Mosaic

What is mosaic

Mosaic is a resource planning and capacity management platform that helps delivery-focused teams schedule people, forecast utilization, and connect project plans to financial outcomes. It centralizes assignments, availability, and project data so operations, project managers, and finance teams can make capacity-based decisions rather than relying on spreadsheets. The product is commonly used by agencies, professional services firms, and internal delivery organizations that need to balance incoming demand with limited billable capacity.

Mosaic places emphasis on people and time as primary resources: it treats roles, skills, and individual availability as first-class data and exposes those inputs through planning interfaces and reports. The platform is positioned to replace ad hoc scheduling spreadsheets by providing a single source of truth for who is available, what they are assigned to, and how assignments map to revenue and cost forecasts.

Adoption is typically driven by teams that need to answer operational questions such as which projects to staff next, how to reduce bench time, and whether upcoming demand requires hiring or contracting. Mosaic integrates scheduling, scenario planning, and financial metrics so those decisions can be made with line-of-sight to utilization and margin.

Mosaic features

Mosaic provides a set of features focused on resource visibility, forecasting, and integration with project and finance systems. Key capabilities address scheduling, demand planning, and the connections between time, cost, and revenue.

• Capacity planning: Flexible views for team and individual capacity, showing booked hours, availability windows, and projected utilization over selectable ranges.
• Demand forecasting: Tools to import or create project demand (estimates, scopes, milestones) and compare demand against current capacity to expose gaps and over-commitments.
• Scenario modeling: Create what-if scenarios — move start dates, change staffing levels, or model hires/contractors — and compare the impact on utilization and delivery dates.
• Utilization reporting: Rollup reports showing billable vs. non-billable hours, bench time, and utilization trends by person, role, team, or client.
• Financial forecasting: Map assignments to revenue and cost assumptions at the project and resource level to produce margin and cash-flow projections.
• Skill and role matching: Tag people with skills and preferred roles so planning modes can suggest best-fit staffing based on availability and capability.
• Drag-and-drop scheduling: Visual scheduling board and timeline editors for moving assignments, booking time off, and balancing workloads.
• Integrations and data sync: Connect to project, HR, and finance systems to keep people records, project statuses, and time data synchronized.
• Permissioned access and audit logs: Role-based access and activity history for governance and auditability in larger organizations.

Each of these features is designed to surface practical decisions: where to allocate headcount, when to delay or accelerate projects, and how utilization changes if business assumptions shift. The platform supports both people-first scheduling and project-first planning depending on how an organization prefers to prioritize demands.

What does mosaic do?

Mosaic captures availability and demand and turns them into actionable capacity plans. It lets you import existing projects or create estimates, assign people or roles to those tasks, and then view the downstream impact on utilization and financials. The tool aggregates assignments across teams so you can see enterprise-level capacity in a single timeline or break down utilization by individual, team, or client.

Mosaic also enables scenario planning: create parallel versions of your plan to test hiring, contractor usage, or shifting project start dates, then compare utilization and margin changes between scenarios. That reduces reliance on separate spreadsheets and gives stakeholders a consistent model to review.

Operationally, Mosaic is commonly used to answer questions like which projects to staff when multiple launches overlap, how many contractors are required for a quarter of work, and whether an incoming contract will push utilization above acceptable thresholds. It is a planning and decision-support tool rather than a time-tracking or invoicing system, though it connects to those systems to maintain accurate inputs.

Mosaic pricing

Mosaic offers these pricing plans:

• Free Plan: $0/month with limited seats and read-only capacity views for small teams or evaluation purposes
• Starter: $6/month per user (billed annually) or $8/month per user when billed monthly — core scheduling and basic reporting
• Professional: $12/month per user (billed annually) or $15/month per user when billed monthly — advanced forecasting, scenario modeling, and integrations
• Enterprise: custom pricing with organization-wide governance, SSO, dedicated onboarding, and advanced security controls

The listed prices reflect standard per-user tiers where the Starter and Professional plans are meant for teams that need active editors and schedulers, while the Free Plan supports lightweight visibility or evaluation. The Enterprise plan is priced per-organization and typically includes volume discounts, dedicated support, and contractual security assurances for compliance needs.

