{"id":10017,"date":"2026-08-11T14:26:10","date_gmt":"2026-08-11T14:26:10","guid":{"rendered":"https:\/\/resourceguruapp.com\/blog\/?p=10017"},"modified":"2026-08-11T14:26:10","modified_gmt":"2026-08-11T14:26:10","slug":"total-hours-bookings","status":"publish","type":"post","link":"https:\/\/resourceguruapp.com\/blog\/product-updates\/total-hours-bookings","title":{"rendered":"Total Hours bookings: Create bookings that adapt to schedule changes"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Some work you can schedule to the hour, but most work needs you to be more flexible. You might know a project needs 30 hours of design time this month without knowing it needs exactly four hours every Tuesday.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">So, you invent a daily pattern anyway: four hours a day for 10 days, and then you maintain it. Every sick day, reprioritized request, and internal meeting then means moving those hours by hand. And, the bigger the team, the more of your week that takes.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Total Hours bookings remove that maintenance job. You book a total number of hours across a date range, Resource Guru fits them into the available time inside it, and then keeps adjusting as new bookings are added.<\/span><\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_86 counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">In this article \ud83d\udcd6<\/p>\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/resourceguruapp.com\/blog\/product-updates\/total-hours-bookings\/#Total-Hours-bookings-A-walkthrough\" >Total Hours bookings: A walkthrough<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/resourceguruapp.com\/blog\/product-updates\/total-hours-bookings\/#Bookings-that-stay-flexible-even-when-new-work-lands\" >Bookings that stay flexible, even when new work lands<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/resourceguruapp.com\/blog\/product-updates\/total-hours-bookings\/#Reserve-effort-before-you-know-who-will-handle-it\" >Reserve effort before you know who will handle it<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/resourceguruapp.com\/blog\/product-updates\/total-hours-bookings\/#FAQs\" >FAQs<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/resourceguruapp.com\/blog\/product-updates\/total-hours-bookings\/#Book-whats-certain-leave-room-for-what-isnt\" >Book what&#8217;s certain, leave room for what isn&#8217;t<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"Total-Hours-bookings-A-walkthrough\"><\/span>Total Hours bookings: A walkthrough<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><iframe loading=\"lazy\" title=\"YouTube video player\" src=\"https:\/\/www.youtube.com\/embed\/7FvTXhPbrVo?si=206weSpmpsIFSgQK\" width=\"560\" height=\"315\" frameborder=\"0\" allowfullscreen=\"allowfullscreen\"><span data-mce-type=\"bookmark\" style=\"display: inline-block; width: 0px; overflow: hidden; line-height: 0;\" class=\"mce_SELRES_start\">\ufeff<\/span><\/iframe><\/p>\n<p><span style=\"font-weight: 400;\">Here&#8217;s what makes up a Total Hours booking:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>A total number of hours and a date range<\/b><span style=\"font-weight: 400;\">, not hours per day: 20 hours of design work this week, or 200 hours on a project over three months<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Flexible time<\/b><span style=\"font-weight: 400;\"> distributed across the range based on what&#8217;s actually available<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Flexibility options<\/b><span style=\"font-weight: 400;\"> that set how far those hours can move as new bookings are added<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Weekly allocation labels<\/b><span style=\"font-weight: 400;\"> on the Schedule, showing the current spread and the total requested effort\u00a0<\/span><\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Bookings-that-stay-flexible-even-when-new-work-lands\"><\/span><b>Bookings that stay flexible, even when new work lands<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Most scheduling tools let you book a total number of hours, then lock those hours to specific days. Here&#8217;s how Total Hours bookings handle changes more smoothly, even at the last minute.<\/span><\/p>\n<h3><b>Think in total hours, not hours per day<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Sometimes hours per day is exactly the plan. If a client has booked your team\u00a0 for four hours a day across two weeks, that&#8217;s a real daily commitment.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Plenty of work isn&#8217;t like that. You know it needs 40 hours before the end of the month, and the daily split is something you invent to get it onto the Schedule. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">Most scheduling tools make you invent it too: entering &#8220;40 hours over two weeks&#8221; often gets divided into a per-day quota, four hours a day, spread evenly across the workdays, regardless of what&#8217;s already booked.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Even if you switch to a dedicated scheduling tool, it won\u2019t always fix that. Entering &#8220;40 hours over two weeks&#8221; often gets divided into a per-day quota: four hours a day, divided evenly across the workdays in the range, regardless of whatever else is already booked.