Resources · Make integration

Resource Guru Make integrationAutomate Resource Guru with Make.

Can Make keep your Resource Guru schedule in step with the rest of your tools? Yes. The Resource Guru Make integration offers 31 modules, including 5 instant triggers. This guide shows ops leads how to connect the account and build a first scenario, one click at a time.

Try the Resource Guru integration on MakeSee the 31 modules

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What you can automate

What can the Resource Guru Make integration do for your team?

The Resource Guru Make integration links your Resource Guru account to Make, a no-code tool where you build scenarios: automations made of modules, each module being one step such as a trigger, an action or a search. You get 31 modules to watch, create, read, update, delete and list bookings, clients, projects, resources and downtime events.

Clients and projects set up without retyping. When a deal closes in your CRM, Create a Client and Create a Project open the job in the planner, so the first booking can follow straight away.

Absences that reach the planner. An approved leave in your HR tool becomes a downtime event through Create a Downtime Event, and Watch Downtime Events can alert a team lead the moment someone edits it.

Bookings everyone can see. Watch Bookings pushes each new, moved or cancelled booking to the rest of your stack, and Get a Project can add the project details a manager wants in the message.

Know the limits before you build. The Make documentation for Resource Guru states that it was generated with AI and may contain mistakes, so confirm anything important with Resource Guru itself. For an action the 31 modules miss, Make an API Call reaches the rest of the API with the same connection.

Still choosing a tool? The n8n vs Make comparison lays out the criteria, the Make pricing guide explains plans and credits, and the Make training takes you further once this first scenario runs.

Connect

How do you connect Resource Guru to Make?

  1. 01

    Add a Resource Guru module

    In your scenario, add any Resource Guru module and click Create a connection. With an instant trigger such as Watch Bookings, Make first asks you to click Create a webhook, and the connection comes right after.

  2. 02

    Name the connection

    The Connection name field is optional, yet worth filling. A connection is your Resource Guru account linked to Make once, and every Resource Guru module can reuse it, so a clear name saves guesswork later.

  3. 03

    Authorize your account

    Enter the credentials copied from your Resource Guru account, or follow the instructions Make shows on screen. You need an active Resource Guru account and an OAuth2 access token for the connection to go through.

First scenario

Your first scenario with Resource Guru

GoalWhen a deal is won in your CRM, Make creates the client and its project in Resource Guru.

  1. 01

    Create the scenario

    From the Scenarios page, create a new scenario and click the + to add the first module. Pick the trigger of your CRM, the event that should start everything.

  2. 02

    Add Create a Client

    Click the + on the right of the first module, search for Resource Guru and choose Create a Client. Click Create a connection to link your account.

  3. 03

    Map the customer data

    Fill the module with data mapped from the CRM module: the customer details it received. Make lists what the previous module returned, so you click items in rather than typing them.

  4. 04

    Add Create a Project

    Use the + again and pick Create a Project. Map data from Create a Client into it, so the new project follows the customer the scenario just created.

  5. 05

    Test with Run once

    Click Run once, then win a test deal in your CRM. Read the bundles each module received, and check Resource Guru for the new client and project.

  6. 06

    Schedule and switch on

    Set the schedule on the first module, every 15 minutes by default, and switch the scenario on. Each won deal now reaches the planner with no copy and paste.

Triggers

Triggers: what starts a Resource Guru scenario

5 modules start a scenario when something happens in Resource Guru. A scheduled trigger is checked by Make on the scenario's schedule; an instant one is called by Resource Guru as soon as it happens.

Resource Guru1Watch Bookings

Watch Bookings

Instant trigger

In Make“Triggers when a booking is created, deleted or changed.”

Watch Bookings starts your scenario as soon as someone books, moves or cancels time in Resource Guru, so the rest of your tools learn about schedule changes without anyone copying them over.

How it fires
instant. Resource Guru calls Make through a webhook as soon as the booking changes, which is why Make asks you to click Create a webhook before the connection.
When to use it
a project manager wants a message whenever a designer gets booked on their project.
Watch out
new, changed and deleted bookings all arrive through this one trigger, so a scenario meant for new bookings will also react to cancellations.
Resource Guru2Watch Clients

Watch Clients

Instant trigger

In Make“Triggers when a client is created, updated or deleted.”

Each time a client appears, changes or disappears in Resource Guru, Watch Clients hands that client to your scenario as a bundle, the single item that travels from one module to the next.

