Does CrewFlow replace Microsoft Project?

No. Keep Project for scheduling. CrewFlow manages the workforce delivering against that schedule.

Can we import a plan?

Job and position dates can be created from an exported plan, and the API supports automated creation.

Does CrewFlow have Gantt views?

Yes — CrewFlow includes day, week, month, timeline and Gantt views, focused on crew allocation rather than task dependencies.

We use Microsoft 365 throughout. Does CrewFlow fit?

Yes. The Integrations Hub covers Microsoft 365 services, and SSO is available for enterprise plans.

Software comparison

CrewFlow vs Microsoft Project

Microsoft Project is a long-established scheduling tool for planning tasks, durations, dependencies and resource allocation. CrewFlow addresses what happens to the people assigned to that plan.

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Overview

CrewFlow and Microsoft Project at a glance

Project is built for planners: work breakdown structures, dependencies, baselines and resource levelling, integrated with the Microsoft ecosystem.

CrewFlow is built for operations: which named worker is available, compliant, documented, travelling, working and being paid, across every project they touch.

Teams commonly keep Project for the plan and use CrewFlow to mobilise and manage the crews delivering it.

Who each is for

Designed for different jobs

CrewFlow is designed for

Labour suppliers deploying named, compliant workers
Cross-border posting, travel and document evidence
Field timesheets, expenses and invoicing
Rotations, availability and crew utilisation

Microsoft Project is designed for

Project managers building and baselining schedules
Task dependency and duration planning
Resource levelling at role level
Organisations standardised on Microsoft tooling

Feature comparison

Capability by capability

The same 18 capability areas used across the Comparison Centre, applied to CrewFlow and Microsoft Project.

IncludedPartialDifferent scope

Capability comparison between CrewFlow and Microsoft Project
Capability	CrewFlow	Microsoft Project
Workers	Included Worker records with rates, documents, availability and full assignment history	Partial Resource pool entries rather than worker records
Projects	Included Clients, projects, jobs and positions with historical rates	Included Comprehensive task and schedule structures
Planning	Included Crew Planning with day, week, month, timeline and Gantt views	Included Strong scheduling, dependencies and resource levelling
AI timesheets	Included Photo or PDF capture, AI extraction, confidence scoring and human approval	Different scope Not part of Microsoft Project's intended scope
Document packs	Included Packs assembled by country, client, project or org defaults	Different scope Not part of Microsoft Project's intended scope
Digital signatures	Included Terms of engagement issued and signed in the worker portal	Different scope Not part of Microsoft Project's intended scope
Mobility intelligence	Included A1, posting, right-to-work and Schengen day tracking with pre-mobilisation scoring	Different scope Not part of Microsoft Project's intended scope
Business intelligence	Included Executive dashboard, revenue, profitability, workforce and operations analytics	Partial Schedule reporting and Power BI integration
Automation	Included Trigger, condition and action builder with execution audit history	Different scope Not part of Microsoft Project's intended scope
Mobile app	Included Native iOS and Android worker portal with offline capture and push	Different scope Not part of Microsoft Project's intended scope
Integrations	Included Integrations Hub covering accounting, storage, comms, signing and HR systems	Included Deep Microsoft 365 integration
API	Included Versioned REST API, OpenAPI reference, OAuth, API keys and webhooks	Partial Graph and Project APIs on cloud plans
Security	Included Row-level tenant isolation, EU hosting, encryption and immutable audit history	Included Microsoft 365 enterprise controls
Compliance	Included Document expiry, versioning and mobilisation blocking on missing evidence	Different scope Not part of Microsoft Project's intended scope
Commercial engine	Included Timesheet-to-invoice calculation driven by agreed terms of engagement	Different scope Not part of Microsoft Project's intended scope
Report builder	Included Self-service report definitions with scheduling and delivery	Partial Schedule-oriented reports
Developer platform	Included OAuth apps, event catalogue, signed webhooks and rate-limited gateway	Different scope Not part of Microsoft Project's intended scope
Support	Included In-app guidance, knowledge centre, onboarding wizard and named success contact	Included Microsoft support ecosystem

