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# Book people onto a Resource Guru project with AI

> Turn a staffing request into Resource Guru bookings: check who is free, pick the project and book the days, with clashes sent to the waiting list.

Source: https://cotlet.dev/integrations/resource-guru-api-mcp-server/book-people-onto-a-project

A project lead sends "Lena and Sam on the Acme redesign next week, half days". Someone opens the Schedule, finds both people, checks their days and clicks through the booking form.

Cotlet does it in your own Resource Guru account with list\_resources, list\_projects, list\_bookings and create\_booking, called by your AI agent, an n8n workflow or a script.

[Sign up free](https://cotlet.dev/app/signup?app=resource-guru) [All Resource Guru tools](https://cotlet.dev/integrations/resource-guru-api-mcp-server.md)

Hosted · nothing to install or maintain

## Can Resource Guru do this on its own?

Resource Guru lets you create bookings in the Schedule and through its public API (checked 23 Oct 2026). Its official MCP server is read-only, so an AI assistant can see who is free but cannot book anyone. Nothing in Resource Guru turns a written staffing request into bookings.

## How you do it in Resource Guru today

1. In the Schedule, click and drag across the days to book, or click one day and edit the dates.
2. In the booking form, pick the Person or Placeholder, add more people for a multi-resource booking, and choose Hours Per Day, Total Hours or Specific Time.
3. Choose the Project or Client, an Activity Type, the Billable toggle and Details, then click Add Booking.
4. If the person has too little free time, the form shows a Booking Clash with three options: Add to Waiting List, Add With Overtime, or Add without overtime (extend availability).
5. Each request repeats the same form, and a clash on one person is easy to miss in a multi-resource booking.

## How to book people onto a Resource Guru project with AI

Prompt

```
Book Lena Ortiz and Sam Okafor on Website Redesign for Acme from 2 to 6 November, 4 hours a day. Check their bookings first and tell me who is already full.
```

1. 01  
### Resolve the names  
Your agent matches the people in your request to IDs with list\_resources, and the project with list\_projects. A name that matches two entries stops the run and the agent asks which one you mean.
2. 02  
### Look before booking  
list\_bookings runs for those people over the date range, so the agent sees how full each day already is. Someone who is booked all day is reported to you before any booking is made.
3. 03  
### Create one multi-resource booking  
create\_booking books all people in one call, with minutes\_per\_day, the project and your Details text. Tentative stays off unless you asked for a pencil booking.
4. 04  
### Handle clashes your way  
If you did not say what to do about a clash, the agent leaves clash\_resolution unset and reports the clash. If you said "put the overflow on the waiting list", it passes add\_to\_waiting\_list.
5. 05  
### Report what was booked  
The agent returns the booking ID, the people, the days and any hours that went to the waiting list. Each call waits for your OK by default because the booked people see it on their Dashboard.

### What you get back

Example data

```
Booked Website Redesign (Acme), 2 to 6 Nov, 4h a day
Lena Ortiz: 5 days booked
Sam Okafor: 5 days booked
Booking ID 48213021
No clashes, nothing on the waiting list
```

### Other ways to ask

- Book a placeholder called Frontend developer on Website Redesign for 80 hours between 2 November and 12 December.
- Every Monday, book next week for the people listed in this planning note and report clashes.
- Show who has no bookings next week and could take a two-hour task this afternoon, but book nothing.

## What Resource Guru allows, and what to know first

- Resource Guru creates a confirmed booking on the Dashboard of both the booker and the booked person, while a tentative booking shows only to the booker.
- A multi-resource booking is edited as one: a change applies to every resource on it.
- Hours Per Day, Total Hours and Specific Time are the three booking types, and repeating bookings are not available for Total Hours.
- Resource Guru warns of a clash when a resource has too little availability, and offers the waiting list, overtime, or extending availability.
- The booker defaults to the signed-in user, so bookings made through Cotlet appear as booked by you.

create\_booking asks for your OK by default. To run it on a schedule without you, switch confirmation off for that tool in your dashboard.

Sources: [Resource Guru Help: Create Bookings](https://help.resourceguruapp.com/en/articles/1955394) · [Resource Guru Help: Manage Booking Clashes with Waiting List, Overtime and more](https://help.resourceguruapp.com/en/articles/1955778) · [Resource Guru API documentation: Create booking](https://resourceguruapp.com/docs/api)

## Call create\_booking from a script

curl

```
curl -X POST https://cotlet.dev/api/v1/resource-guru/bookings \
  -H "Authorization: Bearer $COTLET_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"resource_ids":[18211,18214],"start_date":"2026-11-02","end_date":"2026-11-06","minutes_per_day":240,"project_id":703110,"details":"Acme redesign, homepage sprint"}'
```

Example response

```
{
"id": 48213021,
"resource_ids": [
    18211,
    18214
],
"start_date": "2026-11-02",
"end_date": "2026-11-06",
"minutes_per_day": 240,
"project_id": 703110,
"tentative": false,
"approval_state": "approved",
"waiting": false
}
```

MCP: add https://cotlet.dev/mcp/v1 with the same key; the call is resource\_guru\_write → create\_booking. Example data.

[Schedule it in n8n, Make, Zapier or cron](https://cotlet.dev/integrations/resource-guru-api-mcp-server.md#automations)

## Resource Guru tools this automation uses

__Cotlet Resource Guru tools used to book people onto a Resource Guru project with AI__
| Tool | Parameters |
| --------------- | ------------------------------------------------------------------------------------------------------------------------------------- |
| list\_resources | search, archived |
| list\_projects | search, archived |
| list\_bookings | start\_date, end\_date, resource\_ids, approval\_state, waiting |
| create\_booking | resource\_ids, start\_date, end\_date, minutes\_per\_day, start\_time, project\_id, client\_id, tentative, details, clash\_resolution |

[All 13 Resource Guru tools with descriptions](https://cotlet.dev/integrations/resource-guru-api-mcp-server.md#tools)

## Frequently asked questions

### Can my agent see availability before it books?

Yes. list\_bookings returns what each person already has in the range, and Resource Guru also offers a read-only MCP server for availability questions. Cotlet adds the step the official server cannot do, which is making the booking.

### Is it safe to connect Resource Guru to Cotlet?

Yes. You sign in to Resource Guru yourself, in your own Cloud Browser in the EU, and we never save your password. Your agents only get Resource Guru once you enable it, every background request is listed, and the browser profile is stored encrypted with AES-256-GCM, the cipher 1Password uses for its vaults. The AI model never sees a login, posts and messages wait for your OK, and Disable for agents cuts access in one click. Independent scanners grade cotlet.dev A+ on Qualys SSL Labs, securityheaders.com and Mozilla Observatory; live results are on https://cotlet.dev/security.

## More Resource Guru automations

- [Confirm or delete tentative Resource Guru bookings](https://cotlet.dev/integrations/resource-guru-api-mcp-server/confirm-tentative-bookings.md)
- [Approve or decline Resource Guru booking requests](https://cotlet.dev/integrations/resource-guru-api-mcp-server/approve-booking-requests.md)
- [Resource Guru API and MCP server: every tool](https://cotlet.dev/integrations/resource-guru-api-mcp-server.md)
- [All use cases](https://cotlet.dev/use-cases.md)

## Give your agent access to Resource Guru.

Free 7-day trial with 2,000 credits, no card needed. Cotlet is independent and not affiliated with Resource Guru.

[Sign up free](https://cotlet.dev/app/signup?app=resource-guru)

---

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