Check Mosaic's current pricing plans for the latest rates and enterprise options.

How much is mosaic per month

Mosaic starts at $6/month per user when billed annually for the Starter plan. Monthly billing is available at a slightly higher rate (commonly around $8/month per user for the Starter tier), and the Professional tier is typically $12–$15/month per user depending on billing frequency and promotions.

Organizations that expect fluctuating seat counts can choose monthly billing for flexibility but should calculate long-term costs, as annual billing commonly provides the lowest per-user rate. The Enterprise tier is quoted based on requirements and can include flat-fee options for very large teams.

How much is mosaic per year

Mosaic costs $72/year per user for the Starter plan when billed annually at the rate of $6/month per user. The Professional plan is commonly available at $144/year per user when billed annually at $12/month per user.

Enterprise customers receive custom annual contracts that may include implementation and support fees; those costs are negotiated based on seat count, integrations, and service-level requirements.

How much is mosaic in general

Mosaic pricing ranges from $0 (free) to $12+/month per user. Small teams or evaluators can use the Free Plan for basic visibility, mid-sized delivery teams usually adopt the Starter or Professional tiers, and large organizations select Enterprise for security, integrations, and custom service.

When planning a budget for Mosaic, consider the number of active schedulers/editors you need, costs for associated implementation or training, and any integration work (e.g., connectors to ERP, HRIS, or PSA systems). For exact, up-to-date pricing and volume discounts, consult Mosaic's published pricing or contact their sales team.

What is mosaic used for

Mosaic is used to model and manage people capacity, align staffing to project demand, and produce utilization and financial forecasts. Teams use it during planning cycles, staffing meetings, and monthly financial reviews to connect operational plans with revenue and margin outcomes.

Common operational uses include balancing concurrent project demands, modeling bench reduction strategies, forecasting hiring needs based on pipeline, and scenario planning to test the impact of taking on new clients. Because it ties assignments to financial assumptions, Mosaic is also used by finance and operations teams to create more reliable revenue and margin forecasts tied to actual staffing plans.

Mosaic is especially helpful where resource constraints are a primary blocker: agencies deciding which proposals to accept, consultancies planning capacity for a quarter, or internal IT organizations aligning scarce specialists across multiple initiatives. By centralizing data, it reduces the back-and-forth between project managers and finance, and shortens the feedback loop for capacity-related decisions.

Pros and cons of Mosaic

Mosaic provides structured capacity planning, but it has trade-offs that buyers should weigh against requirements.

Pros:

• Improved visibility into future utilization and bench time, allowing proactive staffing decisions.
• Scenario planning that links staffing changes to financial outcomes, improving decision quality for finance and delivery leaders.
• Role- and skill-based matching that speeds up realistic staffing recommendations and reduces manual lookup across spreadsheets.
• Integrations that reduce duplicate data entry when linked to project, HR, and finance systems.

Cons:

• Requires disciplined data hygiene (accurate availability, role definitions, and project estimates) to produce reliable forecasts; poor inputs lead to misleading outputs.
• Per-user pricing can be significant for large, cross-functional teams unless seats are carefully scoped to active schedulers and editors.
• May duplicate some features of project management or PSA tools if an organization already owns an integrated PSA with robust resource forecasting.
• Adoption requires training and change management so teams stop using spreadsheets and rely on shared capacity models.

Overall, Mosaic is most effective when used as the canonical capacity layer that feeds downstream systems (time tracking, billing) rather than as a standalone project tracker.

Mosaic free trial

Mosaic commonly offers a trial period that allows teams to explore scheduling, utilization reporting, and scenario modeling before committing to paid seats. Trials are structured to give access to core features so teams can import projects, create assignments, and run basic forecasts.

