Resource Guru alternatives: where to go, and how to move your schedule
Six destinations, one per reason for leaving, and a seven-step switch plan.
The short answer: Float if your agency also needs time tracking against the plan, Runn if you have to forecast work that isn't signed yet, Teamdeck to cut the bill while keeping timesheets and leave, Productive if scheduling has to talk margins and invoices, Teamwork.com if you want client projects and capacity in one tool, ClickUp if your tasks already live there. The good part: Resource Guru exports everything as CSV, but only on plans with reports. We compared these six tools and checked their prices in 2026.
The ranking is editorial: a sponsored spot is always labeled on its card, and no affiliate link changes a score.
Why teams outgrow Resource Guru
Nobody leaves Resource Guru because it's hard to use. Its simplicity is the reason teams pick it in the first place. People leave when the team grows, when finance starts asking questions, or when half the schedule is contractors. Five reasons keep coming up.
You pay for every person you add
The pricing page says it plainly: you're charged for everyone added to the account, "whether they log in or not." An agency scheduling 12 employees and 10 contractors pays for 22 seats, $176 a month on Blackbelt.
The entry plan has no reports or timesheets
Grasshopper ($5 a person) is described as "the essentials without reports." Utilization reports, weekly timesheets and project budgets start on Blackbelt at $8. Booking approvals need Master at $12.
Light financials
Reviewers have long flagged weak calculations and financial tracking. Project rates and budgets now exist on Blackbelt, but there's no margin per project, no invoicing and no revenue forecast. Agencies that run on profitability end up with a spreadsheet next to it.
No mobile app
There's no native iOS or Android app. The help center shows how to pin the web app to your home screen. Field teams and trainers who check their week on the go feel it.
A short list of native integrations
Native connections cover Google and Outlook calendars, Jira, Asana, monday.com, ClickUp and Trello. Slack, Teams and QuickBooks go through Zapier, another paid tool. Make also has a Resource Guru connector if you'd rather push bookings to Slack or a sheet that way. Reviewers also miss a native alert when someone gets a new booking.
You're leaving because… go to…
The right destination depends on what's missing today. One row usually fits, two at most. Each card jumps to the full review below.
Pro at $12, unscheduled guests free.
You need to know if you can take the next projectRunnTentative projects and capacity forecasts.
Contractors are inflating your billTeamdeckNo-login Light seat at $2 a month.
You want margin per projectProductiveScheduling, budgets and invoicing together.
You want client projects and capacity in one placeTeamwork.comWorkload planning on Accelerate.
Your tasks already live in ClickUpClickUpWorkload view on Business, $17.
Resource Guru alternatives, tool by tool
For each tool: why switch to it, who it's for, its catch, how to migrate, and what it costs. Prices are what vendors list in 2026, in US dollars, before tax.
Float: the same visual schedule, plus time and budgets
Closest matchWhy switch to it. Float is the most direct rival: drag-and-drop scheduling by person, time off, placeholders for roles you haven't hired yet. It goes further on the two things that push people off Resource Guru: logged time against the plan (on Pro) and free guests who can view the schedule without being scheduled.
Who it's for. Agencies, studios and consultancies of 10 to 200 people that bill by the hour.
Who it's not for. Teams that mostly book rooms or equipment. Float thinks in people and projects.
The catch. Time tracking isn't on Starter. At $12 a person on Pro, 15 people cost $180 a month versus $120 on Resource Guru Blackbelt. Reviewers also find the reports thin for deep analysis.
How to migrate. Float imports people and projects from its CSV template. Only the name is required, dates use YYYY-MM-DD, and you can send 500 projects per upload. Tasks don't import, so rebuild future bookings by hand, through the API or with Float's Make connector.
Pricing. Starter $7 per scheduled person per month, Pro $12, Enterprise on quote with an annual contract. 30-day Pro trial, no card.
