: https://monday.com

6. Wrike

workload management tools examples
Wrike workload tool

Capterra score: 4.4/5 ⭐⭐⭐⭐

Key features

Wrike is a workflow management software that aims to ease collaboration and improve the control of projects. As a workload management tool, it offers an overview of the activities of each person within a team and their remaining capacity. which makes it easy to understand who can take on a new project and who will need assistance in completing their work.

Each team member can adjust their work schedule to take account of the vacation days or when they are out of the office.

Compared to Trello, Wrike offers a full project management platform with multiple views like a Gantt chart with milestones, a timeline, a Kanban board, and a folder system to sort those views for easy navigation. Much like in Teamhood, you can use the Portfolio overview to track the status of multiple projects and know where your focus is needed the most.

One thing to take into account is that Wrike offers quite a few features and for those who need a simple solution, such selection may be a bit overwhelming.

Pros:

  • Good and flexible Gantt Chart
  • Dependency management
  • Collaboration features
  • Workload schedule adjustment

Cons:

  • Takes time to learn
  • Complicated workload view
  • No custom work hours

Price: Free plan available, business pricing starts at $10 per user/month.

Website: https://www.wrike.com

Workload management system for your team

Easy. Visual. Flexible.

Get started now

cross project workload

7. ClickUp

workload tool
ClickUp workload view

Capterra score: 4.7/5 ⭐⭐⭐⭐

Key features

ClickUp is a productivity platform that aims to eliminate the need to switch between multiple tools when working. This is achieved through a variety of features and available integrations that help consolidate data into one tool.

The workload view in ClickUp is set up to show either weekly or bi-weekly summaries. it displays what your team members are working on and how much capacity they have left for each day. Thus allowing you to understand how busy they are.

If you wish, you can use the schedule feature to account for holidays and days off for the whole team or readjust schedules for each team member personally. Which is especially useful when sharing resources or working with freelancers. However, there is no option to put in custom hourly rates for cost tracking.

ClickUp is a fully-featured solution with many more features in other areas. In general, it is like a mini-ERP. Also, that means complexity. ClickUp may not be as intuitive or user-friendly as you would prefer. Also, using ClickUp may require a significant time investment to leverage its capabilities fully.

Pros:

  • Many features
  • Good pricing
  • Good for small businesses

Cons:

  • Takes time to set up
  • Complex to use and introduce to the team
  • Bugs and performance issues

Price: Free plan available, business pricing starts at $5 per user/month.

Website: https://clickup.com/

8. Proofhub

tool for workload management
Proofhub workload view

Capterra score: 4.5/5 ⭐⭐⭐⭐

Key features

  • Content pages
  • Annotations
  • Collaboration
  • Time-tracking capabilities

ProofHub is a project management software that helps teams execute their projects from a single source. Here you can track the efforts in multiple views, track time, and analyze reports to understand the progress.

The workload report in ProofHub is a bit different from the other tools, as it does have to be generated by choosing which team members should be displayed. As such, it allows you to check their tasks and compare estimated vs tracked time.

As such, this report will not give you a good idea of how busy the team members are but instead will allow you to compare how they are doing against the set plans.

Amongst other features, this workload management software will allow you to create forms to gather information, track time to understand how well the team is doing, and create custom reports that will be useful in presenting the results to your stakeholders.

Pros:

  • Flexible content structure for documentation
  • Company home pages
  • Good for collaboration
  • Flat pricing

Cons:

  • The workload is only a report, not a fully featured product area
  • Can be costly for an early start
  • Takes time to set up

Price: Pricing starts at $45 per month.

Website: https://www.proofhub.com

9. Toggl Plan

best workload management tool
Toggl timeline view

Capterra score: 4.6/5 ⭐⭐⭐⭐

Key features

  • Timeline
  • Tasks list
  • User task timeline
  • Teams

TooglPlan is a colorful and simple tool for generic management. It’s designed with a user-friendly interface, offering handy features like one-click timers, project tracking, and in-depth reports.

