Onboarding as an Invited User
Get your team up and running, quickly and effectively.
Click the link within the invitation email to join your team’s account.
Set a password.
Upload a picture of yourself.
Double check your details, you can always edit your profile in your Settings.
Just a heads-up: your manager may have already updated your profile with additional details, such as your weekly repeating availability, job title, department, skills, and location.
Regardless of the permissions you’ve been granted (more on that in the next step), you can log in and explore these parts of the product to start getting familiar with Resource Guru:
Your personal Dashboard - Get an overview of bookings and milestones that are relevant to you, as well as upcoming time off.
The Schedule - This is where you’ll find your bookings and time off along a timeline. You’ll either see just yourself, or with sufficient permissions, you’ll be able to view your whole team and use filters to adjust your view.
Calendar sync - Connect your external calendar with Resource Guru (supports both Google Calendar and Outlook Calendar).
Notification settings - in your settings you can choose what notifications you’d like to receive.
To find out which permission level you have, log in, go to the Schedule, and click on your profile picture:
Basic Users: View-only access. You can’t create, edit, or delete people, bookings, projects, or clients.
Managers: You can create bookings for everyone, but you can only edit or delete bookings, projects, clients, or profiles that you created.
Administrators: Full access, including account settings and user management. No access to billing or subscription setup (Account Owner only).
Custom permissions: You can be given a custom set of permission. For example, no access to the People & Resources section, edit items they create permissions for bookings or view access to Projects.
If you need additional permissions, we recommend reaching out to your manager.
All Users
Custom fields - Each team member has a personal profile card. As a Manager or Admin, you can customize these cards by adding custom fields tailored to your team’s needs. For example, create a custom field called “Location” and assign a specific location to each person from a list of options.
Filters, grouping and sorting the Schedule - Use custom fields like department, location, projects, clients, or skill sets to organize your team in the Schedule. For example, view only engineers in London or creatives with specific skills in Amsterdam.
Save a view and share it with the team - If you regularly look at specific groups of people, save that view and share it with your team.
Enabling heatmaps - Switch the view in your Schedule to see who has availability using heatmaps.
Managers & Administrators
Add your clients, projects and the associated activities within those projects. You can group and filter by these in the Schedule and in Reports.
Add milestones - Highlight upcoming deadlines by adding milestones to projects. These appear on both the Schedule and the Dashboard.
Create Bookings - Examples of bookings you can create for your team:
A 1-hour appointment for an individual or group.
A specific-time booking, e.g., 9:00–10:30 AM, for one or more people.
A daily 2-hour booking spanning multiple days, weeks or months.
A recurring booking such as every Wednesday or every second week.
A tentative booking you can confirm later.
Duplicate/copy existing bookings to a different day or another person.
Set hourly rates for team members – Assign cost rates to each person to better track project budgets. These rates can be factored into reports, making it easier to monitor the financial impact of your team’s work.
Use Reports - Get high-level insights on your team’s billable and non-billable utilization, scheduled hours by people, projects, and clients, time on the Waiting List and Overtime.
Compare forecasted and actual hours – If you're using timesheets, you can compare logged time against scheduled bookings for better planning and tracking.
Note: These features must be enabled before you can use them.
How it works - Bookings created in the Schedule represent your forecasted work. In the Timesheets section, each person logs the actual hours they've worked. Forecasted bookings are pre-populated in Timesheets, making it easy to confirm hours (manually or in bulk) or add additional unplanned entries.
Approving Timesheets - Your team can set default approvers account-wide or assign them individually. Once submitted, timesheets go to approvers who can accept or decline them for the given week.
How it works - You can set up default booking approvers either account-wide or per person. If a booking is made by someone without approval permissions, it will appear as “pending.” Assigned approvers can then accept or decline these bookings.
Note - Administrators who aren't approvers will also send bookings to the pending queue but can approve them manually afterward.
Audit trail - Each booking contains a history of who approved or declined it.
Video: A Full Overview
Editing Your Resource Guru Profile: Name, Email Address and Photo
Logging in with SSO/SAML (Single Sign On)
