Resource Guru Pricing, Features, Reviews & Alternatives

Resource Guru

Cloud based team scheduling software

4.56/5 (281 reviews)

Resource Guru overview

What is Resource Guru?

Thousands of companies around the world use team scheduling systems that don't satisfy their needs. While some are using nothing more sophisticated than a spreadsheet many others are using bloated, clunky or expensive solutions - frequently leading to inefficiency and frustration. Resource Guru provides a user-friendly, cloud-based alternative with an easy drag and drop interface that is leading the way to increased productivity and better collaboration online at companies including Apple, Saatchi & Saatchi, Publicis and NASA.

Resource Guru manages to pack in a powerful set of features into a simple, intuitive design. You can add, move and delete resource bookings in seconds. Full team visibility on one smart calendar means you can instantly see what everyone is working on. A leave management system makes it simple to manage vacation, sick days, or any other types of time off. Personal dashboards are an easy way for people to quickly log in and know exactly what they should be working on for the week, and as there is no software to install or training required you and your team can get started immediately.


Starting from
Pricing options
Free trial
Value for money
View Pricing Plans


Business size



United States, Canada, United Kingdom, Australia, China and 3 other markets, India, Japan, Germany

Supported languages

Resource Guru screenshot: Main ScheduleResource Guru OverviewResource Guru screenshot: Add BookingsResource Guru screenshot: Powerful FiltersResource Guru screenshot: Manage Time OffResource Guru screenshot: Insightful ReportsResource Guru screenshot: Manage Overtime

Resource Guru user reviews

Value for money
Ease of use
Customer support
Myroslav P.

Simple and very easy to use resource scheduling\tracking app.

Used daily for 6-12 months
Reviewed 2020-02-03
Review Source: Capterra

Resource Guru is a great resource scheduling application for a simple use cases. It does what it promises perfectly. The UI is very friendly and pleasant - make for a great user experience. I used it to track the tasks for my team for almost a year. I would have kept using it but the company mandated a different tracking system and I had to abandon it. I like that Resource Guru'a focus on their product and customer service. I also appreciated the slow introduction of new features. Overall, very pleasant and satisfactory experience with a great application.

- Ease of use - Very pleasant UI - Flexibility

- Lack of features. The application does the simple scheduling\tracking perfectly though. - Copy\paste of resource tasks was not available at the time

Rating breakdown

Value for money
Ease of use
Customer support

Likelihood to recommend: 9/10

Minimize review

Isabella H.

Extremely handy software, easy to use, visibly appealing, great to manage and schedule.

Used daily for 6-12 months
Reviewed 2019-11-25
Review Source: Capterra

Positive, I do enjoy managing RG for our company. My company want us to migrate and start using the schedule planned for Office 365, but I had to push back and explain that this software is up to date, already does everything we need it too and Office 365 still has a long way to go before we can use it for what we want. It's safe to stick with RG that we know how to work, we know what it does and what i can't do and it works, no need to change something that isnt broken.

I like the appearance of the software - its clear, self explanatory, easy to navigate, see the bigger picture to jiggle schedule resource about, etc. I like how easy and quickly the support team are there to assist when needed. I like how it shows you who has booked what and the daily reminders via email of what is coming up, etc.

It isn't a negative but I would like to have a scheduling log, to see at what time and date did someone book a slot onto the schedule. I manage the Creative Studio, depending how many campaigns and the urgency in hitting these deadlines, I need to keep track of the entire departments availability, knowing when i can move things around in order to deliver last min projects. Only myself should have booking access, but I currently share it with Creative Directors, so they can schedule in my absence, but I can't see when they have booked them in so i can keep track. Is this something you could implement, please? Thanks,

Response from Resource Guru

Hi Isabella

Thanks for the great review - I'm so pleased to hear that you're enjoying Resource Guru :) I'm pleased to say that an activity log is very firmly on our roadmap, and I've made a note to contact you as soon as this is available. You can also keep up to date with new features by signing up to our Newsletter at the bottom of our homepage -

I hope this helps but please don't hesitate to reach out if there's ever anything we can do for you :)

Happy scheduling!

