Resource scheduling
See who is booked, where utilisation is already too high, and how each allocation affects the live plan — before you staff the next job.
Resource management software for agencies
Automate resource planning to protect project margins
Agents that help you understand capacity, find the right team, forecast margin impact, and reduce spreadsheet admin — while your resource team stays in full control.
From resourcing question to approved action
Plan capacity, staff projects and protect margins, all in one place
Capacity planning
Set real availability, hours and time zones so forecasts match how people actually work — and you can take new work without overloading the team.
Project planning
Keep the project plan connected to who is allocated, so delivery, capacity and margin stay on the same numbers.
Time tracking
Log time against scheduled work so actuals feed utilisation and margin — without rebuilding a separate timesheet ritual.
Reporting
Describe the view you need — weekly capacity, over-utilised people, confirmed vs pipeline — and generate it from the live plan.
Agent
Ask who can take the work without overloading anyone or dropping margin, then approve the change before it happens.
Integrations
Connect Kavaro to the tools your team already uses.
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Slack
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Jira
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Trello
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Claude
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ChatGPT
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Zapier
More coming soon...
Trusted by teams everywhere
Sue, Managing Director
There is a lot to like. Seeing the project budget, what has been booked and what is on the future schedule is really useful — including budget versus actual, at an individual level.
The automation, and being able to ask it a question, is definitely better than what we have today.
Anni, Resource Manager
The thing I really find great is uploading bios. A new joiner, get it in immediately, and you have it when someone asks for the right experience.
It's really easy. I need someone who has done this work — that is the staffing question I get, and now it is in the chat.
Tim, Resource Manager
This is the view a resource manager uses. People see exactly what they are booked on, so they know what they are supposed to be doing.
It's clean. Company-wide, project and individual views — that's the hard bit, and this gets it.
Pooja, Head of Design
This looks and feels great. Kantata did the job, but it never felt built for designers.
This is a real use case for mid-market and design agencies. It fits perfectly.
Shaun, Finance Director
The agent is far superior. You write in a utilisation change — 25% to 50% — and you know it has worked.
Time, cost and income against the project, every week. It's really powerful.
Fergus, Operations Consultant
It's really good. It's really smart. It's really easy to use — a lot of these tools are impenetrable. Menus everywhere. You have to learn them rather than just find your way around.
Resourcing replaces half a spreadsheet. People spend hours playing scenarios. This replaces that work.
Frequently asked questions
What is agency resource planning software?
Kavaro is resource planning software for agencies. It shows live capacity, who can take the work, and the margin impact of staffing decisions — then turns that into an approved plan, not another task board.
How does Kavaro help protect project margins?
Kavaro shows projected margin before you commit people, and flags utilisation, overloads and drift while you can still change the plan. You see the commercial impact of staffing, not just who is busy.
How is Kavaro different from Float, Runn or Resource Guru?
Those tools give you a resourcing view you still have to interpret. Kavaro answers the question — who is free, what it does to utilisation and margin — and the resource manager approves the action.
How is Kavaro different from Asana, Monday or ClickUp?
They manage tasks. Kavaro plans capacity and margin: who is available, who has the right skills, and whether you can take the work without overloading the team or dropping profit.
Does Kavaro replace the resource manager?
No. The agent recommends; your resource team approves. Important changes do not go live until someone with permission signs them off.
Who is Kavaro for?
COOs and operations directors who need capacity and control; resource managers who need faster answers without losing the loop; founders who need to protect project margin.
What data does Kavaro need?
People, availability, skills, allocations, and rate or cost data. Start with a live plan or sample data and ask a real resourcing question in the first session.
Can Kavaro work with our existing tools?
Yes. Keep your CRM, project tool and finance stack. Kavaro connects alongside them — Slack, Jira, Trello, Zapier and more — rather than forcing a rip-and-replace.
How long does implementation take?
You can have a live capacity view in the first session. You do not need a months-long implementation to ask who can take work next month.
Can I try Kavaro for free?
Yes. Try Kavaro free for 30 days. Book a demo if you want to see it against your own plan first.