Find your fit
Who it is for
A service team can begin with a realistic project week: add the people and non-human resources it shares, set ordinary availability, then book a client job. That exposes both personnel and equipment conflicts before committing the schedule. If the team needs budget tracking, timesheets or an approval chain, compare Blackbelt and Master rights early rather than assuming every feature is in Grasshopper.
Seat planning needs care. Resource Guru charges for people added to the account whether they log in or have limited permissions, and separately charges for other resources such as vehicles or equipment. Count planned records as well as active users, and note that placeholders have tier-specific free allowances before pricing an agency or field team.
The work it supports
Core capabilities
The schedule can hold people, equipment, vehicles and meeting rooms together. Managers can set ordinary availability and use calendar sync as another input, then view bookings against projects and clients. Check each resource's time zone and hours before treating an empty slot as bookable capacity.
A booking can allocate fixed hours per day, a total effort over a date range or a specific time slot. It can also repeat or stay tentative while a project is undecided. Use the total-hours pattern when the amount of work is known but the precise daily spread is still flexible.
When a requested booking exceeds availability, Resource Guru offers a waiting list, overtime or extended availability. Total-hours bookings put any unallocated remainder on the waiting list automatically. Review that list before promising a date: a waiting item represents demand that has not yet found capacity.
Time off reduces normal availability. If it conflicts with an existing booking, the manager can move that booking to the waiting list or remove the clash. A practical pilot should include a sick day after work was assigned and confirm what happens to both the booking and the capacity view.
Placeholders let a manager reserve expected work before choosing the actual person, then reassign it later. They are useful for demand planning, but the number included without extra charge differs by tier. Keep placeholders visibly separate from confirmed staffed work in capacity discussions.
On Blackbelt and Master, timesheets suggest entries from the booked schedule and let team members edit the actual time they worked. A logged time entry is not dynamically linked to a later booking change, so review exceptions rather than assuming an edited schedule corrects past actuals.
Blackbelt and Master reports show utilization, remaining capacity and planned versus actual hours. Their scheduled-time definition can include or exclude tentative, pending approval and waiting-list work. Agree on that definition before comparing utilization across teams; changing it changes the meaning of the figures.
Report exports offer either the current view or CSV files for raw availability, booking, downtime, resource, utilization, scheduled-versus-actual and timesheet data. Test a small filtered date range and inspect the fields before relying on it for finance or a future migration.
Blackbelt and Master add Gantt phases, tasks and finish-to-start dependencies, plus project budgets by hours or fee. The Gantt Help states task effort estimates are not currently supported; assess whether dates and assignments are enough for the project's planning method. Budget remaining can be based on actual logged time when timesheets are used, or scheduled time otherwise.
Master adds a booking approval workflow, with approvers assigned to people or resources. If approvals are required for scarce equipment or specialist staff, test who can propose, approve and revise a booking before setting a broad scheduling permission.
Understand the offer
Pricing and getting started
Grasshopper covers scheduling without reports. Blackbelt adds timesheets, reporting, milestones, rates and budgets; Master adds booking approvals and stronger account controls. Enterprise is sales-led. Match each required workflow to its tier before comparing rates, particularly if the trial exposes features above the intended paid plan.
The vendor's July 2026 pricing FAQ lists USD monthly per-person rates of $6 Grasshopper, $9.60 Blackbelt and $14.40 Master. Annual equivalents are $5, $8 and $12 per person per month, billed yearly. These are public rates rather than a final local quote; verify the chosen term, currency and taxes at checkout.
Other resources have separate rates: $3, $4.80 and $7.20 each per month on Grasshopper, Blackbelt and Master, respectively, or annual monthly equivalents of $2.50, $4 and $6. People count even when they never sign in. Annual billing grants two months free and changes to resource counts generate prorated charges or credits; estimate an ordinary and peak inventory of people and equipment.
The 30-day trial needs no credit card and includes a separate sample-data Demo Environment. Work created in that environment does not move into the team's real workspace. Keep an evaluation checklist and compare the selected paid plan before subscribing.
Look a little closer
Before you choose
For a grounded evaluation, schedule one fictional project that needs two people and a shared piece of equipment. Add an overlapping booking, record a day off, and decide whether the new work belongs on the waiting list or can move. Then check how tentative and waiting work appears in the report so the team does not confuse forecast demand with confirmed capacity.
If planned-versus-actual or budget reporting matters, edit a sample booking after time has been logged and inspect the separate timesheet and budget result. Export a narrow CSV set, check the billing unit for nonlogin people and additional resources, and compare the exact tier used in the trial with the paid tier being considered.
16 distinct sources behind this profile. Research observed Oct 21, 2026. Features and offers can change.
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