Rating breakdown

Value for money
Ease of use
Customer support

Likelihood to recommend: 10/10

Minimize review

Russ U.

Awesome Tool for Resource Management

Used daily for 2+ years
Reviewed 2021-03-01
Review Source: Capterra

We moved from a home-grown Excel sheet to Resource Guru and it has made a HUGE improvement in employee satisfaction, clarity of assignments, and projecting resource constraints and availability.

Easy to use! Straight-forward user interface.

I would love to see an easy way to see date/time of when an entry was placed on the schedule and who placed it there. It would be nice to have an "audit" trail of what changed, when, and by whom.

Response from Resource Guru

Hi Russ

Thanks for sharing your feedback :) We don't currently support a timesheets feature, but this is firmly on our roadmap for the future.
In the meantime you might be able to create your own DIY activity log by sending changes in your account to a spreadsheet using Zapier. You can read about using the Zapier integration here

I hope this helps, but please let me know if there's anything else I can do for you. I'm always happy to help!


Rating breakdown

Value for money
Ease of use
Customer support

Likelihood to recommend: 10/10

Minimize review


Glorified spreadsheet

Used daily for 1-2 years
Reviewed 2019-07-08
Review Source: GetApp

Causes more problems than it solves. We used to use a spreadsheet, it was much better than this.

Nothing at all. It has no redeeming qualities.

Allows you to book time without tasks. When asked to change this was told couldn't because some companies want that function, ie it isn't an option as it should be. The drop downs are fiddle and make it easy to select a blank, but doesn't warn you. Can't toggle between scrolling list and typing to search without cl king out of area. You have a set number of hours per day you need to book but it doesn't highlight those that are short- you have to hover to see remaining time but that function doesn't work properly, resulting in multiple clicks to get it to trigger. Colour by project doesn't actually do it, I'm on 6 projects yet only see 2 colours. Can push to calendar but not pull- useless function as meetings are booked in calendar to allow invites, you want guru to pull that data in to autofill. Though it is web based it is impossible to use on a mobile. The popups are always off screen, making it impossible to use - mobile friendly websites have been around for a very long time, lazy to not have it here, particularly as would allow people who are on the road to log their time on he go. Not worth the hassle even if free.

Rating breakdown

Value for money
Ease of use

Likelihood to recommend: 0/10

Minimize review


Clean, easy to use software with lots of room for growth

Used daily for less than 6 months
Reviewed 2021-01-25
Review Source: Capterra

Overall, Resource Guru has been a welcome addition to our operational process. I have thoroughly enjoyed using the software so far and it has certainly made things easier on myself and my team. Although I have a long list of things I think the software can improve on, I hope to work with the development team to open a dialogue on these additions. I know that our application for the software may be unique, but I'm sure the developments will be appreciated by others as well.

Resource Guru is a very clean-looking software that provides an ease of use unlike I've seen in other products. No training was required to bring my team online with the software, much of it is intuitive. I appreciate the professional look and feel as well as the simplistic interface. Filtering is something that is crucial to our business, and while I love the functionality of it there is definitely room for improvement. Through implementing small workarounds we were able to bring this software online for a team of over 100 field service engineers with very short turnaround (less than three weeks of overlap between the old software and Resource Guru).

While Resource Guru provides a clean and simple software, at times I find it too simple. There are some features that are built in some places but not others. For example I have the option of custom tags for filtering Resources. I can build out a filter for region, city, desired schedule, skillets, or even favorite food if I want to. However, none of this applies to Projects. I would love to be able to filter projects by region, city, state, or custom tags like skillset and software required. It seems to me that the exact same functionality could be copied and pasted over to Projects. There are other minor tweaks to be made, like exiting a window. Sometimes I am met with an "are you sure you want to exit" window because I'm currently editing something, but more often than not I am allowed to simply click outside the window or hit escape and all of the editing in progress is lost. Furthermore, it would be nice to be able to input repeating holidays or events. For example, New Year's Day is always on January 1st. Why do I have to scroll forward and manually input this holiday every year? It would be great to just set it and forget it. Another addition I would love to see is the ability to mark jobs/projects as tentative or unconfirmed. This could be in the form of a checkbox that adds a gradient to the job so it looks different than the rest. Something simple to differentiate it from confirmed projects is all I'm looking for.