During the trial, teams can verify whether their resource and project data can be modeled effectively in Mosaic and evaluate integrations with existing systems (calendar sync, project imports). Trial accounts are a good way to validate ROI by running a few real scenarios — for example, a quarter-long staffing plan that includes hires and contractors — and comparing the outcomes to current spreadsheet-based forecasts.

To start a trial and see current trial terms, sign up through Mosaic's website or request a trial via the sales team to get guidance on onboarding and sample data mapping. Check Mosaic's pricing plans and contact options for trial specifics.

Is mosaic free

Yes, Mosaic provides a Free Plan that is intended for small teams or evaluation purposes. The Free Plan typically includes read-only capacity views, limited seats, and the ability to import basic projects but lacks advanced forecasting, scenario modeling, and many integrations included in paid tiers.

The Free Plan is useful for teams evaluating the platform or needing a lightweight, centralized view of upcoming capacity. For teams that require active schedulers, advanced reports, or API access, upgrading to Starter or Professional is generally necessary.

Mosaic API

Mosaic exposes an API that enables data synchronization between Mosaic and other systems such as project management tools, HRIS platforms, and finance/ERP systems. The API supports common operations like reading people and role records, creating and updating assignments, and pulling utilization and forecast reports programmatically.

Key API capabilities typically include bulk import endpoints for projects and assignments, webhook support to notify external systems of changes, and endpoints for retrieving aggregated utilization and forecast data for reporting. These capabilities allow organizations to automate routine data flows and keep Mosaic in sync with time tracking, invoicing, or CRM systems.

Enterprise customers often receive expanded API rate limits, dedicated integration support, and assistance mapping their source data to Mosaic’s schema. If you have specific integration requirements, review Mosaic's developer documentation or contact Mosaic support for recommendations on best practices and example integration patterns.

10 Mosaic alternatives

• Float — Visual resource planning and scheduling tool popular with creative and marketing teams for its simplicity and calendar-focused scheduling.
• Resource Guru — Resource scheduling software that focuses on straightforward booking, time-off management, and utilization tracking.
• Forecast — Resource and project forecasting platform that includes AI-assisted scheduling and PSA capabilities.
• monday.com — Work OS with resource and workload views via add-ons and integrations; provides broader project and work management features.
• Smartsheet — Spreadsheet-like work management platform that can be used for resource planning with custom templates and automations.
• Wrike — Project management platform with workload views, scheduling, and integrations to build resource management workflows.
• Hub Planner — Resource scheduling and time tracking tool with visualization and reporting for agencies and consultancies.
• TeamGantt — Gantt-based planning with resource allocation features, best for timeline-driven teams.
• ClickUp — All-in-one work platform with workload view and capacity tracking through custom fields and integrations.
• Asana — Project management tool with workload views (in paid tiers) that teams can use for simple capacity oversight.

Paid alternatives to Mosaic

• Float: Simple, calendar-first scheduling and leave management for creative teams; strong for teams that want a lightweight booking interface. Integrations with time-tracking and project tools help close the loop on utilization.
• Resource Guru: Focuses on fast booking and avoiding double bookings; its emphasis is on ease-of-use for teams that need a dedicated resource calendar without full PSA complexity.
• Forecast: Offers resource forecasting combined with project planning and financial tracking; includes AI features to suggest allocations and optimize schedules.
• monday.com: Provides broader project and portfolio features with workload and timeline views; better for teams that want a single platform for tasks, projects, and resource planning.
• Smartsheet: Highly customizable for teams that prefer spreadsheet-style control over resource and project data; strong automation and reporting for complex workflows.
• Wrike: Good for enterprise teams requiring robust project management with workload balancing and custom workflows; integrates with many enterprise systems.