How it fires
instant, because Resource Guru notifies Make through a webhook right when the client record changes.
When to use it
keeping the customer list in your CRM or billing sheet aligned with the names planners use in Resource Guru.
Watch out
an edit and a deletion come through the same door, so decide what the next module should do with a client that no longer exists.
Resource Guru3Watch Downtime Events

Watch Downtime Events

Instant trigger

In Make“Triggers when a time off/downtime event is created, updated or deleted.”

Absences are the point here: Watch Downtime Events wakes the scenario whenever time off or downtime is created, updated or deleted for a resource in Resource Guru.

How it fires
instant. Resource Guru sends the event to Make through a webhook the moment the absence changes.
When to use it
a team lead should get an alert when someone on the team books leave, or a shared absence calendar should mirror the planner.
Watch out
if another scenario writes absences with Create a Downtime Event on the same account, this trigger fires on those too, so avoid building a circle.
Resource Guru4Watch Projects

Watch Projects

Instant trigger

In Make“Triggers when a project is created, updated or deleted.”

Watch Projects tells your scenario about every project that is created, updated or deleted in Resource Guru, handing it over while the change is fresh.

How it fires
instant. Resource Guru warns Make through a webhook as soon as the project changes, with no schedule to wait for.
When to use it
the delivery or finance team tracks projects in another tool and needs new planner projects to show up there as well.
Watch out
deleted projects arrive through this trigger too, so test with Run once on a deletion before letting the scenario create anything downstream.
Resource Guru5Watch Resources

Watch Resources

Instant trigger

In Make“Triggers when a resource is created, updated or deleted.”

Your team roster in Resource Guru becomes a source of events: Watch Resources fires whenever a resource is created, updated or deleted.

How it fires
instant. Resource Guru calls Make through a webhook as soon as the resource changes, which means Make needs a webhook in place before the first event.
When to use it
an ops lead wants the directory, a staffing sheet or the IT checklist to follow each resource added to the planner.
Watch out
a scenario that starts here and also runs Update a Resource or Create a Resource on the same account can trigger itself again and again.
Modules

Every Resource Guru module in Make

Resource Guru gives you 26 modules. For each one: what it does for you, when to reach for it, and what to watch out for.

Resource Guru1

Create a Booking

Action

In Make“Creates a new booking.”

Puts a new booking on a resource's schedule in Resource Guru, straight from data another app sends into the scenario.

When to use it
a request approved in your ticketing or CRM tool should reserve a consultant for the job without a planner retyping it.
Watch out
map the resource and the project from earlier modules instead of typing them, or every run books the same person.
Resource Guru2

Create a Client

Action

In Make“Creates a new client.”

With this module, a new client lands in Resource Guru carrying the details your scenario already holds, ready for projects to hang on it.

When to use it
a deal marked as won in your CRM, so the client exists in the planner before the first booking.
Watch out
run List Clients first when the same customer might come back, or you risk two records under one name.
Resource Guru3

Create a Downtime Event

Action

In Make“Creates a new time off/downtime event.”

Blocks out time off or downtime for a resource in Resource Guru, so nobody books a person who is away.

When to use it
a leave request gets approved in your HR tool and planners should see the absence right away.
Watch out
an approval withdrawn later needs its own scenario with Delete a Downtime Event, or the absence stays on the schedule.
Resource Guru4

Create a Project

Action

In Make“Creates a new project.”

Opens a new project in Resource Guru from the scenario, so bookings can be attached to it from the start.

When to use it
a signed quote or a new job in your project tool, when the planning team works project by project.
Watch out
if your projects belong to clients, create or find the client first, then map it into this module.
Resource Guru5

Create a Resource

Action

In Make“Creates a new resource.”

Adds a new resource, the thing your team books time against, to Resource Guru without anyone opening the planner.

When to use it
a new hire is added to your HR tool and should appear in the planner with no manual step.
Watch out
pairing this module with Watch Resources on the same account can make a scenario create resources in circles.
Resource Guru6

Delete a Booking

Action

In Make“Deletes a booking.”

Removes a booking from Resource Guru, which frees that slot on the resource's schedule for someone else.

When to use it
a job is cancelled in the tool where it started, and the reserved time should go back to the team.
Watch out
treat the deletion as final and try it with Run once on a dummy booking before switching the scenario on.
Resource Guru7

Delete a Client

Action

In Make“Deletes a client.”

Clears a client out of Resource Guru when the relationship ends elsewhere, so planners stop seeing old names.