Rating breakdown

Value for money
Ease of use

Likelihood to recommend: 7/10

Minimize review

Resource Guru pricing

Starting from
Pricing options
Free trial
View Pricing Plans

30-day free trial, no credit card required.

Grasshopper: $3/user/month (billed monthly) or $2.50/user/month (billed annually).
Blackbelt: $5/user/month (billed monthly) or $4.16/user/month (billed annually).
Master: $8/user/month (billed monthly) or $6.65/user/month (billed annually).

Resource Guru features

Access Controls/Permissions
Activity Dashboard
Mobile Access
Reporting & Statistics

Alerts/Notifications (1091 other apps)
Audit Management (546 other apps)
Audit Trail (531 other apps)
Billing & Invoicing (562 other apps)
Compliance Management (665 other apps)
Customizable Reports (575 other apps)
Data Import/Export (638 other apps)
Document Management (772 other apps)
Inventory Management (835 other apps)
Status Tracking (540 other apps)
Third Party Integrations (749 other apps)
Work Order Management (529 other apps)
Workflow Management (687 other apps)

Security and privacy


Encryption of sensitive data at rest
HTTPS for all pages

Access control

Multi-factor authentication options
This will ask you to sign in with LinkedIn

GetApp Analysis

Clunky scheduling spreadsheets have always made resource planning more difficult than necessary, leading to miscommunication and frustration for companies that juggle multiple resources on a daily basis. Resource Guru is a web-based solution that aims to simplify the way organizations schedule resources by doing away with traditional spreadsheets and moving the process online.

A web application that provides users with a way to schedule people, equipment, and other resources, Resource Guru gives teams complete visibility so they can see the projects and clients their resources are booked on in real-time. Although Resource Guru started off gaining traction amongst some of the top creative and digital agencies, its reach has greatly expanded and it is now popular across a wide range of industries.

What is Resource Guru?

Resource Guru is a cloud-based team scheduling solution. Developed as an alternative to the complicated spreadsheets that many businesses still use for everyday resource scheduling, Resource Guru has a focus on complete team visibility. Drag-and-drop scheduling tools allow users to quickly add, edit, re-organize, and delete bookings, while a unique “availability bar” serves as a tool for team capacity planning.

Managers and bookers who use Resource Guru are able to save time scheduling resources, while team members become more productive thanks to the application’s up-to-date personal schedules. Resource Guru helps businesses gain insights into things like utilization and future capacity planning, with full utilization reports that can be filtered by resource type and user-defined custom fields.

Who is Resource Guru For?

  • Experience level: All levels
  • Industry: Agencies, media, software development, consulting, startups, engineering, construction, universities, non-profits
  • Business size: All sizes
  • Departments/roles: Managers and bookers
  • Budget/point: All budgets
  • Example customers: Saatchi & Saatchi, Intel, Vodafone, Ogilvy, VMware and ASOS

Main Features

Visibility Calendars

Resource Guru’s cloud-based calendar gives organizations full team visibility, which enables managers and bookers to quickly see the projects and clients that their resources are booked on. Resource Guru’s calendars make it easy for users to see the big picture, including things like which employees are busy and which resources are booked at any given time.

Visit your calendar to quickly add, edit, or delete bookings. From one screen, you’re able to see what each person in your organization is working on, including projects, clients, and meetings. Resource Guru also has an “availability bar,” which gives you a quick overview of a resource’s remaining availability, and helps organizations maximize utilization for increased efficiency.

