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. 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. 

To view the required fields and descriptions, see below: Formats to use.

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 Add  Add  Add new building.  
  5. Enter the building information. 
  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.

Example spreadsheet 

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

Use the API for bulk building updates 

For details, see Resources.buildings.

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

For details, see Resources.features.

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 hour 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 Jamboard, bicycle, or company car. 
  5. Click Add Resources.

 For details on the fields, see below: Formats to use.

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.

      Review the information in the spreadsheet and note any blank on non-conforming fields.

    2. Edit the fields as needed.  

      Update the fields as the table suggests in Formats to use. 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.

Formats to use

The tables below provide information on the Admin console fields for the resources in your company. 

Format for all resources  

Use this format for the 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 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
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.

(suggested maximum character limit 15)

10
Floor section

Indicates where on the floor a room is located.

(suggested maximum character limit 15)

A
Resource name*

Short room name.

(suggested maximum character limit 45)

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 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
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

Format for buildings 

Use this format for the buildings you create in Calendar. 

Property name Description Example
Building ID* Unique and permanent Building_123
Building name*

Unique across all buildings

(suggested character limit: 32)

SF-Main
Floors* Separate by commas and list in ascending order from lower to upper  Lobby, M, 2, 3, 4, 5, 5A, 6
Description Short description of building East side building
 
Coordinates

Latitude and longitude 

(recommended for future location-based room booking suggestions)

40.730610,
-73.935242
 

* Required

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