Resource Guru review

Resource Guru is resource management software for scheduling people and equipment, planning projects, and checking availability and workloads. It is aimed at teams that need a shared view of who or what is booked, when, and where capacity is still open—not just a task list.

The product combines resource scheduling with capacity planning and project planning. Teams can map phases, tasks, milestones, and timelines in Gantt charts, manage leave alongside availability, and compare scheduled hours with actual time using timesheets. Timesheets autofill from booked work and include approvals. Reports cover people and projects, including spending, billable utilization, and project performance. Resource Guru also offers AI assistant connections through MCP.

That makes it relevant to agencies, consultancies, and other teams coordinating billable work or shared resources. It is less obviously suited to buyers who only need a simple calendar or want a flat-fee tool.

Resource Guru’s clearest strength is bringing bookings and availability into one planning view. Teams can schedule people and other resources, spot conflicts, and adjust assignments as plans change. Capacity planning adds visibility into workloads, utilization, and resource gaps, which is more useful for staffing decisions than a basic project task list.

Project planning, leave, and time tracking also connect to that scheduling work. Gantt charts cover phases, tasks, milestones, and timelines. Leave management sits alongside resource availability, while timesheets autofill from booked work and support approvals. Reports include spending, billable utilization, and project performance, giving teams a way to review how planned work compares with actual hours and project results.

The plan structure is reasonably legible for buyers choosing by feature need. Grasshopper includes scheduling without reports; Blackbelt adds timesheets and customizable reports; Master adds SSO and phone support. The plans also include unlimited projects and clients, according to the published pricing details. That makes Resource Guru a more focused option for teams whose main problem is detailed resource scheduling rather than general-purpose work management.

There is no free plan, and the free-trial terms are not published. Pricing is per person: the pricing page lists Grasshopper at $5 monthly or $4.16 per person per month annually, Blackbelt at $8 or $6.67, and Master at $12 or $10. Annual billing is advertised as two months free. Enterprise pricing is custom, so larger buyers cannot compare its cost from the listed rates alone.

Feature gates matter. Grasshopper has no reports or timesheets and keeps only 7 days of activity history. Blackbelt includes those tools but has 90 days of history and 10 custom fields. Unlimited activity history and custom fields, SSO, and phone support require Master. Other resources cost $2.50 each on Grasshopper, $4 on Blackbelt, and $6 on Master; extra placeholders cost the account’s per-person rate.

That per-user model is a sticking point for some buyers. In one Reddit thread, a small-company user said they wanted to avoid per-user fees; another poster said Resource Guru was the only option they had found that fit their scheduling need. Those comments are anecdotal, but they underline the trade-off: capable scheduling, without a free or flat-fee option listed.

Resource Guru has no free plan. According to the pricing information checked on November 7, 2026, Grasshopper costs $5 per person/month on monthly billing or $4.16 with annual billing. It includes scheduling, but not reports. Blackbelt is $8 monthly or $6.67 annually and adds timesheets and customizable reports. Master costs $12 monthly or $10 annually, adding SSO and phone support. Enterprise pricing is custom.

The tier jump matters: moving from Grasshopper to Blackbelt costs another $3 per person/month monthly, or $2.51 annually, before extras. Other resources cost $2.50 each on Grasshopper, $4 on Blackbelt and $6 on Master. Additional placeholders are charged at the account’s per-person rate, so check your resource mix before estimating the bill. Annual billing is advertised as two months free, but requires paying annually. If you need reports or timesheets, budget for Blackbelt; if you need security features, check whether Master’s per-person cost fits.

Before moving to Resource Guru, map the people, equipment, projects, availability, leave and booked hours you need to carry over. The published product information does not say what import tools are available, which formats they accept, or whether you can import historical timesheets. Data export options and formats are also not published here. Confirm both import and export routes with Resource Guru before committing, especially if you need to retain reporting history or move again later.

The clearest reasons to compare alternatives are the lack of a free plan and per-person pricing, particularly if your team also pays for extra resources or placeholders. The published material includes no Reddit posts or comments, so we can’t verify what users there say prompts them to leave. For an exit plan, ask for a sample export and confirm whether it includes schedules, leave, timesheets, reports and custom fields; those details are not published in the information available to us.