Drag-and-Drop Scheduling

Resource Guru takes the complexity out of team scheduling with drag-and-drop functionality. In just seconds, users can add, move, edit, or delete bookings from their company schedules. Bookings can be dragged around on the scheduling page to re-allocate them to new resources.

Take advantage of Resource Guru’s flexible bookings feature. Unlike traditional calendars, Resource Guru’s web-based calendar lets you add bookings for a number of hours or a specific time. Complete team visibility means that you can see everyone’s bookings on one screen, along with details about individual clients or projects.

Personal Dashboards

Personal dashboards help Resource Guru users ensure that their resource scheduling information is always up-to-date. Individual team members can login and view their updated personal schedules on their dashboard pages at any time.

Login to your own personal dashboard, and you can see exactly what you should be working on for the day or week. Any updates that your managers make to your dashboard, based on incoming bookings or new scheduling changes, will be reflected on your dashboard in real-time. This eliminates the need for managers to send multiple emails to employees each time their schedules change.

Customizable Resource Types

Custom fields provide a way for Resource Guru users to customize their resource types to fit their own requirements. (For example, this might include skill, department, or location.) Users can then use advanced filtering tools to focus on specific resources by these properties.

With Resource Guru, you can manage people, meeting rooms, technology equipment, vehicles, or any other type of business resource. Setup the availability for individual resources. (For example, maybe Conference Room A is never available on Monday afternoons.) Once these availability requirements are set, the conference room can never be “accidentally” booked by a user, and scheduling clashes become a thing of the past.

Insightful Reports

Resource Guru’s reports provide organizations with a glimpse into their own utilization and capacity planning issues. Reports can be generated on multiple resource types, including people, conference call lines, meeting rooms, and vehicles, to name just a few. Users can see which of their resources are over or under-utilized, and they can pull up utilization rates for specific individuals.

Use Resource Guru’s reports to improve the way you manage resources. You can analyze projects and see which clients are consuming the most resources. You can also use Resource Guru’s “waiting list” feature to pinpoint any instances where demand outpaces capacity.


Resource Guru has an API and webhooks, which allow users to create any integrations they may need. Podio, a project management app, also offers an integration with Resource Guru. Resource Guru is also working on a full integration with Slack.


Pricing for Resource Guru is based on the number of resources that an organization is scheduling. Monthly pricing starts at $2.50 per person. Businesses can add as many projects and clients as they need. Resource Guru offers a 30-day free trial, with no credit card required.

Bottom Line

  • Team calendar solution for scheduling people, equipment, and other resources
  • User-friendly scheduling tools give teams full visibility
  • Saves managers and bookers valuable time
  • Frequently used by creative and digital agencies
  • Full utilization reports provide insights into future capacity planning

Videos and tutorials

Additional information for Resource Guru

Key features of Resource Guru

  • Add any type of resource
  • Advanced clash management
  • Archiving
  • Calendar Sync with Outlook, Google & More
  • Cloud based
  • Colour code by client, project and booker
  • Custom data fields for resources
  • Daily schedule notifications
  • Full team visibility
  • Fully integrated with Zapier
  • Granular permissions
  • Individual availability settings
  • Leave management & vacation planning
  • Personal dashboards and logins
  • Powerful filters you can save
  • Single resource pool
  • Time zone support
  • Utilization reports
  • Waiting list (for overbookings)
  • Webhooks
View All Features


- Get team visibility on one clever calendar - quickly see what projects and clients resources are booked on.
- Leave management - makes it simple to manage vacation, sick days, maternity leave or any other types of time off for your resources.
- Personal dashboards - resources are always bang up to date and there's no need to send out hundreds of emails which quickly go out of date.
- See the big picture - who's busy? Who's available? Our unique "availability bar" helps you with capacity planning.
- Custom fields - create custom fields (eg 'Skills', 'Department', 'Location' etc) and use our powerful filters to focus on specific groups.
- Powerful reports deliver new insights - monitor utilization rates and and gain valuable new insights into your business.
- Advanced clash management - bookings can be added to a waiting list and used for capacity planning later, leaving users to get on with their busy day.