Resource Guru review
Bottom line
Resource Guru is a scheduling-first resource management tool that puts team capacity, project plans and timesheets in one view. Its clearest strength is heatmap views and clash management that catch overbooking before it reaches a client. The main cost to watch is per-person pricing, since every person added is billed whether they log in or not, and phone support is limited to the Master plan. It suits agencies and service teams juggling many projects that need a schedule people can rely on.
What is Resource Guru?
Resource Guru is a web-based resource management and scheduling tool for teams that deliver client work. It replaces the spreadsheets many teams use to allocate people, equipment, vehicles and meeting rooms against projects. The core problem it addresses is over-allocation, where work gets booked against people who are already full and nobody sees the clash until a deadline slips.
Day to day, managers place bookings on a schedule that shows everyone's availability at a glance. Heatmap views shade people who are under capacity, at capacity or overbooked, and clash management flags conflicts while the schedule is still being built. Tentative bookings and placeholder resources let teams plan work before names are confirmed, and a waiting list holds unresolved bookings. Sick days, out-of-offices and time zones factor into availability, and calendars sync with Google Calendar and Microsoft Outlook. Timesheets fill in automatically from booked work, so staff submit with one click and managers compare scheduled hours against actual hours.
The product is aimed at agencies, consultants, construction, engineering and information technology teams. The company also lists freelancers, small businesses, mid-size businesses and enterprises among its typical customers. Pricing is per person, and people are charged whether they log in or not. Grasshopper starts at $5 per person per month, Blackbelt is $8 and Master is $12, while Enterprise is quoted on request. There is a 30-day free trial with no credit card needed, and annual plans include two months free.
What sets it apart is its focus on scheduling rather than task management. Project tools such as Asana, Jira and Monday.com sync into the schedule, so capacity reflects the work people are actually assigned. An MCP server lets AI assistants such as ChatGPT or Claude answer resourcing questions in natural language. Security includes SOC 2 Type II and GDPR compliance, annual independent penetration testing, and single sign-on on the Master and Enterprise tiers.
Who it's for
- Creative and marketing agencies
- Consultancies managing billable hours
- Construction and engineering project teams
- IT teams scheduling work across projects
Who should look elsewhere
- Teams that need a free plan
- Organizations that need published Enterprise pricing
- Teams that want task-first project management
Typical uses
- Scheduling designers and developers across client projects
- Booking meeting rooms, vehicles and equipment
- Forecasting utilization and billable hours
- Planning leave around project schedules
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Resource Guru alternatives and comparisons
Resource Guru is the only employee scheduling product we list so far. Browse the category as more are added.