Share room and resource calendars

After you create a resource, such as a meeting room or company car, share it with your users in Google Calendar. They can then schedule the resource by adding it to their calendar events. When users book the resource, it creates a corresponding event on the resource's calendar.

If you don't explicitly set the internal sharing option for a new resource, it inherits the default sharing option for secondary calendars in your organization.

Share a resource

  1. Sign in with your G Suite administrator account (with Super Admin role assigned) and open Google Calendar.
  2. On the left, under My Calendars, find the resource. If it's not already there, add the resource.
  3. Point to the resource you want to share and click More More and then Settings and sharing.
  4. Under Auto-accept invitations, choose the setting that works best for the resource:
    • Auto-accept invitations that do not conflict—The resource accepts invitations to any new event if it doesn’t have another event scheduled at the same time.
    • Automatically add all invitations to this calendar—All invitations show up on the resource's calendar even if some of them are for events that take place at the same time.
    • Do not show invitations—Only invitations that are accepted show up on the calendar.
  5. Choose who you want to share the resource with:
    • If you want to share the calendar with everyone in your organization, under Access permissions:
      1. Check the Make available for your domain box.
      2. On the right, click the Down arrowDown Arrow and choose an option. Learn about the permission settings below.
    • If you want to share the calendar with specific people or a Google group, under Share with specific people:
      1. Click Add People.
      2. Add the email addresses of the people or groups you want to share the resource with.
      3. On the right, click the Down arrowDown Arrow and choose an option. Learn about the permission settings below.
      4. Click Send.
  6. Test that users can schedule the resource.

Next steps

Let your users know they can now add the resource to events.

Permission settings

When you share a resource, you control how users see events and whether they can add or edit events. As you review the settings, consider the notes about permission settings.

  • See all event details—Users can book the resource and see event details when they create or modify events in their personal calendars. The event organizer can modify an event in their personal calendar. However, they can’t modify events directly in the resource's calendar or modify other user’s events.
  • See only free/busy (hide details)—Users can book the resource when they create or modify events in their personal calendars, but they can’t see names or details of the events on the resource's calendar.
  • Make changes to events—These users can see event details, including for private events, and can modify any event. This option is available only when the resource is shared with specific people, not your entire organization.
  • Make changes and manage sharing—These users can see event details, including for private events, and can modify any event. They can also change sharing settings. This option is available only when the resource is shared with specific people.

Notes about permission settings

  • The settings under Access permissions override the Share with specific people settings. For example, you might share a resource with everyone in your organization and give them permission to See all event details. If you also Share with specific people, those users will also see all event details, even if you only let them See only free/busy.
  • To let only some users book a resource, share with specific people and don’t share with everyone in the organization. Only the people you share the resource with can see when it's available. Everyone else can see the resource, but it will always appear as booked.
  • If you don't allow free/busy resource booking in your organization, share the resource with at least See all event details permissions. Otherwise, users will try to schedule the resource and it won’t be available.

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