Resource Guru Pricing, Features, Reviews & Comparison of Alternatives

Resource Guru

Cloud based team scheduling software

4.51/5 (227 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.


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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 screenshot: Create bookings for your projects and clientsResource Guru screenshot: Create time off bookings for your resources.Resource Guru screenshot: Overtime trackingResource Guru screenshot: Insightful ReportsResource Guru screenshot: Projects & Clients

Resource Guru reviews

Value for money
Ease of use
Customer support
Myroslav Pituley

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

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Isabella Hidalgo

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

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Mark Wallace

All I need

Used daily for 2+ years
Reviewed 2020-04-20
Review Source: Capterra

Overall the software is excellent and does everything we need it to do, we have just recently increased its use within the business and it has become the central hub for all resource info

Its easy to use and the reports I can get from it allow my whole team to see the resource status

It can sometimes be a bit fiddly when moving tasks and the accuracy required by the mouse moves

Rating breakdown

Value for money
Ease of use
Customer support

Likelihood to recommend: 10/10

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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

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Megan Hilling

Quality and Functionality

Used daily for less than 6 months
Reviewed 2020-02-24
Review Source: Capterra

Guru is an amazing tool and it has made my life so much easier! I enjoy using it and the reports feature is great (I just need more time to figure out the best report for me)

Ease of use when booking projects. The ability to move projects by dragging and dropping without loosing vital information in the process. Visibility to stakeholders without compromising the details of the project. The ability to customize schedules and access to separate functions of the application.

I would like to be able to copy and past the projects from one resource to another. I would like to be able to link projects together so when I move a linked project it moves all of those that are linked. So we have a project but also travel, preperation, and reporting. If we could link all four together, this would be a great feature! Need more functionality using mobile devices, cannot change the color of a project while using mobile phone.

Response from Resource Guru

Hi Megan

Thanks for sharing your review of Resource Guru! I wanted to let you know that you can definitely copy and paste bookings from one resource/date to another. Just use SHIFT+drag to duplicate a booking :)

You can also edit the colour of your projects whilst on a mobile device. You can do this in the Projects section or view the Schedule. Please let me know if you're having difficulty with this and I'll be happy to help you with it!

I also wanted to let you know that we do have plans for a dependencies feature in future. Can I suggest that you sign up for our newsletter in the footer of our homepage - That way we can keep you in the loop about new features and other news.

I hope this helps! Please don't be a stranger if there's anything else we can do for you :)


Rating breakdown

Value for money
Ease of use
Customer support

Likelihood to recommend: 10/10

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Resource Guru pricing

Starting from
Pricing options
Free trial
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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
Reporting & Statistics

Activity Tracking (315 other apps)
Audit Trail (293 other apps)
Auditing (343 other apps)
Automatic Notifications (489 other apps)
Billing & Invoicing (280 other apps)
Compliance Management (351 other apps)
Customizable Reporting (391 other apps)
Data Import/Export (360 other apps)
Document Management (281 other apps)
Document Storage (295 other apps)
Inventory Management (389 other apps)
Inventory Tracking (310 other apps)
Real Time Data (333 other apps)
Real Time Reporting (282 other apps)
Third Party Integration (384 other apps)
Workflow Management (382 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.