When to use it
a customer is closed in your CRM and you keep only active clients in the planner.
Watch out
look the client up with Get a Client first; pointing at the wrong record deletes a client you still need.
Resource Guru8

Delete a Downtime Event

Action

In Make“Deletes a time off/downtime event.”

Takes a time off or downtime entry off the calendar in Resource Guru, making the resource bookable again.

When to use it
an employee cancels planned leave in the HR tool, and the gap should vanish from the planner as well.
Watch out
point the module at that exact absence; List Downtime Events helps you find it.
Resource Guru9

Delete a Project

Action

In Make“Deletes a project.”

This action deletes a project in Resource Guru once it has no reason to stay in the planner.

When to use it
a deal falls through after the project was created, and the empty project would only clutter the schedule.
Watch out
check with List Bookings whether time is still booked on it before the scenario deletes anything.
Resource Guru10

Delete a Resource

Action

In Make“Deletes a resource.”

Retires a resource from Resource Guru, the mirror of Create a Resource for the day someone leaves the team.

When to use it
an offboarding step in your HR tool, so the planner stops showing people who are gone.
Watch out
place it last in the offboarding scenario, after the other modules have read what they need about that resource.
Resource Guru11

Get a Booking

Action

In Make“Returns an information about specified booking.”

Fetches the full details of one booking when your scenario knows which booking changed but not what it holds, so later modules can use them.

When to use it
right after Watch Bookings, when the message to a manager should describe the booking in full.
Watch out
it reads one booking per run of the module; to scan several, List Bookings is the right choice.
Resource Guru12

Get a Client

Action

In Make“Returns an information about specified client.”

Reads a single client from Resource Guru and passes its details to the next module in the scenario.

When to use it
before a delete or an update, to confirm the scenario is holding the right client.
Watch out
it reads the one client you point it to; when all you have is a name, List Clients helps you find the right record first.
Resource Guru13

Get a Downtime Event

Action

In Make“Returns an information about a time off/downtime event.”

Looks up one time off or downtime entry, so the scenario knows exactly which absence it is dealing with.

When to use it
a leave was edited and your payroll sheet or team calendar should carry the new version.
Watch out
one lookup gives one event; for a whole set of absences, List Downtime Events fits better.
Resource Guru14

Get a Project

Action

In Make“Returns an information about a project.”

Returns what Resource Guru holds about one project, ready to map into a report, a message or another tool.

When to use it
a booking changed and your scenario needs the project details to alert the right account manager.
Watch out
every call is one operation, Make's unit of use on your plan, so avoid fetching the same project twice in one run.
Resource Guru15

Get a Resource

Action

In Make“Returns an information about a resource.”

Pulls the record of one resource, useful when a scenario must know who a booking or an absence concerns.

When to use it
Watch Downtime Events fired and the alert to the team lead should name the person who is off.
Watch out
for the whole team, List Resources does the job in one module rather than many Get calls.
Resource Guru16

Make an API Call

Action

In Make“Performs an arbitrary authorized API call.”

Make an API Call reaches any endpoint of the Resource Guru API from your scenario, reusing the connection you already created.

When to use it
none of the listed modules covers the object or the action you need.
Watch out
you write the request yourself, so keep the Resource Guru API documentation open while you set it up.
Resource Guru17

Update a Booking

Action

In Make“Updates a booking.”

Changes an existing booking in Resource Guru so it follows a decision made in another tool.

When to use it
a client pushes a job back in your project tool and the reserved time should move with it.
Watch out
a changed booking fires Watch Bookings again, which can bounce two scenarios into each other if one listens there.
Resource Guru18

Update a Client

Action

In Make“Updates an information about a client.”

Keeps a client record current in Resource Guru, applying changes that come from your CRM or billing tool.

When to use it
a client is renamed after a merger, and the planner should show the new name with no manual work.
Watch out
do not find the client by its name alone; the name is often the very thing that changed.
Resource Guru19

Update a Downtime Event

Action

In Make“Updates an information about a time off/downtime event.”

Edits an absence already on the calendar, so Resource Guru shows the leave as it now stands.

When to use it
an employee extends or shortens approved time off in the HR system.
Watch out
cancellations belong to Delete a Downtime Event, not to this module, so keep the two cases apart in your scenarios.
Resource Guru20

Update a Project

Action

In Make“Updates an information about a project.”

Updates a project in Resource Guru with data from elsewhere, so planners work from the same project details as the rest of the company.

