Set up buildings, features, and other resources

Set up G Suite Calendar so users can book shared resources in your company: rooms, projectors, company cars, or bicycles. Make it easy for your employees to find the best resource, by showing as much detail as possible. Your users will see details like the building and floor where a room is located and the key features such as video conferencing equipment or whiteboards. 

Step 1: Add buildings

Start by listing all the buildings in your company. Google Calendar uses buildings as the foundation for all your resources. You can’t create resources and features without listing the building first. Note: Building addresses are not used for map navigation.

Add a building in the Admin console

Add the required fields now. You can come back and fill in the optional fields later. 

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Buildings and resourcesand thenEdit Resources.
  3. At the bottom of the page, click Manage Buildings.  
  4. Point to and click AddAdd Add new building.
  5. Enter the building information.

    To add the address:

    1. Point to Address not set and click Edit Edit address  Edit address. 
    2. Enter the address information for each location using the official postal address format for its region. The Google map panel on the right shows a pin at the address. Addresses associated with a known business location will be stored using the local language. Note: Building addresses are not used for map navigation.

    3. If needed, drag the pin to the best or correct location. We recommend that you place the pin at the center of the building's rooftop. The latitude and longitude fields appear.
    4. Click Done
  6. Click Add Building.

Add buildings in bulk 

To save time, upload all or multiple buildings in your domain. 

Upload your spreadsheet

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Buildings and resourcesand thenEdit Resources.
  3. At the bottom of the page, click Manage buildings.
  4. Point to Add  Add and click Upload Upload .
  5. Click Attach CSV and follow the steps to attach the CSV file.
  6. Click Upload.

To view the required fields and descriptions, see below: Format for bulk updates.

Use the API for bulk building updates 

Step 2: Add audio, video, or other features

If you want people to know what equipment or other features come with a room or other resource, add them using the Admin console. For example, you might want to let people know which rooms have a Jamboard, or which company cars have a navigation system. 

Add features one by one in Admin console

You can create up to 100 features for your company or in each domain. 

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Buildings and resourcesand thenEdit Resources.
  3. Click Manage   . 
  4. Click Add Feature.
  5. Enter the feature name and choose the type: 
    • Audio: Audio communication equipment (for example, phone)
    • Video: Video communication equipment (for example, VC or Cisco conferencing unit)
    • None: Not video or audio (for example, Whiteboard, Wheelchair accessible, or External guests)
  6. Click Save.

After you create a feature, you can view it in the Admin console from the Resource features window. In the Google Calendar, users can see features when booking a meeting room. 

 

API bulk updates for Calendar features

You can create up to 100 features for your company or in each domain.

For details, see Resources.features and Format for bulk updates.

Step 3: Add resources

Next, add anything people can reserve: conference rooms, company cars, mother's rooms, or whatever your company provides for workers. If you created features in step 2, you can associate them with the resources as you add them.  

Note: After you create a resource, it might take up to 24 hours for it to become available in everyone's calendar.

Add resources one by one in the Admin console

You can add up to 10,000 resources for your company or in each domain. 

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Buildings and resourcesand thenEdit Resources.
  3. Point to and click Add  Add .
  4. Enter the resource information. Select one of these types:
    • Conference room: Resources used for meetings or conferences that can be as small as a phone room. 
    • Other: Resources that aren’t used for meetings. For example, a bicycle or company car. 
  5. Click Add Resources.

 For details on the fields, see below: Format for bulk updates.

Upload resources via CSV in bulk

  1. Download to a CSV from the admin console.
    1. Sign in to your Google Admin console.

      Sign in using your administrator account (does not end in @gmail.com).

    2. From the Admin console Home page, go to Buildings and resourcesand thenEdit Resources.
    3. Click Download  Download .
    4. Save the CSV file.
  2. Import CSV information into a spreadsheet.
    1. Open a blank Google Sheet and go to File > Import
    2. Navigate to the downloaded CSV file, and click Select
    3. In the Import window, make your selections and click Import data.
  3. Edit resources in a spreadsheet.
    1. Use the spreadsheet you create in the previous steps above.
    2. Edit the fields as needed.  

      Update the fields according to the tables in Format for bulk updates.  Don’t modify the resource ID. If you do, a brand new resource will be created instead of updating the existing one. 