- Trial
- 30 days, no card
- Paid
- Starter $7/person
- Best for
- hourly-billing agency
- Catch
- time tracking on Pro
Runn: forecast capacity before the deal closes
ForecastingWhy switch to it. Resource Guru answers "who's free next week?" Runn answers "can we take this client in March?" Tentative projects, capacity and utilization charts and project financials all come with the first plan.
Who it's for. Consultancies and agencies above 20 people where someone has to decide whether to hire or pass on work.
Who it's not for. A team of 8. Plans start at 20 resource seats, so $140 a month minimum.
The catch. Timesheets, the API and integrations need Standard ($11). On Lite you plan, but you don't track actuals.
How to migrate. Runn has the most complete CSV importer here: roles, then people (each with a unique email), then projects, time off, and assignments. It even takes historical timesheets once assignments exist. Only admins can use it.
Pricing. Lite $7 per resource seat per month, Standard $11, Advanced on quote, 20-seat minimum. 30-day Standard trial, no card.
- Trial
- 30 days, no card
- Paid
- Lite $7/seat
- Best for
- 20+ person consultancy
- Catch
- 20-seat minimum
Teamdeck: a smaller bill, timesheets and leave included
Budget pickWhy switch to it. Teamdeck fixes the per-person bill. A Light member (scheduled, no login) costs $2 a month; a Full member (login, timesheets, leave, mobile app) costs $6. Contractors you only need to see on the calendar cost almost nothing.
Who it's for. Small agencies and production teams with lots of freelancers who want scheduling, timesheets and leave in one tool.
Who it's not for. Teams that need financial tracking. No detailed budgets, no invoicing.
The catch. Light members can't log in or track time. Anyone who has to report hours needs a Full seat.
How to migrate. Use the resources CSV from your Resource Guru export to split people into Light and Full, then rebuild projects and the next eight weeks of bookings.
Pricing. Light $2 per person per month ($1.80 billed yearly), Full $6 ($5.40 yearly). 14-day trial, no card.
- Trial
- 14 days, no card
- Paid
- Light $2, Full $6
- Best for
- contractor-heavy team
- Catch
- no detailed budgets
Productive: when the schedule has to show margin
Agency opsWhy switch to it. Productive ties resource planning to budgets, time and invoicing, so you see what a booking does to project margin. That's the math Resource Guru doesn't do.
Who it's for. Agencies of 15 to 150 people where leadership tracks profit project by project.
Who it's not for. Teams that just need to see who's free. You'd pay for a full agency management suite.
The catch. Setup takes weeks (rates, budgets, quotes), and Ultimate has no public price.
How to migrate. Import people and clients, then enter budgets for live projects before bookings. Without budgets, Productive loses its point.
Pricing. Essential from $10 per user per month billed monthly, resource planning included; Professional above it; Ultimate on quote. 14-day trial, no card.
- Trial
- 14 days, no card
- Paid
- Essential from $10 monthly
- Best for
- margin-driven agency
- Catch
- long setup
Teamwork.com: client projects and capacity in one tool
Client workWhy switch to it. Many Resource Guru users schedule in one tool and run projects in another. Teamwork.com does both for client services: tasks, time tracking, billing and, from Accelerate, workload and live capacity planning.
Who it's for. Client-service teams of 5 to 100 that want one login for projects and capacity.
Who it's not for. Teams that book rooms and equipment, or that need tentative and skill-based planning on a budget: that's Optimize, on quote.
The catch. Accelerate needs at least 5 users at $24.99 each billed yearly, about $125 a month minimum, and everyone who works in it pays.
How to migrate. Import people and projects, then enter estimated time on upcoming tasks so the workload view has something to show. Keep Resource Guru open during the overlap. The Teamwork.com Make connector helps if you need to sync data during that window.
Pricing. Free for up to 5 users, Basics $9.99 (3-user minimum), Accelerate $24.99 (5-user minimum), per user per month billed yearly. 14-day trial, no card.
