Kewbed vs Float — Capacity Planning Compared

What this comparison is for

Float is a scheduling tool aimed at professional services teams that need a clean, visual way to assign people to projects and track capacity. It works well for agencies, studios and in-house creative teams that are still in the spreadsheet-to-scheduler transition. Kewbed is built for organizations that have grown past that point: departments with trades, generic resource demand that precedes hiring decisions and executives who need a portfolio-level capacity view across the whole organization. This comparison is for teams evaluating both tools and asking whether a scheduler covers their needs or whether they have grown into something more strategic.

At a glance

Category-by-category

Scope and audience

Float covers the scheduling layer: who is on which project, when and at what capacity. It handles the day-to-day resourcing questions that team leads and resource managers deal with. Float serves teams ranging from small groups to larger enterprises, and positions itself around project delivery and profitability.

Kewbed is a layer above that. It answers the executive questions: which trades are over-allocated next quarter, where is demand outpacing available headcount and what does capacity look like across the whole portfolio including projects not yet confirmed. Organizations use Kewbed when they need that portfolio-level view and when their planning data already lives across multiple tools.

Forecasting and demand

Float's forecasting centers on project timelines and capacity against scheduled work. You can compare project estimates against actuals and see team utilization across your schedule.

Kewbed adds a distinct demand concept: generic resources, which represent project needs before real people are assigned. This is the gap between "we know we need a senior 3D artist in August" and "we have hired that person." Leadership can see demand-vs-availability per trade across the entire portfolio, including tentative projects that have not yet been confirmed. That distinction matters for organizations making hiring decisions ahead of confirmed work.

Financial layer

Float's Pro plan includes a project finance dashboard with budget tracking, cost estimation and time-vs-estimate comparisons. It is project-scoped financial visibility built on top of the scheduling layer.

Kewbed tracks billing rates at the resource level with point-in-time snapshots, which matters when rate cards change mid-project or when you need to compare forecast cost across multiple concurrent projects using different rate structures. The financial layer in Kewbed is built around the capacity and demand view rather than individual project budgets.

Integration model

Float connects to project management tools (Asana, Jira, Basecamp, ClickUp), calendar tools (Google Calendar), CRM and finance platforms (HubSpot, Karbon) and automation platforms (Zapier).

Kewbed's integration approach is import-based: it reads from the PM tools organizations already use (Excel, Smartsheet, MS Project) and surfaces that data in a unified view. Teams do not need to change how they run projects to use Kewbed; the import handles the data lift.

Multi-tenancy and scale

Float is a single-organization tool. Each account manages one organization's people and projects.

Kewbed supports a two-tier model: a parent organization with multiple tenants underneath. This fits managed service providers, holding companies or any organization that needs to maintain separate capacity views for distinct business units or clients while still rolling up to a single executive dashboard.

When to pick Float

• Your team is under 100 people and the core need is visual project scheduling and assignment tracking.
• You want a 30-day free trial to evaluate before committing.
• Your workflow benefits from direct integrations with tools like Asana, Jira or Google Calendar.
• Your financial reporting needs center on project budgets and time tracking rather than portfolio-wide rate management.
• You need a lightweight tool that your team can adopt without a formal onboarding process.

When to pick Kewbed

• Your organization is past 30 staff and leadership needs a portfolio-level view, not just a scheduler.
• You have generic resource demand (needs defined before people are hired or assigned) that you need to track separately from confirmed allocations.
• Your planning data is already spread across Excel, Smartsheet and MS Project and you need a tool that reads from those without replacing them.
• You run multiple business units or client accounts that need separate capacity views with a common rollup.
• Billing rate accuracy across concurrent projects with different rate structures matters for your financial reporting.

Switching from Float to Kewbed

• Export your people, projects and assignments from Float to CSV using Float's export tools.
• Map your people into Kewbed's department and trade hierarchy; trades are the key organizational unit for capacity reporting in Kewbed.
• Use Kewbed's Excel and Smartsheet imports to bring in project data from your existing PM tools alongside the Float export, which covers most of the data lift.
• Define your billing rates and generic resource demand in Kewbed before going live so the Horizon and Demand views are populated from day one.
• Book a demo with the Kewbed team to walk through the import process and confirm the hierarchy mapping before starting.