When to use it
the project changes in your delivery tool.
Watch out
start with Get a Project and a Run once test to see what the project holds before you overwrite it.
Resource Guru21

Update a Resource

Action

In Make“Updates an information about resource.”

Brings a resource's details in Resource Guru in line with your source of truth, usually the HR tool.

When to use it
someone changes team and the planner should reflect it without a planner editing the record by hand.
Watch out
if a Watch Resources scenario listens on the same account, each update wakes it up again.
Resource Guru22

List Bookings

Search

In Make“Returns a list of bookings.”

List Bookings returns the bookings Resource Guru holds as separate bundles, one per booking, which the following modules handle one by one.

When to use it
building a utilization sheet, or checking whether a resource is already booked before Create a Booking runs.
Watch out
a search can return zero, one or many results, and every bundle handled downstream costs operations.
Resource Guru23

List Clients

Search

In Make“Returns a list of clients.”

Gets the client list out of Resource Guru, handy for syncing it with another tool or checking that a name exists.

When to use it
before Create a Client, to avoid adding a customer the planner already knows.
Watch out
an empty result is normal for a brand new customer, so decide what the scenario does in that case.
Resource Guru24

List Downtime Events

Search

In Make“Returns a list of time off/downtime events.”

Every time off and downtime entry recorded in Resource Guru comes back as its own bundle with this search.

When to use it
feeding a shared absence calendar or a payroll sheet from the planner rather than from memory.
Watch out
many entries mean many bundles, and each module that follows runs once per bundle, which adds up on your plan.
Resource Guru25

List Projects

Search

In Make“Returns a list of projects.”

Here the scenario receives the projects defined in Resource Guru, so it can compare them with another tool's list.

When to use it
spotting projects that exist in your delivery tool but were never opened in the planner.
Watch out
test with Run once and read the bundles it returns before mapping anything downstream.
Resource Guru26

List Resources

Search

In Make“Returns a list of resources.”

Your roster of resources comes out of Resource Guru as a set of bundles, the starting point for any team-wide report.

When to use it
checking that each person in your HR tool has a matching resource in the planner.
Watch out
resources come back one bundle each, so a large team means many operations in the modules after it.
Need help

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FAQ

Questions about the Resource Guru Make integration

01Is the Resource Guru Make integration free?
Yes, you can start on the Make Free plan, because Resource Guru is a standard app and not reserved to the Enterprise plan. The Free plan allows 2 active scenarios, 15 minutes at least between two scheduled runs, 5 minutes of execution per run, files up to 5 MB and 512 MB of data transfer. Paid plans lift the interval to 1 minute, remove the cap on active scenarios and count usage in credits, one per operation. You still need an active Resource Guru account on your side.
02What do you need to connect Resource Guru to Make?
You need an active Resource Guru account and an OAuth2 access token. In Make, add any Resource Guru module, click Create a connection, optionally name it, then enter the credentials from your Resource Guru account or follow the on-screen steps. For an instant trigger, click Create a webhook first. To gather the OAuth2 details, open the general account settings in Resource Guru: the last segment of the URL is your Account Name. One connection then serves all 31 modules.
03Do Resource Guru triggers fire in real time in Make?
Yes. All 5 Resource Guru triggers are instant: Watch Bookings, Watch Clients, Watch Downtime Events, Watch Projects and Watch Resources. Resource Guru calls Make through a webhook as soon as a record is created, updated or deleted, so the scenario starts right away instead of waiting for a schedule. Keep in mind that each trigger covers all three kinds of change, so a scenario meant for new records also sees edits and deletions. Test with Run once before switching the scenario on.
04What if a Resource Guru module is missing in Make?
Use Make an API Call. It sends any request to the Resource Guru API from your scenario, with the same connection as the other modules, so you are not limited to the 21 actions and 5 searches listed. You write the request yourself from the Resource Guru API documentation. Also note that the Make documentation for this app says it was generated with AI and may contain mistakes, so confirm important details with Resource Guru before you rely on them.
05Should you use Make or n8n for Resource Guru?
It depends on the tool your team already runs and on the modules you need. On Make, Resource Guru comes with 31 modules, including 5 instant triggers, and it works from the Free plan. The same app often has an n8n node as well, so compare what each side covers for bookings, clients, projects, resources and downtime events before committing. Neither choice is better by default: pick the one whose modules match your planner workflow and that your team is ready to maintain.
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