Workers
CrewFlow
Included
Worker records with rates, documents, availability and full assignment history
Microsoft Project
Partial
Resource pool entries rather than worker records
Projects
CrewFlow
Included
Clients, projects, jobs and positions with historical rates
Microsoft Project
Included
Comprehensive task and schedule structures
Planning
CrewFlow
Included
Crew Planning with day, week, month, timeline and Gantt views
Microsoft Project
Included
Strong scheduling, dependencies and resource levelling
AI timesheets
CrewFlow
Included
Photo or PDF capture, AI extraction, confidence scoring and human approval
Microsoft Project
Different scope
Not part of Microsoft Project's intended scope
Document packs
CrewFlow
Included
Packs assembled by country, client, project or org defaults
Microsoft Project
Different scope
Not part of Microsoft Project's intended scope
Digital signatures
CrewFlow
Included
Terms of engagement issued and signed in the worker portal
Microsoft Project
Different scope
Not part of Microsoft Project's intended scope
Mobility intelligence
CrewFlow
Included
A1, posting, right-to-work and Schengen day tracking with pre-mobilisation scoring
Microsoft Project
Different scope
Not part of Microsoft Project's intended scope
Business intelligence
CrewFlow
Included
Executive dashboard, revenue, profitability, workforce and operations analytics
Microsoft Project
Partial
Schedule reporting and Power BI integration
Automation
CrewFlow
Included
Trigger, condition and action builder with execution audit history
Microsoft Project
Different scope
Not part of Microsoft Project's intended scope
Mobile app
CrewFlow
Included
Native iOS and Android worker portal with offline capture and push
Microsoft Project
Different scope
Not part of Microsoft Project's intended scope
Integrations
CrewFlow
Included
Integrations Hub covering accounting, storage, comms, signing and HR systems
Microsoft Project
Included
Deep Microsoft 365 integration
API
CrewFlow
Included
Versioned REST API, OpenAPI reference, OAuth, API keys and webhooks
Microsoft Project
Partial
Graph and Project APIs on cloud plans
Security
CrewFlow
Included
Row-level tenant isolation, EU hosting, encryption and immutable audit history
Microsoft Project
Included
Microsoft 365 enterprise controls
Compliance
CrewFlow
Included
Document expiry, versioning and mobilisation blocking on missing evidence
Microsoft Project
Different scope
Not part of Microsoft Project's intended scope
Commercial engine
CrewFlow
Included
Timesheet-to-invoice calculation driven by agreed terms of engagement
Microsoft Project
Different scope
Not part of Microsoft Project's intended scope
Report builder
CrewFlow
Included
Self-service report definitions with scheduling and delivery
Microsoft Project
Partial
Schedule-oriented reports
Developer platform
CrewFlow
Included
OAuth apps, event catalogue, signed webhooks and rate-limited gateway
Microsoft Project
Different scope
Not part of Microsoft Project's intended scope
Support
CrewFlow
Included
In-app guidance, knowledge centre, onboarding wizard and named success contact
Microsoft Project
Included
Microsoft support ecosystem

Advantages

What Microsoft Project does well

Mature, well-understood scheduling capability
Strong dependency, baseline and levelling features
Familiar to project managers and integrated with Microsoft 365
Good desktop and Project for the web options

Limitations

Where teams typically hit the edge

Resources are generic allocations, not people with passports and A1s
No compliance enforcement or document expiry tracking
No worker-facing mobile app for time or expense capture
Nothing downstream: no rate cards, invoices or audit history for pay

Typical use cases

Which to use, when

Use Microsoft Project

Building the schedule: tasks, dependencies, durations and baselines.

Use CrewFlow

Staffing that schedule with compliant, mobilised people and capturing what they actually did.

Use both

Plan in Project, mobilise and manage the crew in CrewFlow.

Pricing approach

How each is typically paid for

Pricing models change. Treat this as an indication of approach and confirm current commercial terms directly.

CrewFlow

Per-seat subscription with worker-volume tiers and a free trial.

See CrewFlow pricing

Microsoft Project

Per-user cloud plans or a perpetual desktop licence, commonly alongside Microsoft 365.

Why CrewFlow

Why organisations choose CrewFlow

Named workers with documents, rates and history rather than generic resources
Mobility intelligence checks deployments before travel is booked
Native mobile capture for time, expenses and documents, including offline
Approved time priced against agreed terms and turned into invoices
Complete audit history for compliance and client evidence

Explore the platform

Every capability in the table above has its own product page explaining how it works, the workflow behind it and the questions customers ask most.

Browse all modules Model the return Customer stories

FAQ