- Free
- up to 5 users
- Paid
- Accelerate $24.99/user
- Best for
- client-service team
- Catch
- 5-user minimum
ClickUp: plan where your tasks already are
Project managementWhy switch to it. Plenty of teams wire Resource Guru into ClickUp. If your work already lives there, the Workload view shows who's overloaded from real tasks, with no double entry.
Who it's for. Teams of 5 to 50 that run tasks in ClickUp and need a good-enough capacity view.
Who it's not for. Teams that book people for weeks without detailed tasks, or that manage leave: the Workload view doesn't know about it.
The catch. Workload is a trial on Free and Core. You need Business at $17 a user, and every user pays, viewers included. Our full ClickUp review and ClickUp pricing breakdown cover the plans, and our ClickUp alternatives help if you're still unsure.
How to migrate. Nothing to import. Disconnect the integration, add time estimates on open tasks, and check the Workload view for two weeks before you cancel. If the team is new to it, ClickUp training shortens the switch.
Pricing. Free, Core $9 per user per month billed yearly ($12 otherwise), Business $17 yearly ($25 otherwise).
- Free
- yes, Workload on trial
- Paid
- Business $17/user yearly
- Best for
- team already on ClickUp
- Catch
- no leave management
The 6 alternatives at a glance
A rough monthly bill for 15 people: Resource Guru Blackbelt $120, Float Pro $180 ($105 on Starter, without time tracking), Teamdeck $90 on Full seats, Productive Essential $150, ClickUp Business $375 ($25 a user without the annual plan). Teamwork.com only publishes annual pricing: Accelerate works out to about $375 a month, billed yearly. Runn bills at least 20 seats, so $140 on Lite.
| Free plan or trial | Entry price and catch | |
|---|---|---|
| Resource GuruWhere you start | Full trial, no card | Grasshopper $5 a person, no reports or timesheets |
| FloatClosest match | 30-day trial, no card | Starter $7 per scheduled person, time tracking on Pro ($12) |
| RunnForecasting | 30-day trial on Standard, no card | Lite $7 a seat, 20-seat minimum |
| TeamdeckBudget pick | 14-day trial, no card | Light $2 with no login, Full $6 |
| ProductiveAgency ops | 14-day trial, no card | Essential from $10 a user, billed monthly |
| Teamwork.comClient work | Free for 5 users | Accelerate $24.99 a user yearly for workload, 5 minimum |
| ClickUpProject management | Free, Workload on trial | Business $17 a user yearly for Workload |
Per person per month, before tax, as listed by each vendor in 2026.
Move off Resource Guru in seven steps
You can't switch off a schedule on a Friday night. This order protects future bookings, approved leave and your project managers' trust.
Get on a plan that exports
Day 1The full export lives in Reports, which Grasshopper doesn't have. Move to Blackbelt for one month, billed monthly: $3 more per person buys you a clean export.
- Cost
- $3 a person, one month
- Plan
- Blackbelt or Master
Download the full data set
Day 1In Reports, set the range (12 months back, 6 ahead), then pick the full data set. You get a zip of seven CSVs: availability, bookings, downtime, resources, utilization, scheduled vs actuals, timesheets.
Tip: export again the day before cutover, or you'll miss bookings added in between.
- Format
- zip of 7 CSVs
- Repeat
- the day before cutover
Clean the resource list before importing
Week 1Open the resources CSV. Drop former staff, separate people from rooms and equipment, and flag contractors. That sort decides your new bill: at Teamdeck, a no-login contractor costs $2 instead of $6.
- Time
- half a day
- Stakes
- your final price
Import people, projects and time off
Week 1Follow the destination's order: roles, then people (one unique email each), then clients and projects, then time off. In Float, keep the CSV template as is: an extra column breaks the upload.
- Order
- roles, people, projects
- Trap
- edited columns
Rebuild the next eight weeks of bookings
Weeks 1 to 2Don't move the whole history. Rebuild upcoming bookings for eight weeks from the bookings CSV. The past stays in the zip, for billing and year-end reviews.
