Tool profile
Resource Guru: cost, fit and limits
Resource Guru is a resource scheduling tool made by Resource Guru Limited that lets managers book people, equipment and rooms against projects, track leave and resolve clashes. It also includes timesheets and Gantt planning, and it is used by agencies, studios and in-house teams.
What to know first
Resource Guru prices by tier and by head, with every added resource billed at half the person rate. Three tiers run from core scheduling to approvals and SSO, and annual billing includes two months free. The product covers people, equipment and meeting rooms in one calendar. Its security page states SOC 2 Type II, but it names no hosting region, and the AI offer is an MCP connection for assistants.
Resource Guru at a glance
| Maker | Resource Guru Limited, United Kingdom |
|---|---|
| Free plan | Free trial only |
| Entry price | $5 per person per month |
| API access | Yes |
| Category | Best AI Resource Management Software in 2026, rank 2 of 10 |
| Website | resourceguruapp.com |
Who Resource Guru is best for
Agencies that book equipment as well as people
Equipment and meeting rooms can be scheduled in the same calendar, and non-human resources are billed at half the person rate on every tier.
Teams moving off a spreadsheet
The company page cites a low learning curve from a reviewer, and the trial is full-featured with no card, so a team can rebuild a month of bookings quickly.
Staff who want to ask an assistant about capacity
An MCP server lets assistants such as ChatGPT or Claude answer resourcing questions, listed on all four tiers. Access to the connection is listed on every tier, so small teams do not pay extra for it.
Firms with a Jira or Microsoft stack
The integration library names Jira, Outlook Calendar, Microsoft Teams, Slack and Salesforce, so bookings can follow work that is already tracked elsewhere.
Resource Guru plans and pricing
| Plan | Price | What it includes |
|---|---|---|
| Grasshopper | $5 per person per month | Core scheduling and planning without reports, one free placeholder, 7 days of activity history, other resources at $2.50 each. |
| Blackbelt | $8 per person per month | Adds timesheets, customizable reports, milestones, rates and budgets and custom fields, with five free placeholders and 90 days of history. |
| Master | $12 per person per month | Adds approval workflow, SSO, unlimited activity history and weekday phone support, with ten free placeholders. |
| Enterprise | Custom | Dedicated success manager, setup and training, priority support, an enterprise API and SLAs, for larger organizations with custom needs. |
Checked November 2026.
What Resource Guru does
- Clash management
- The scheduler flags a double booking and lets the manager resolve it in place, including last-minute changes, so a conflict is handled where it is seen and not in a later report.
- Non-human resources
- Rooms and equipment get their own bookable rows, billed at half the person rate. A rental studio can therefore plan a camera kit and its operator together.
- Pre-filled timesheets
- Timesheets fill from booked work, are submitted in one click and pass through built-in approvals. Variance between planned and logged hours then feeds the reports.
- Gantt project planning
- Project planning with Gantt charts sits next to the people calendar, which helps a manager see milestones against capacity without exporting to another planner. Milestones can be added on Blackbelt and above.
- MCP server
- An MCP server connects ChatGPT or Claude to the account for resourcing questions. The pages do not describe what data the connection exposes, so check permissions before enabling it.
How Resource Guru handles your data
Resource Guru's security page states SOC 2 Type II and GDPR compliance, hosting on Google Cloud across several availability zones without naming a region, TLS 1.2 or higher, default encryption at rest and salted password hashing. The company is registered with the UK ICO. The privacy policy names no sub-processors in its text and states no retention period beyond keeping data as long as necessary. The vendor's policy was not checked for AI model training on customer data.
Where Resource Guru falls short in practice
- Region not named. A buyer with EU residency rules cannot tell from the security page where bookings are stored. The privacy policy admits some providers process data outside the United Kingdom.
- Placeholders cost money. Free placeholders are capped from one to ten by tier. Extra placeholders and all non-human resources are charged, so a hiring plan with many open roles raises the bill.
- No refunds on partial terms. Plan changes are allowed anytime, but partially used subscriptions are not refunded. Pick the billing period carefully before committing to a year. Annual billing saves two months but locks the money in.
Works with
Alternatives to Resource Guru
Resource Guru: common questions
How does Resource Guru bill non-human resources like rooms?
Rooms and equipment are billed as additional resources at half the per-person rate: $2.50 on Grasshopper, $4 on Blackbelt and $6 on Master. Placeholders beyond the free allowance and non-human resources count at the full per-person rate on the pricing page, so check which label applies.
What does annual billing save on Resource Guru?
Annual plans include two months free, and the page lists Grasshopper at $4.16 per person per month on yearly billing with other resources at $2.08. Invoice payment is available for annual plans with more than 10 people. Prices are in USD, with GBP on request.
Which Resource Guru plan adds SSO?
SSO arrives with the Master plan at $12 per person per month, along with approval workflow, unlimited activity history and weekday phone support. Blackbelt at $8 stops at timesheets, reports, rates, budgets and custom fields, so a company with an identity-provider rule needs Master.
Does Resource Guru have an AI feature?
The only AI feature on the pricing page is the MCP server, shown on all four tiers, which lets an assistant such as ChatGPT or Claude connect and answer resourcing questions. The vendor does not describe forecasting or AI staffing suggestions on the pages we read.
Is Resource Guru SOC 2 certified?
Its security page states SOC 2 Type II and GDPR compliance, and says the hosting provider holds ISO 27001, SOC 1, SOC 2 and SOC 3. It also lists UK ICO registration as a data controller. Ask for the audit report if procurement requires evidence.