Resource Guru Pricing, Features, Reviews & Comparison of Alternatives

Resource Guru

Cloud based team scheduling software

4.64/5 (50 reviews)

Resource Guru overview

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, Asia, Australia, Canada, China and 7 other markets, Europe, Germany, India, Japan, Latin America, Middle-East and Africa, United Kingdom

Supported languages

Resource Guru screenshot: Main scheduleResource Guru – changing the way teams manage timeResource Guru screenshot: Powerful FiltersResource Guru screenshotResource Guru screenshot: Overtime trackingResource Guru screenshot: Insightful ReportsResource Guru screenshot: Projects & Clients

Resource Guru reviews

Value for money
Ease of use
Customer support

Great product but no development

Reviewed 2015-11-30
Review Source: GetApp

Whilst it Guru is a promising, flexible and easy to use product it really is just bare bones at the moment and they have failed to deliver any additional functionality since launch despite increasing pricing. The forums are filled with requests and suggestions for highly useful add-ons and improvements that always receive the same answer "It's on the road map but we are working on other aspects of development". However, there have been no new releases and even the highly anticipated Vacation and Leave function slated for October 2015 has not actually been delivered. In fact the only thing that has changed is a change in pricing model that has upped the cost of the product. So, to conclude, even though Resource Guru has great potential the increased cost combined with a complete lack of development and capacity for integration make it a waste of time and money. Sad really because conceptually it is a fantastic product.

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Nikki Kownacki

A great way of organising your day

Used daily for 2+ years
Reviewed 2018-01-15
Review Source: Capterra

That you can easily move jobs around if they need to change and can book off holiday time and meeting time so that you don't overbook yourself.

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Steve Camp

The entire team are there to make sure your experience with the product is easy and beneficial.

Used daily for 1-2 years
Reviewed 2017-12-13
Review Source: Capterra

Provided visibility and allowed tracking of the team members, contract end dates and the ability to generate accurate invoices for the customerThe product is easy to use and allows the administrator to manage teams, plan and review previous activities. It can be used for recording or planning and gives a level of visibility that is lacking in a number of products. Although the team are constantly looking at ways to improve the product, it never strays away from its core and prime functionality. Many products try to grow into a bigger, wider space and lose the key elements that attracted customers to the product in the first place. A customer of ours was so impressed with the product that they too purchased it after seeing the value it afforded us.

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Luke Monaghan

Time management made easy!

Used daily for 1-2 years
Reviewed 2017-12-13
Review Source: Capterra

The tool really makes time management easy and extremely visual. It does away with ugly excel spreadsheets and with a neat UX, it allows for easy time forecasting whilst also enabling you to easily keep on top of your time expenditure! I genuinely love this tool. Along with the tool, where there are areas for improvement, the development team are happy to listen and actually make changes based on feedback! I've provided feedback with a couple of times and both have been integrated into future updates - this is a company that listens and constantly develops for the users' needs.

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Nil Patel

Just works

Used daily for 1-2 years
Reviewed 2018-01-16
Review Source: Capterra

It's online, live, easy to use and easy to update, GUI is nice, all information is easy in a GANTT style.

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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

Activity Dashboard
Custom Fields
Reporting & Statistics

Activity Tracking (177 other apps)
Audit Trail (162 other apps)
Auditing (241 other apps)
Automatic Notifications (292 other apps)
Compliance Management (181 other apps)
Customizable Reporting (231 other apps)
Data Import/Export (234 other apps)
Document Storage (175 other apps)
Inventory Management (187 other apps)
Inventory Tracking (189 other apps)
Invoice Management (173 other apps)
Multi-Location (157 other apps)
Real Time Data (204 other apps)
Third Party Integration (206 other apps)
Workflow Management (198 other apps)

Security and privacy


Encryption of sensitive data at rest
HTTPS for all pages

Access control

Multi-factor authentication options

Data policy

Data backup in multiple locations/GEO regions
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

Additional information for Resource Guru

Key features of Resource Guru

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