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">That split is arithmetic, not availability. It doesn&#8217;t look at what else is on the calendar, and it can&#8217;t respond to what lands later. So four of those hours sit on Wednesday, then an all-day workshop gets booked on the same day, and it\u2019s marked as overbooked, while Thursday sits half empty.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A Total Hours booking distributes the work more freely: 40 hours, sometime in this window, fitted into the time that&#8217;s actually free. The total is protected. The daily allocation isn&#8217;t set in stone.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-medium wp-image-10020\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2026\/08\/thb-booking-type-613x671.png\" alt=\"Resource Guru booking modal with the Total Hours option selected.\" width=\"613\" height=\"671\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2026\/08\/thb-booking-type-613x671.png.webp 613w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2026\/08\/thb-booking-type-650x711.png.webp 650w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2026\/08\/thb-booking-type-310x339.png.webp 310w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2026\/08\/thb-booking-type-800x875.png 800w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2026\/08\/thb-booking-type.png 1170w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2026\/08\/thb-booking-type-310x339@2x.png.webp 620w\" sizes=\"auto, (max-width: 613px) 100vw, 613px\" \/><\/p>\n<h3><b>When the Schedule changes, the flexible time moves<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">If you add that workshop from the previous example to a day containing time from a Total Hours booking, Resource Guru will adjust the flexible time inside that booking&#8217;s date range, where there&#8217;s capacity.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Only the flexible time moves. Other booking types, such as Hours per Day, stay exactly where you put them, and nothing else on the Schedule changes.<\/span><\/p>\n<div class=\"wistia_responsive_padding\" style=\"padding: 53.96% 0 0 0; position: relative;\">\n<div class=\"wistia_responsive_wrapper\" style=\"height: 100%; left: 0; position: absolute; top: 0; width: 100%;\"><iframe loading=\"lazy\" class=\"wistia_embed\" title=\"Total Hours bookings adjustment Video\" src=\"https:\/\/fast.wistia.net\/embed\/iframe\/4kmuwk9rjp?web_component=true&amp;seo=false\" name=\"wistia_embed\" width=\"100%\" height=\"100%\" frameborder=\"0\" scrolling=\"no\"><\/iframe><\/div>\n<\/div>\n<p><script src=\"https:\/\/fast.wistia.net\/player.js\" async><\/script><\/p>\n<p><span style=\"font-weight: 400;\">The allocation also recalculates when vacation, leave, or reduced availability changes capacity levels. Plus, if you edit a booking that&#8217;s already underway, Resource Guru asks whether to recalculate future dates only, or the entire range.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This all combines to avoid days looking overbooked when they&#8217;re not in reality.<\/span><\/p>\n<h3><b>Decide how much a booking is allowed to move<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Flexibility is great but, when the delivery plan\u2019s already been signed off, you need to be realistic about how much the total effort can move around. Each booking gets one of three options:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Rigid<\/b><span style=\"font-weight: 400;\">: Hours stay in the weeks they started in<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Limited<\/b><span style=\"font-weight: 400;\">: Hours can move, but stay reasonably spread across the weeks<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Fluid<\/b><span style=\"font-weight: 400;\">: Hours can move anywhere in the date range<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Use Rigid when the weekly plan is a commitment you&#8217;ve made to a client. Use Limited when the work needs to progress steadily rather than cluster wherever there happens to be space. Use Fluid when the work only has to be finished by the end date.\u00a0<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Reserve-effort-before-you-know-who-will-handle-it\"><\/span><b>Reserve effort before you know who will handle it<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Long-range work often firms up in the wrong order. You might know a project needs 200 hours of engineering time next quarter well before you know which engineer can handle it. It can take even longer to know which weeks the work should take place in.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Book it against a <\/span><a href=\"https:\/\/resourceguruapp.com\/blog\/product-updates\/resource-placeholders\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">placeholder<\/span><\/a><span style=\"font-weight: 400;\"> using the Total Hours option, and the commitment will land on the Schedule, in the right window, without inventing the details you\u2019re not sure about yet. Assign a person later and Resource Guru will recalculate around their real availability.