Set up meeting rooms and calendar resources

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

You can set up your G Suite Calendar so users can book shared resources in your company: rooms, projectors, company cars, or bicycles. You can also let people know what features are available in a resource, such as all the rooms that have Jamboards or video and audio equipment.

Step 1: Add buildings

Before you begin 

Add buildings so users can books rooms and resources in them. 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

Add a building in the Admin console

Add the required fields now. You can come back and fill in the optional fields later. You must be logged in as an administrator with calendar resource privileges (for example, Services Admin role). 

  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 Appsand thenG Suiteand thenCalendar.
  3. Click Resources.  
  4. Click Manage Buildings.  located on the bottom of the page.
  5. Hover over and click Add Add new building.
  6. Enter the building information.
  7. Click Add Building.

Add buildings in bulk 

To save time, upload all or multiple buildings in your domain. Login as an administrator with calendar resource privileges (for example, Services Admin role) to complete these steps.

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 Appsand thenG Suiteand thenCalendar.
  3. Click Resources
  4. Click Manage buildings.
  5. Hover over Add and click Upload Upload Bulk upload buildings.
  6. Click Attach CSV and follow the steps to attach the CSV file.
  7. 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 to your Admin console. For example, you might want to let people know which rooms have a Jamboard, or which company cars have a navigation system. To associate your features with resources, start by listing them.

Before you begin

How you list a feature affects the way resources and features display in your user's Calendar when they book a room or resource. Audio and Video features are included in the auto-generated name and shown up in the format below when your users create an event or the book a room. 

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

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

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

Add features one by one in Admin console

You can create up to 100 features for your company or in each domain. Login as an administrator with calendar resource privileges (for example, Services Admin role) to complete these steps.

  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 Appsand thenG Suiteand thenCalendar.
  3. Click Resources
  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.

API bulk updates for Calendar features

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

For details, see Resources.features

Step 3: Add resources

Last, 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.  

Before you begin 

If you're creating new resources

There are different types of resource categories in the Add Resource window. 

  • Conference room:  Resources that are used to hold meetings or conferences which can be as small as a phone room. 
  • Other:  Resources that are not used for meetings. For example, a Jamboard, bicycle, or company car. 
  • Category unknown:  Existing resources created before the introduction of structured resources in the October 2017 release. 

When creating a new resource,  select Conference room or Other depending on your needs.

If you're updating existing resources convert them to a structured format

Review and understand the following considerations before you upload resources into Google Calendar.

  • Before you make changes, download and save a copy of all your resources.
  • Upload all resources at one time (globally or in large parts of the organization) to avoid inconsistent UI experiences.
  • Resources that have not been converted to the new structured format, will appear in Google Calendar in the old unstructured format. 
  • Do not modify the Resource ID of existing resources. If you do, a brand new resource is created, instead of updating the room/resource that you wanted.
  • Use Google Sheets to edit your resources uploaded from a CSV file. If you use other spreadsheet tools, make sure to save the file as a CSV.
  • Only import your column data as text, not general or date, with UTF-8 encoding.

For more details, see Structuring Calendar Resources.

 

Add resources one by one in the Admin Console

You can add up to 10,000 resources for your company or in each domain. Login as an administrator with calendar resource privileges (for example, Services Admin role) to complete these steps.

  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 Appsand thenG Suiteand thenCalendar.
  3. Click Resources
  4. Hover over and click Add Add new resources.
  5. Enter the resource information.
  6. Click Add Resources.

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

Step 4: View and edit your resources from a spreadsheet 

Once you're done adding the company buildings, features, and resources, you can view and edit them in a spreadsheet downloaded from a CSV file. 

Download and edit a spreadsheet

Log in as an administrator with calendar resource privileges (for example, Services Admin role) to complete these steps.

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 Appsand thenG Suiteand thenCalendar.
  3. Click Resources.
  4. Click Download Download all.
  5. Click Download.
  6. Save the CSV file.

Import the CSV data into Google Sheets 

  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.
  4. Edit the fields in Sheets as needed. 
  5. When editing is complete, save the spreadsheet as a CSV file.
  6. Go to File > Download as and select Comma-separated (CSV).

Editing Recommendation  

We recommend that you 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)

Do not modify Resource IDs for existing resources.

Structured resources

Use the information in this table to create buildings, resources, and features in a structure format. 

Property name Description Example
Resource Id*

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

(don't edit or delete for existing resources)

28AF38E
Resource Category*

Category unknown

Conference room

Other

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, 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. Will be 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
Auto-generated 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

Upload a CSV after editing   

After editing the spreadsheet and downloading it as a CSV file, you are ready to upload the changed resources into Calendar. Login as an administrator with calendar resource privileges (for example, Services Admin role) to complete these steps.

How to upload resources from Google Sheets

  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 Appsand thenG Suiteand thenCalendar.
  3. Click Resources
  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.

Example spreadsheet 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

Example spreadsheet 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
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