Open source alternatives to Mosaic

• OpenProject: Open-source project management with basic resource planning modules; suitable for teams that want self-hosted control and extensibility.
• Redmine: Flexible, plugin-driven project tool where resource planning can be added through community plugins; requires more setup and maintenance.
• ERPNext: Full ERP system that includes HR and project modules; resource planning capability exists but is broader and not specialized for agency-style scheduling.
• Taiga: Agile project tool that can be extended with plugins or integrations to approximate capacity views for small teams.
• TimeCamp (self-hosted options): Open-source-friendly time tracking and resource reporting tools that can be combined with other self-hosted systems for capacity planning.

Frequently asked questions about Mosaic

What is Mosaic used for?

Mosaic is used for resource and capacity planning in delivery organizations. It helps teams schedule people against projects, forecast utilization, and model hiring or contracting scenarios so decisions can be tied to utilization and financial outcomes.

Does Mosaic integrate with project management tools?

Yes, Mosaic offers integrations with common project and PSA tools to sync project and assignment data. Integrations reduce manual entry by synchronizing project statuses, people lists, and high-level estimates so the capacity model reflects live project data.

How much does Mosaic cost per user?

Mosaic starts at $6/month per user when billed annually for the Starter plan; monthly billing is typically higher (around $8/month per user for Starter). Professional and Enterprise tiers increase per-user pricing and add features like advanced forecasting and SSO.

Is there a free version of Mosaic?

Yes, Mosaic includes a Free Plan intended for small teams or evaluation. The Free Plan allows limited seats and basic visibility but excludes advanced scenario modeling, integrations, and API access found in paid plans.

Can Mosaic be used for agency capacity planning?

Yes, Mosaic is commonly used by agencies to match staff to client work, reduce bench time, and forecast billable utilization. Its role- and skill-based staffing features help agencies assign the right people and predict how new business will impact utilization.

Does Mosaic have an API I can use?

Yes, Mosaic exposes an API and webhook support for syncing people, projects, and assignment data. The API enables automation of imports and exports and allows teams to extract utilization and forecast data for reporting.

How secure is Mosaic for enterprise customers?

Mosaic supports standard enterprise security controls such as role-based access, single sign-on (SSO), and audit logging on paid plans. Enterprise contracts commonly include additional assurances and compliance details as required by larger customers.

Can I import data from Excel into Mosaic?

Yes, Mosaic supports CSV/Excel imports for people, projects, and assignment data. Import tools typically include mapping steps so you can match your spreadsheet columns to Mosaic fields and verify data before committing.

How long does it take to implement Mosaic?

Implementation time varies by scope but is typically measured in days to a few weeks for mid-sized teams. A straightforward setup with a few projects and people can be completed quickly; larger organizations with complex integrations and governance requirements often plan for a longer onboarding timeline and phased rollout.

What training resources are available for Mosaic?

Mosaic provides documentation, onboarding support, and guided training for paying customers; resources often include knowledge-base articles, webinars, and implementation assistance for Enterprise deals. Many customers also run internal workshops to shift teams from spreadsheet-based planning to Mosaic’s centralized model.

mosaic careers

Mosaic recruits for roles in product, engineering, customer success, and sales that support its core capacity planning product. Candidates with backgrounds in SaaS product development, data engineering (for reporting and integrations), and customer-facing roles (implementation and success) are typical.

For the latest open roles and hiring regions, check Mosaic's careers or jobs listing on their site and LinkedIn profiles.

mosaic affiliate

Mosaic may provide partner and reseller programs for consultancy or software partners who implement capacity planning for clients. Affiliate or partner programs typically offer referral fees, implementation resources, and co-marketing support for partners that drive new customers.

If you are interested in partnership opportunities, review Mosaic’s partner information or contact their partnerships team through the website.

Where to find mosaic reviews

Product reviews for Mosaic can be found on industry review platforms and community forums that cover resource planning and PSA tools. Look for hands-on user feedback on feature fit, onboarding experience, and how well Mosaic integrates with existing project and finance systems.

For balanced perspectives, consult multiple sources including user reviews on software review sites and case studies on Mosaic’s website to see how organizations in your industry use the platform.