Top 10 Workforce Planning Tools to Help Your Business Grow in 2025

Having the right people in the right roles at the right time can make a big difference in your business. But how do you make that happen? This is where workforce planning software becomes useful.

There are many workforce planning tools available today, which gives you more options. However, having too many choices can make it hard to decide. I looked through current recommendations, review articles, and software lists. Based on that and my own judgment, I put together this list of top tools.

Whether you run a small business or a large company, there is something here that can work for you. My goal is to help you understand your choices so you can make a smart decision. Let’s go over the details and help make your selection process easier.

What Is Workforce Planning?

Workforce planning is a key part of managing a company. It involves organizing your team, keeping track of schedules, and having a clear view of your workforce. This process helps you understand your team’s strengths and weaknesses and prepare for future needs.

Workforce planning is not just about numbers and dates. It involves people—your most valuable resource. The goal is to match your team’s skills with your company’s long-term goals. That’s what helps build a strong and stable future. In today’s flexible work landscape, strategies like US remote hiring are also becoming an important part of workforce planning, allowing companies to access wider talent pools while staying cost-efficient

From the moment you hire someone, workforce planning supports their journey. It touches most parts of your business operations and plays a big role in today’s work environment.

Must-Have Features in Workforce Planning Tools

Workforce planning software includes many features, but here are the most important ones:

• Capacity Planning – Helps make sure you have the right number of employees for your projects. It balances workloads and prevents having too few or too many staff. 
• Workforce Forecasting – Predicts future staffing needs based on market trends and business goals. 
• Budget Tracking – Monitors labor costs like wages, overtime, and benefits. It helps your team stay within the company’s financial limits. 
• Onboarding Tracking – Follows new employees as they settle in, making sure they complete training and tasks. This supports engagement and helps new hires adjust smoothly.

These four features are essential. Others can be useful too, but they are not as critical. Now, let’s look at the tools.

1. Teamhood

Teamhood brings workforce planning, budgeting, and visual task management together in one platform.

You can set total project budgets or divide them by task. Time tracking and hourly rate settings help you compare your cost estimates with actual results. This is especially helpful for agencies that need to keep track of detailed project budgets.

Teamhood’s workload view lets you plan future staffing needs. The built-in Kanban board helps you see task progress, workload balance, and delays. This helps your team stay focused and efficient.

Pros:

• Clear reports on costs and team performance 
• Built-in Kanban board for task management 
• Budget tracking at project and task levels

Cons:

• Needs Zapier for some integrations 
• No mobile app

Pricing: Free for up to 10 users. Paid plans start at $9.50 per user/month.

2. Paymo

Paymo combines task management, time tracking, billing, and invoicing into one tool. It’s best for small and mid-size teams, especially those working remotely.

You can track work hours, manage tasks, and make payments. PayPal integration makes it easy for clients to pay. Time tracking is one of Paymo’s strongest features and works well for billing hourly work.

Pros:

• Strong features for planning and time tracking 
• Regular updates 
• Tracks tasks and payments clearly

Cons:

• Not ideal for large companies without extra tools 
• Fewer integration options in the free plan 
• Free plan allows only three invoices

Pricing: Free plan available. Paid plans start at $9.90 per user/month.

3. ClickUp

ClickUp is a flexible tool that combines several features like real-time teamwork, goal setting, and time tracking.

It works well for both small and mid-size teams. Its features help you stay on track and adjust plans as needed. Some users say that large projects can slow the platform down, and the mobile version lacks some features found on desktop.

Pros:

• Fits teams of different sizes 
• Offers many tools and app integrations 
• Supports real-time teamwork

Cons:

• Slower performance with complex projects 
• The interface can be confusing 
• Mobile app has fewer features

Pricing: Free plan available. Paid plans start at $7 per user/month.

4. Calamari

Calamari focuses on tracking leave and attendance. It is helpful for businesses with remote teams and helps manage absences easily.

Managers can approve leave requests through the mobile app. The platform has been stable, and the support team is helpful. The mobile app could still use a few small updates.

Pros:

• Simple setup and easy to use 
• Reliable data for time tracking and reports 
• Helpful customer support

Cons:

• Mobile app could be improved 
• Outage notices could be clearer

Pricing: Free plan available. Paid plans start at $20 per user/month.

5. Runn

Runn helps you manage resources and plan for future staffing. It works best for agile teams by tracking hours, spotting problem areas, and predicting hiring needs.

The tool includes drag-and-drop scheduling, time sheets, and forecasting. You can also test “what-if” project scenarios to prepare for changes.

Pros:

• Shows how workloads are spread 
• Offers scenario planning 
• Good for agile project timelines

Cons:

• Takes time to learn 
• Reporting options are limited

Pricing: Free plan available. Paid plans start at $10 per user/month.

6. Wrike

Wrike is a flexible tool that can be customized to match your team’s needs. You can automate tasks, use project templates, and create detailed dashboards.

It helps teams manage projects and save time. However, reporting for projects and tasks must be done separately, which can be inconvenient.

Pros:

• Easy-to-use interface 
• Useful automation for scaling projects 
• Custom workflows and fields

Cons:

• Separate reports for tasks and projects 
• Some features take time to learn 
• Limited reporting options

Pricing: Free plan available. Paid plans start at $9.80 per user/month.

7. Workday Adaptive Planning

Workday Adaptive Planning is a strong tool for companies that want to manage both people and finances. It supports long-term planning across departments.

With forecasting and trend analysis, it helps you plan staffing and make better decisions. However, it is one of the more expensive options and has no free plan.

Pros:

• Strong forecasting and analytics 
• Allows scenario planning 
• Team collaboration in real time

Cons:

• Complex features may need training 
• Limited support for troubleshooting 
• High cost

Pricing: No free plan. Pricing for 200 users is around $108,400 to $141,100.

8. Planday

Planday helps businesses let employees manage their own work hours. Staff can set their availability, trade shifts, and request time off.

This tool supports a better work-life balance but may slow down if there are many shifts. Some users also find the interface harder to use.

Pros:

• Employees can manage their own shifts 
• Helps with better staff planning

Cons:

• May be slow with lots of shifts 
• Interface is less user-friendly 
• No free plan

Pricing: Paid plan starts at $2.99 per user/month.

9. ChartHop

ChartHop helps you see your workforce in a visual way. It brings together data from many sources to give a clear view of your staffing needs.

You can use its tools to plan budgets and assign workers more efficiently. However, some users say the zoom-in feature needs improvement.

Pros:

• Easy-to-use drag-and-drop setup 
• Visual tools for data 
• Works well with many HR systems

Cons:

• Learning curve for some advanced features 
• Zoom-in view could be better

Pricing: Free plan available. Paid plans start at $8 per user/month.

10. tamigo

tamigo is made for industries like retail and hospitality, where managing shifts is a daily task.

It helps businesses track costs and productivity in real time. You can also use it to forecast staffing needs and let workers share their shift preferences. Some users mention mobile issues and occasional bugs.

Pros:

• Great for retail and hospitality 
• Helps staff and managers stay connected 
• Tracks workforce data clearly 

Cons:

• Occasional technical problems 
• Mobile features can be weak

Pricing: Free plan available. Paid plans start at $15 per user/month.

Conclusion

Picking the right workforce planning tool is a big decision. It affects how well your team works and how your business grows. It’s not just about money—it’s also about how you support your people.

I hope this guide has helped you better understand your options and choose the tool that works best for your business. Good luck, and here’s to smoother and smarter planning ahead!