Resource Guru Review (2026): Pricing, Features & Honest Verdict
TLDR
Resource Guru is cloud-based resource scheduling software that helps teams plan who works on what, and when, with a fast drag-and-drop calendar and automatic clash management. Best for agencies and service teams juggling multiple projects. Price: From $4.16/person/mo, no free plan (30-day trial). Rating: 7.8/10.
What is Resource Guru?
Resource Guru is a resource management and scheduling tool built around one simple idea: a shared calendar that shows exactly who is available and who is overbooked. You drag bookings onto people, equipment, and meeting rooms, and the software warns you the moment something clashes. It is not a full project management suite, it is a dedicated scheduler that does that one job extremely well.
The company reports serving over 65,000 people across 100+ countries, with customers spanning agencies, consultancies, construction, engineering, and IT teams. It has been around for years and has quietly become a go-to for service businesses that bill by people’s time and need to see capacity at a glance rather than buried inside a sprawling project tool.
What Are Resource Guru’s Key Features?
Drag-and-drop scheduling calendar
The core of Resource Guru is a clean, fast calendar where you assign work to team members by dragging blocks across days and weeks. It loads quickly, reads clearly, and requires almost no training, which is the main reason teams actually keep it updated instead of letting it rot.
Clash management and waitlist
When you try to book someone who is already busy or on leave, Resource Guru flags the conflict immediately and can add the request to a waitlist. This single feature prevents the double-booking chaos that spreadsheets and shared calendars create, and it is the thing most users say sold them.
Availability, leave, and capacity planning
Each person has an availability bar showing how booked they are, factoring in working hours, leave, and existing assignments. Managers get a real-time picture of who has spare capacity and who is at risk of burnout, which makes forward planning far less of a guessing game.
Timesheets and reporting
On the higher tiers, Resource Guru adds timesheets with auto-fill from scheduled work, plus customizable reports for billable utilization, budgets, and KPIs. It turns the schedule into data you can show clients and use to spot which projects and people are actually profitable.
How Much Does Resource Guru Cost?
Resource Guru starts at $4.16 per person per month on the Grasshopper plan (billed annually), with Blackbelt at $6.65 and Master at $10 per person per month. There is no permanent free plan, but a 30-day free trial with no credit card lets you test everything first. That entry price is notably aggressive: Float starts at $6 per person per month, and Runn starts at $10 (though Runn is free for up to five people). For pure scheduling, Resource Guru is one of the cheapest credible options on the market.
| Plan | Price | Plan Features | Best For |
|---|---|---|---|
| Grasshopper | $4.16/person/mo | Unlimited projects and clients, scheduling calendar, clash management, leave management, dashboards, filters, calendar sync, 1 free placeholder. No reporting. | Small teams that just need clean scheduling |
| Blackbelt | $6.65/person/mo | Everything in Grasshopper plus timesheets, customizable reports, project dates and milestones, rates and budgets, 10 custom fields, 5 free placeholders. | Agencies needing reporting and utilization tracking |
| Master | $10/person/mo | Everything in Blackbelt plus approval workflows, SSO, unlimited activity history and custom fields, phone support, 10 free placeholders. | Larger orgs needing security, SSO, and approvals |
Who Is Resource Guru Best For?
Use Resource Guru if you run an agency, consultancy, or service team where the central problem is figuring out who can take on the next project without overloading anyone. If you live in spreadsheets trying to track availability across a dozen people, this will feel like an upgrade on day one, and the clash management alone justifies the price.
Skip Resource Guru if you need deep task management, dependencies, and detailed project plans in the same tool. It deliberately stays in its scheduling lane, so heavy project workflows still need a dedicated PM platform alongside it. Solo freelancers with no team to coordinate will also find it more than they need.
What Are the Best Resource Guru Alternatives?
Float
Float is the closest head-to-head competitor, a polished resource scheduler starting at $6 per person per month. It has a slightly more modern interface and stronger forecasting, but Resource Guru tends to win on price and clash handling.
Runn
Runn leans harder into capacity planning and financial forecasting, starting at $10 per person per month and free for up to five people. Choose Runn if you care about revenue projections and scenario planning as much as scheduling.
Mosaic
Mosaic is an AI-driven resource management platform that auto-suggests who should work on what based on skills and availability. It is more ambitious and pricier, suited to larger teams that want automation rather than a manual drag-and-drop approach.
Final Verdict: Is Resource Guru Worth It?
Resource Guru nails the unglamorous but critical job of resource scheduling better than almost anything in its price range. The calendar is fast, clash management is genuinely useful, and the entry price undercuts most rivals. For agencies and service teams that bill by people’s time, it removes a real daily headache.
Just go in knowing its boundaries: this is a scheduler, not a project manager, and reporting lives on the pricier tiers. If you accept that and pair it with a dedicated PM tool when needed, Resource Guru is an easy recommendation and well worth the trial. If you wanted an all-in-one project platform, look elsewhere.
Resource Guru Pros & Cons
What We Like
- Fast, intuitive drag-and-drop scheduling calendar with almost no learning curve
- Clash management and waitlist prevent double-booking automatically
- Affordable entry tier at $4.16/person/month, undercutting most competitors
- Handles people, equipment, and meeting rooms as bookable resources
- Solid availability bar, leave management, and personalized dashboards for each team member
What Could Be Better
- No permanent free plan, only a 30-day trial
- Light on task-level project management, dependencies, and Gantt depth compared to dedicated PM tools
- Reporting and timesheets are locked behind the higher Blackbelt and Master tiers
Resource Guru FAQ
What is Resource Guru?
Resource Guru is cloud-based resource management and scheduling software. It gives teams a drag-and-drop calendar to plan who is working on what and when, manage availability and leave, and track utilization across people, equipment, and meeting rooms.
How much does Resource Guru cost?
Resource Guru has three paid plans billed per person per month: Grasshopper at $4.16, Blackbelt at $6.65, and Master at $10 (annual billing). There is no permanent free plan, but a 30-day free trial with no credit card is available.
Is Resource Guru worth it?
Yes, if you need fast, reliable resource scheduling without the complexity of a full project management suite. Its clash management and ease of use are standout strengths. It is less ideal if you want deep task management and dependencies in the same tool.
What are the best Resource Guru alternatives?
The closest alternatives are Float (resource scheduling from $6/person/month), Runn (capacity planning and forecasting from $10/person/month, free up to 5 people), and Mosaic (AI-driven resource management). Each leans into scheduling and capacity planning rather than task management.
Does Resource Guru offer a free plan?
No. Resource Guru does not offer a permanent free plan. It provides a 30-day free trial with full feature access and no credit card required, and your data carries over if you upgrade to a paid plan.
Who is Resource Guru best for?
Resource Guru is best for agencies, consultancies, and service teams that schedule people across multiple concurrent projects and need to prevent double-booking. It suits small to medium teams that value speed and simplicity over deep project management features.
