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Create buildings, features, and resources

If you have the legacy free edition of Google Apps, upgrade to G Suite to get this feature.

Collect and prepare building information

Define buildings first, before adding features and resources.

Property name Description Example
Building ID* Must be unique and cannot change Building_123
Building name* Must be unique across all buildings. SF-MAIN
Floors* Separate floors by commas and list them in ascending order from lower floors to upper floors Lobby, M, 2, 3, 4, 5, 5A, 6
Description Short description of your building East side building.
Plan move to new office on
6/12.
Coordinates Latitude and longitude coordinates for your building. Recommended for future location-based room booking suggestions 40.730610,
-73.935242
 

* Required

Create buildings in 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 dashboard, go to Appsand thenG Suiteand thenCalendar.
  3. Click Resources. Note: Login as an administrator with calendar resource privileges (for example, Services Admin role) to complete these steps. 
  4. Click Manage buildings.
  5. Hover over and click Add Add new building.
  6. Enter the building information.
  7. Click Add building.

Create buildings in a CSV file

Buildings CSV row example:

Building Id* Building name* Floors* Description Coordinates
Building_123 SF-MAIN Lobby, 2, 3, 4, 5, 5M, 6 East side building 40.730610,
-73.935242
 

* Required

Bulk upload buildings

  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 dashboard, go to Appsand thenG Suiteand thenCalendar.
  3. Click ResourcesNote: Login as an administrator with calendar resource privileges (for example, Services Admin role) to complete these steps.
  4. Click Manage buildings.
  5. Hover over Add and click Upload Bulk upload buildings.
  6. Click Attach CSV and follow the steps to attach the CSV file.
  7. Click Upload.

Create features

Features are attributes or equipment of a room or resource. There are three types of features:

  • Audio: #Phone
  • Video: #VC, #Cisco conferencing unit
  • None: #Whiteboard, #Wheelchair accessible, #External guests

Note: You must create features before you can upload resources using those features.

Impact of features on Name, Detail view, and Search

How you define features will affect the way resources are displayed. Audio and Video features are included in the auto-generated name and shown in the room and resource tile.

Format: Building name-floor-section- resource name (capacity) [Audio and Video features]

Example: NYC-9TH-11-D-101-Pollen (5) [GVC]

All other features are shown in the resource display.

Create features in 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 dashboard, go to Appsand thenG Suiteand thenCalendar.
  3. Click ResourcesNote: Login as an administrator with calendar resource privileges (for example, Services Admin role) to complete these steps.
  4. Click  Manage resource features.
  5. Click Add feature.
  6. Enter the feature name and choose the type: None, Video, or Audio.
  7. Click Save.

Prepare and upload resource information

If you're creating new resources:

  • Understand the Resource Category:
    • Make your resource CONFERENCE_ROOM if it is a place to hold a meeting or conference (for example, even if it's just a phone room).
    • Use resource category OTHER if you would not use it for a meeting. If you leave the resource category blank, it will remain as an unstructured resource.

If you're updating existing resources:

Before you begin: Review and understand the following before you upload resource information.

  • Before you make changes, download and save a backup of all your resources.
  • Upload all resources at one time (globally or in large parts of the organization) to avoid inconsistent UI experiences.
    • Resources with legacy data will still be shown with the old UI.
  • Do not modify the Resource Id of existing resources. This will create a brand new resource, instead of updating the room/resource.
    • Use Google Sheets to edit your CSVs for upload. If you use other spreadsheet tools, make sure the file is saved as CSV.
    • Only import your column data as text, not general or date, with UTF-8 encoding.

Resource fields

Property name Description Example
Resource Id* The unique room identifier Google generates for you when you create a resource. Do not change this for existing resources. 28AF38E
Resource Category* CONFERENCE_ROOM, OTHER, or blank. See Prepare . . . above CONFERENCE_ROOM
Resource Type Existing field. When Resource Category is set to OTHER, this field is added as a prefix to the auto-generated name and helps distinguish non-rooms from rooms. It also helps categorize the resource type, for example: Bike, Vehicle, Mother’s Room, Microscope, Parking. Bike
Building ID* This Building ID must match exactly the Building ID defined for the building. example_building_123
Floor Name* The floor name must match one of the floors defined in the building. 10
Floor Section Indicates where on the floor a room is located. A
Resource Name* Short room name. BeeHive Room
Capacity* Recommended number of people for the room. Must be a positive integer. 4
#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
User Visible Description Free-form description of the room. Will be visible to users in the room details. Phone extension #4119. Contact John to book.
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
Autogenerated Name Read-only. This is generated when the Resource Category is set to either CONFERENCE_ROOM or OTHER. SF-MAIN-10A231 BeeHive Room (4) VC

* Required

Download existing resources in a CSV file

  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 dashboard, go to Appsand thenG Suiteand thenCalendar.
  3. Click ResourcesNote: Login as an administrator with calendar resource privileges (for example, Services Admin role) to complete these steps.
  4. Click Download Download all.
  5. Click Download.
  6. Save the file.

 

Resources CSV row example (part 1):

Resource Id*

Resource Name*

Resource Category*

Resource Type

Floor Name*

Capacity*

Building Id*

123 Auditorium CONFERENCE_ROOM   1 40 81
234 James's Hideout OTHER Lounge 4 5 82

* Required

Resources CSV row example (part 2):

User Visible Description

Description

#Whiteboard

#Phone

  Managed by admins@mycompany.com TRUE TRUE
Ask James's assistant to reserve Managed by admins@mycompany.com FALSE FALSE

Import and edit the resources CSV file

Note: Use Google Sheets to edit the file. If you use other tools, make sure you open the file with the following options:

  • File type is CSV
  • Encoding is UTF-8
  • Column data type is Text (not Date or General)

Important: Do not modify Resource ID for existing resources.

Bulk upload resources

  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 dashboard, go to Appsand thenG Suiteand thenCalendar.
  3. Click ResourcesNote: Login as an administrator with calendar resource privileges (for example, Services Admin role) to complete these steps.
  4. Hover over Add and click Upload Bulk upload resources.
  5. Click Attach CSV and follow the steps to attach the CSV file.
  6. Click Upload.
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