- Horizon
- 8 weeks
- History
- archived as CSV
Run both tools for two weeks
Weeks 2 to 3For two weeks, project managers book in the new tool, and one person checks every Monday that both schedules match. Line this up with the destination's free trial (30 days on Float and Runn).
- Length
- two weeks
- Check
- every Monday
Disconnect integrations, then cancel
End of monthUnplug Google or Outlook calendars and the Jira, Asana or ClickUp integrations first, or ghost bookings keep landing in calendars. Store the export zip in a shared drive, then cancel.
- Before
- cut calendar sync
- Keep
- the export zip
Is your tool missing from this page? Email us: hello@hackceleration.com
What makes a Resource Guru switch go wrong
None of these are technical. Each one costs a week of wrong schedules, and often a project manager going back to a spreadsheet.
Leaving from Grasshopper
No reports, no full export. Upgrade for a month instead of copying bookings by hand.
Signing annual too early
Wait until the overlap is done before you commit to a year at the destination, even if the annual discount is tempting.
Forgetting approved leave
Downtime is its own CSV in the export. Skip it and people on vacation show up as available.
Miscounting seats
Runn bills 20 seats minimum, Teamwork.com Accelerate 5, ClickUp every user, Float no guests. Redo the math with your real headcount.
Leaving calendar sync on
A forgotten Google or Outlook connection keeps writing to calendars. Cut it before you cancel, not after.
Skipping PM training
A scheduler only works if the people who book use it. One hour per project manager, before the overlap, is enough.
Resource Guru alternatives: common questions
Is there a free alternative to Resource Guru?
Not among dedicated schedulers: Float, Runn, Teamdeck and Resource Guru only offer trials. Teamwork.com has a free plan for 5 users, but its workload and capacity planning starts on Accelerate at $24.99 per user per month billed yearly. For a small team, Teamdeck at $2 per scheduled person usually beats any free workaround.
How do I export all my data from Resource Guru?
In Reports, pick the full data set download. You get a zip of seven CSVs: availability, bookings, downtime, resources, utilization, scheduled vs actuals and timesheets. Set the date range and filters first, because the export follows them. Reports require Blackbelt or Master, so a Grasshopper account has to upgrade for one month before leaving.
How much does Resource Guru cost for a 15-person team?
$75 a month on Grasshopper (15 × $5), $120 on Blackbelt, $180 on Master, billed monthly. Annual billing gives you 2 months free, so Blackbelt drops to $1,200 a year instead of $1,440. Meeting rooms or equipment cost $2.50 to $6 each per month on top, depending on the plan.
Float vs Resource Guru: which one should I pick?
Resource Guru if you book people, rooms and equipment and want leave built in for $5 a person. Float if your agency bills by the hour and wants scheduled vs actual time in the same view: Starter is $7, Pro (with time tracking) $12, and guests who only view the schedule are free. Our resource planning software ranking scores both.
Does Resource Guru have a mobile app?
No native app. Its help center explains how to add a home-screen shortcut to the web app on iOS and Android. If your people check their schedule on site, Float and Teamdeck both ship mobile apps.
Do I pay for contractors I add to Resource Guru?
Yes. Resource Guru charges for everyone added to the account, whether they log in or not. Ten occasional contractors means ten extra seats. Teamdeck schedules them at $2 as Light members with no login, and Float doesn't charge for unscheduled guests.
Which alternative handles capacity planning for unsigned work?
Runn. It lets you add tentative projects and see the hit on capacity before you sign, from its $7 Lite plan. The catch is the 20-seat minimum, so it starts at $140 a month. Teamwork.com adds tentative planning on Optimize, which is quote-only.
How long does a switch take?
Two to three weeks for a team of 10 to 50: a few days to export and import, then two weeks running both tools side by side. Float and Runn give you 30-day trials, enough to finish the switch before you pay.
Can I keep historical timesheets when I leave?
Yes, they're in the export zip as a timesheets CSV and a scheduled vs actuals CSV. Runn can import historical timesheets once people, projects and assignments exist. Elsewhere, keep the files as an archive for billing disputes.
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