Smarter resource scheduling software for agencies

Synergist makes it easy to ensure everybody is busy on billable work - but not at overcapacity - and projects are delivered within budget.


Schedule resources based on budgets

Simple drag-and-drop scheduling makes booking time into your team's schedule easy.

  • Make draft, tentative or confirmed bookings via work requests or straight into the calendar. Book flexible hours spread across several days, a specific time slot or all day, or make recurring bookings
  • Book resources against charge codes (rates) to make sure time is accurately recorded and billed. See the estimated vs remaining time and start and due dates to help you keep jobs on track
  • Control who can make, edit and view bookings and which teams they see. For example, you could allow project managers to only make draft bookings
  • Use colours to highlight bookings for specific projects, clients, bookers or importance. And add notes, briefs and attachments so people can get started straight away
  • Filter views to show specific resources, clients or jobs. Quickly confirm, move or delete all client/job bookings if a job changes
  • Add holidays, absences, training and special events such as days out, giving you visibility when an individual is unavailable
  • Manage freelancers easily. Add them to the schedule and consolidate their time across multiple jobs to a purchase order
Calendar booking from estimate

How to manage  your agency's resources for less peaks and troughs

Read more

My calendar

Give your team everything in one place

Team members can see all the job info they need, so they're not waiting to get started. 

  • 'My calendar' view gives each team member their job schedule and any tasks/activities for the day/week/month
  • They can see a job's duration, start and due dates, notes, briefs and documents. And add communications to the job, keeping all the details in one place
  • The booking 'Feedback' tool makes it easy to share a status update. For example, 'In progress' shows a smiley face emoji against the booking, 'Complete' shows a tick, 'More time required' sends an email to alert the scheduler and 'Stalled' sends an email to the scheduler and job handler
  • One-click timesheets make it easy for your team to record what's been done against the correct job, using their browser or mobile app
  • Feed work bookings straight into any calendar software using our Outlook Calendar integration or via iCal feed
  • Plus, you can add email reminders to bookings to keep jobs on track.

Make your agency more productive

See why thousands of design, digital, marketing and PR agencies - from 10 to 500 people - choose Synergist to manage their projects more intelligently and profitably.

Book a demo

Balance workloads and avoid burnout

Quickly spot where you might have resourcing issues or availability so you can take action.

  • Get an instant view of capacity over the coming days, weeks and months by team, skill or location. The capacity dashboard shows how much time is available, booked and sold, so you know where you have hours to sell or fill and can make data-driven recruitment and freelancer-hiring decisions
  • See how much time each person is booked/available each day or each week. The 'loading' view gives you instant visibility of whether they have availability (green) or are overbooked (red) vs their utilisation target
  • Track how much time is booked on chargeable and non-chargeable work and holidays vs capacity in a period to make sure you’re on target
  • See how winning pipeline opportunities would impact your resources so you can be better prepared and proactively plan resources

See more on agency capacity management

Booked vs Capacity

"With Synergist’s shared schedule we can see when people are working, or not, so we can see how that impacts capacity, revenue and costs prior to implementation.” 

Steven Smith, Operations Director, Copy House

Read full case study

Performance dashboard

Easily monitor utilisation and recovery

Synergist gives you an instant view of how well you're utilising and recovering your team's time.

  • View the performance dashboard to see utilisation on chargeable and non-chargeable work by team, resource type or individual. See their chargeable hours and value vs targets
  • Missing timesheet reports let you quickly see when time hasn't been tracked or posted
  • Drill down into where people are spending time and the cost impact. Powerful reporting and analytics let you slice and dice the data you need
  • Track which projects and clients are the most time consuming
  • Instantly see where you're under or overservicing your clients.

See more on agency management dashboards and reports

See Synergist in action

Whatever your agency looks like – 10 to 500 people, design to digital – Synergist can be shaped to the way you work.

Synergist consultants, Agency Works, will be in touch to arrange your bespoke demo. Their experience working with hundreds of agencies means they can help you work out if Synergist is right for you.

All-in-one agency management software

From new business, costing, project and resource management, through to billing and reporting, Synergist brings together everything you need to manage your agency's projects, people, clients and financials.