In terms of workload management, you will not find a separate view for this purpose, but some of the information can be found in the timeline view. Which displays the team’s tasks on a calendar and thus gives an idea of the overall team schedule.

This solution will be a good fit for teams that want some of the more advanced project management features, but still in a very light interface. It is not overcrowded and has only a limited number of views and reports to choose from.

Pros:

  • Nice design / colorful
  • Simple to start and use

Cons:

  • Features not suitable for professional project management
  • No dedicated workload view
  • No custom work hours

Price: Free plan available, business pricing starts at $9 per user/month.

Website: https://toggl.com

10. nTask

ntask

Capterra score: 4.2/5 ⭐⭐⭐⭐

Key features:

  • workload view with custom schedules
  • Gantt chart
  • List view

nTask is an online work management platform with highly customizable features that can fit a multitude of teams.

In this workload management system, you will be able to review an overall task load for each team member as well as specific tasks that make up their day. To determine the capacity of the team members, you can enter their available work hours and customize them on a person-to-person basis.

This way, it is easy to see who on the team may be struggling and reassign work to ensure the process keeps moving along and no important task is left waiting.

As a project management tool, nTask offers Gantt charts, budget and time tracking, as well as list views and reports to overview the work that is being done in an easy way.

Pros:

  • Custom workload schedule
  • Capacity remaining tracking
  • Gantt view

Cons:

  • Limited in more advanced project management features
  • Users comment on poor support

Price: Business pricing starts at $3 per user/month.

Website: https://www.ntaskmanager.com

Workload management System for High Performing Teams

Visualize your work with flexible and scalable solution

Get Started

scroll to start date

More workload management tools

11. Accelo

Capterra score: 4.6/5 ⭐⭐⭐⭐

Accelo is a workload management software for service businesses. Here, you will be able to track your sales funnel, invoices, and ongoing tasks in one place. The workload management here is solved through the team schedule feature, which allows one to easily check how busy the team members are and what they are working on.

This solution is strongly focused on the sales team processes, thus may be difficult to adapt to other departments with different requirements and processes.

Pros:

  • Sales funnel tracking
  • Workload review
  • Good integration selection

Cons:

  • Limited to sales processes

Pricing: Not disclosed

Website: https://www.accelo.com

12. Scoro

Capterra score: 4.6/5 ⭐⭐⭐⭐

A solution between a traditional ERP system and task management software. Can be purchased as individual modules. Covers a broad range of use cases if all modules are enabled. Scoro is a workload management tool example of a view that is also not well suited for bigger teams.

Pros:

  • Can cover a broad range of use cases via modular features
  • Suited for small or medium companies

Cons:

  • It will take time to setup
  • It can become very expensive due to modular pricing

Price: Starting at $20 per user/month.

Website: https://www.scoro.com

13. MS Project

Capterra score: 4.4/5 ⭐⭐⭐⭐

Probably the most well-known workload management tool on the market. Mainly focused on experienced Project managers who are required to do project planning and scheduling.

With its intuitive design and an extensive array of options and tools, this powerful tool is crafted for comprehensive project management, making it particularly well-suited for program managers and experienced professionals in the field of project management.

Pros:

  • Good selection of project management features
  • Well-known by the market

Cons:

  • Complex to use
  • Limited collaboration features
  • Expensive licensing

Price: Starting at $10 per user/month.

Website: https://www.microsoft.com/en/microsoft-365/business/task-management-software

14. Teamwork

Capterra score: 4.5/5 ⭐⭐⭐⭐

A good workload management app for daily collaboration. It can be used for task and team management. On the cons side, it lacks in the project management area while some users have found the navigation in Teamwork to be challenging. Furthermore, the software lacks a user-friendly mobile interface

Pros:

  • Simple to use
  • Has a free plan for small teams
  • Good collaboration features

Cons:

  • Not suited for larger or more complex projects
  • No custom work hours
  • Limited project management features

Price: Free plan available, business pricing starts at $10 per user/month.