      Important: To identify features in the spreadsheet, the feature name needs to be prepended with a #. For example,  #Whiteboard

    3. When editing is complete, save the spreadsheet as a CSV file.
  4. Upload a CSV after editing.   
    1. Sign in to your Google Admin console.

      Sign in using your administrator account (does not end in @gmail.com).

    2. From the Admin console Home page, go to Buildings and resourcesand thenEdit Resources.
    3. Click Resources. Point to Add Add and click Upload Upload .
    4. Click Attach CSV and follow the prompts to attach the CSV file.
    5. Click Upload.

API bulk updates for Calendar resources

You can add up to 10,000 resources for your company or in each domain.

For details, see Resources.calendars and Format for bulk updates

Format for bulk updates

These tables help you update Calendar resources using an API or CSV spreadsheet.

Format for buildings

Use this format for buildings you create in Calendar.

Property name Description Example
Building Id* This Building ID must match exactly the Building ID defined for the building. example_building_123
Building Name Display name for the building Example 
Address*   Address information for buildings. See Format for building addresses 678 Lafayette Ave
Suite 2B

Graha Bumi Surabaya Lt. V
Jl. Basuki Rahmat no.106 - 128

雨竜郡秩父別町秩父別4105
 
Floors* Should be separated by commas and list in ascending order from lower to upper. Lobby, M, 2, 3, 4, 5, 5A, 6
Description Optional description of your building that is visible on the Admin console for your reference. East side building
Coordinates 

Latitude and longitude of a building 

40.730610,
-73.935242

* Required

Format for building addresses

Use this format for the building address information. Enter the address information for each location using the official postal address format for its region. Depending on the region, address formats can vary widely.

The fields in the Admin console and other applications used for entering address data are error-resistant. You can include things like switched fields, omit a field, or even add an extra field, and the process will not fail. Calendar will notify you about any problems and tell you how to correct the issue.

 

Property name Description Example
Address lines 1-5*

The street name and number or the description of the location.

 

200 Second St. 
Sub-locality

The neighborhood, district, townland, village, and so on. Smaller than city or locality.

(not required, only helpful in some countries)

SOMA (South of Market) 
Locality The city, can be referred to as district and suburb depending on country. San Francisco
Administrative Area The state, province, island, county, depending on country. California
 
Postal code

Sometimes called ZIP code,  Pincode, or Eircode. 

94105
 
Country or region*

The full name or 2-letter code for the country or region 

 

US

* Required

Format for resources

Use this format for resources you create in Calendar.

Property name Description Example
Resource Id*

The unique room identifier Google generates for you when you create a resource.

(don't edit or remove for existing resources)

28AF38E
Resource Name*

Short room name.

(suggested maximum character limit 45)

Beehive room
Building Id*     This Building ID must match exactly the Building ID defined for the building where the resource is located. example_building_123
Resource Category*

Conference room: Resources that are used for meetings or conferences that can be as small as a phone room. 

Other: Resources that aren’t used for meetings. For example, a Jamboard, bicycle, or company car.

Category unknown: Resources that don’t conform to the structure format

(for new resources, use Conference room and Other)

CONFERENCE_ROOM 
Resource Type Existing field. When the Resource category is set to Other, this field is added as a prefix to the autogenerated name and helps distinguish non-rooms from rooms. It also helps categorize the resource type. For example: Bike, Vehicle, Mother’s room, or Microscope.  Bike
Floor Name*

The floor name must match one of the floors defined in the building.

(suggested maximum character limit 15)

10
Capacity*     Recommended number of people for the room. Must be a positive integer. 4
Floor Section

Indicates where on the floor a room is located.

(suggested maximum character limit 15)

A
User Visible Description Free-form description of the room that is visible to users in the room details. Phone extension #4119
Description Optional description of your room or resource that is visible on the Admin console for your reference.

Every member of room-admins@example.com has booking rights to the room

East side building

#Feature

Features are attributes or equipment of a room or resource, such as:

  • Audio features: #Phone
  • Video features: #VC, #Cisco conferencing unit.
  • Other features: #Whiteboard, #Wheelchair accessible, #External guests.
TRUE
Autogenerated name Read-only. This is generated when the resource category is set either to Conference_room or Other. SF-MAIN-10A231 Beehive Room (4) VC

* Required

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