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-medium wp-image-10021\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2026\/08\/thb-placeholder-943x587.png\" alt=\"Resource Guru Total Hours booking on a placeholder.\" width=\"943\" height=\"587\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2026\/08\/thb-placeholder-943x587.png.webp 943w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2026\/08\/thb-placeholder-1042x649.png.webp 1042w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2026\/08\/thb-placeholder-1536x957.png.webp 1536w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2026\/08\/thb-placeholder-310x193.png.webp 310w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2026\/08\/thb-placeholder-800x498.png 800w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2026\/08\/thb-placeholder-1200x747.png 1200w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2026\/08\/thb-placeholder.png 1596w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2026\/08\/thb-placeholder-310x193@2x.png.webp 620w\" sizes=\"auto, (max-width: 943px) 100vw, 943px\" \/><\/p>\n<h2><span class=\"ez-toc-section\" id=\"FAQs\"><\/span><b>FAQs<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<h3><b>How do I create a Total Hours booking?<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Open the booking modal on the Schedule and choose Total Hours as the booking type. Then enter the total hours, the date range, the project and client, and a flexibility option.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Total Hours bookings currently cover one person or one placeholder at a time.<\/span><\/p>\n<p>Get detailed instructions in our <a href=\"https:\/\/help.resourceguruapp.com\/en\/articles\/10258882\" target=\"_blank\" rel=\"noopener\">Help Center<\/a>.<\/p>\n<h3><b>What Resource Guru plans include Total Hours bookings?<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Total Hours bookings are available on all Resource Guru plans. Visit our <\/span><a href=\"https:\/\/resourceguruapp.com\/pricing\"><span style=\"font-weight: 400;\">pricing page<\/span><\/a><span style=\"font-weight: 400;\"> for more details.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Book-whats-certain-leave-room-for-what-isnt\"><\/span><b>Book what&#8217;s certain, leave room for what isn&#8217;t<\/b><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><a href=\"https:\/\/resourceguruapp.com\/blog\/project-management\/capacity-planning-guide\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Capacity planning<\/span><\/a><span style=\"font-weight: 400;\"> gets fragile when the Schedule claims more certainty about upcoming work than the team actually has. Invented daily allocations create clashes that were never real, and hide the ones that are, leading to a week spent reshuffling bookings that were never firm to begin with.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Total Hours bookings let the Schedule match what you know: this much work, in this window, fitted around everything else.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To try Total Hours bookings for your next project, start your free trial today:<\/span><\/p>\n<div class=\"freetrial freetrial--text-light freetrial--default\"><div class=\"freetrial__image\"><img loading=\"lazy\" decoding=\"async\" width=\"310\" height=\"218\" src=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/02\/free-trial-310x218.png\" class=\"attachment-freetrial size-freetrial wp-post-image\" alt=\"Screenshot of Resource Guru&#039;s resource scheduling platform.\" srcset=\"https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/02\/free-trial-310x218.png 310w, https:\/\/resourceguruapp.com\/blog\/wp-content\/uploads\/2024\/02\/free-trial.png 708w\" sizes=\"auto, (max-width: 310px) 100vw, 310px\" \/><\/div><div class=\"freetrial__text\"><h4>The #1 scheduling tool trusted by thousands of project teams<\/h4>\n<p>Join thousands of project managers who have made scheduling a breeze.<\/p>\n<p><a class=\"button\" href=\"https:\/\/app.resourceguruapp.com\" target=\"_blank\" rel=\"noopener\">Free Trial<\/a> <a class=\"button button--outline\" href=\"https:\/\/resourceguruapp.com\/contact-sales\" target=\"_blank\" rel=\"noopener\">Talk to Sales<\/a><\/p>\n<\/div><\/div>\n","protected":false},"excerpt":{"rendered":"<p>Some work you can schedule to the hour, but most work needs you to be more flexible. You might know a project needs 30 hours of design time this month without knowing it needs exactly four&hellip;<\/p>\n","protected":false},"author":43,"featured_media":10037,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","mc4wp_mailchimp_campaign":[],"footnotes":""},"categories":[30],"tags":[61,62],"class_list":["post-10017","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-product-updates","tag-product-updates-feed","tag-heartbeats"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.2 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Create bookings that adapt to schedule changes | Resource Guru<\/title>\n<meta name=\"description\" content=\"Book a set number of hours across a range, and let Resource Guru fit them around real availability instead of an invented daily pattern.\" \/>\n<meta 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