Website: https://www.teamwork.com

15. Zoho Projects

Capterra score: 4.2/5 ⭐⭐⭐⭐

Zoho Projects offers a suite of tools for seamless team communication and collaboration through planning, scheduling, and report customization. With features like group chats, virtual meetings, and task management system capabilities such as reminders and automation, it supports effective remote work. While praised for its user-friendly interface and affordability, its full potential is unleashed when integrated into the broader Zoho ecosystem, encompassing CRM, financing, IT, and HR solutions.

Pros:

  • Invoicing
  • Integrations
  • Free version available

Cons:

  • No custom work hours
  • Limited task classification available

Price: Free plan available, business pricing starts at $5 per user/month.

Website: https://www.zoho.com

16. Podio

Capterra score: 4.3/5 ⭐⭐⭐⭐

Podio is more a CRM software than a management tool but still, it encompasses some functionalities and we decided to include it in the list. Also, it is one of the workload management tools free version available.

Pros:

  • Native CRM
  • Flexible

Cons:

  • Does not have a workload management view
  • A bit outdated GUI
  • Lacks quite a few essential project management features such as Gantt

Price: Free plan available, business pricing starts at $11 per user/month.

Website: https://podio.com

17. Bitrix24

Capterra score: 4.1/5 ⭐⭐⭐⭐

Lots of features from Video calling to CRM. That also includes employee resource management and project tracking.

Bitrix24 serves as a Kanban solution to enhance CRM capabilities. It offers effective communication with clients and colleagues. Track your status of tasks, view summaries of item values per column that provides clearer insight into the lead pipeline.

Pros:

  • Well featured
  • Has a free version for small teams

Cons:

  • Features are rather limited for professional use cases
  • Can become quite complex
  • Legacy GUI

Price: Free version available, business pricing starts at $49 for 5 users/month.

Website: https://www.bitrix24.eu

18. OpenProject

Capterra score: 4.3/5 ⭐⭐⭐⭐

Open Project is a PM solution that has construction management features like BIM. It has many functionalities for everyday PM as well as portfolio. It’s straightforward to use, sporting nifty features like work packages, Agile backlogs, bug tracking, and a Gantt chart.

Pros:

  • Well-suited for construction projects
  • BIM integration
  • Good PM focus

Cons:

  • Takes time learn
  • The BIM module is an additional purchase

Price: Self-hosted free, cloud starting at $6 per user/month.

Website: https://www.openproject.org

19. Breeze

Capterra score: 4.2/5 ⭐⭐⭐⭐

A simple tool for freelancers or small teams working remotely. It has workload features. GUI could use some refreshments, but overall, it seems like a not overloaded tool (at least not like Monday or ClickUp). Though Breeze is not a workload management tool.

Pros:

  • Simple tool
  • Has essential PM features
  • Includes workload view

Cons:

  • UX could be better (similar comments in Capterra)
  • Limited reporting options
  • Nu custom work hours

Price: $9 per user/month.

Website: https://www.breeze.pm

20. MS Planner

Capterra score: 4.1/5 ⭐⭐⭐⭐

Native MS tool for simple task management. It is well integrated into MS Teams. It can be used as a checklist or Kanban board to organize and track people’s tasks/workload, but the workload is definitely a workaround more than a feature since Planner is not a workload management tool.

Pros:

  • Integrated into MS Teams
  • Simple interface

Cons:

  • No project management features
  • No workload management view
  • Becomes limited very fast

Price: Included in Office365 subscription starting at $12 per user/month.

Website: https://tasks.office.com

Summary 

All workload planning tools mentioned in this list are great for their specific users. You can find something for any purpose, company structure, or industry and enhance the Kanban application within your team. 

To ensure your search is fruitful, first, compose a list of requirements and then evaluate the options available on the market. This way you will be able to identify the options that are right for you.

Still on the fence? Try out Teamhood – it is free to use for up to 10 users and offers a variety of flexible workload management features.

Workload management system for your team

Easy. Visual. Flexible.

Get started now

workload management tool by Teamhood
Teamhood uses cookies, to personalize content, ads and analyze traffic. By continuing to browse or pressing "Accept" you agree to our Cookie Policy.