Share room and resource calendars

In Google Calendar, when you create a calendar resource, such as a meeting room or company car, you create a calendar for that resource. Your users 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.

Before you begin

To share resources, you must first add them to your My calendars list. To add resources to your My Calendars list, you need an administrator account with Calendar management privileges.

  1. If the resource you want to manage doesn't exist yet in Calendar, create the resource.
  2. Sign in with your administrator account and open Google Calendar.
  3. On the left, next to Other Calendars, click Add ""and thenBrowse resources.
  4. Click the building or location for the resource.
  5. Next to the resource, check the box to add it to your My calendars list.

Share a resource

If you share a resource, users can add it to their Other calendars list to check availability, book it for events, and get notifications. However, they can’t edit the resource.

  1. Sign in with your administrator account and open Google Calendar.
  2. From the My calendars list, point to the resource and click More ""and thenSettings and sharing.
  3. Choose who you want to share the resource with and remember that the settings under Access permissions override the Share with specific people settings:
    • If you want to share the calendar with everyone in your organization, under Access permissions for events:
      1. Check the Make available for your organization box.
      2. On the right, click the Down arrow"" and choose an option. Learn about resource permissions below on this page.
    • If you don't set the internal sharing option for a new resource, it inherits the default sharing option for secondary calendars in your organization. If you want to share the calendar with specific people or a group in Google Groups, for Share with specific people:
      1. Click Add People.
      2. Add the email addresses of the people or groups to share with.
      3. For Permissions, click the Down arrow"" and choose an option. Learn about resource permissions below on this page.
      4. Click Send.
  4. Make sure users can schedule the resource. For details, go to Test scheduling resources.
  5. Let your users know they can now add the resource to events.
  6. (Optional) Complete the steps to Control how resources respond to invitations

Learn about resource permissions

When you share a resource, you control how users see events scheduled for that resource and whether they can add or edit events. 

  • See only free/busy (hide details)—Users can book the resource when they create or modify events in their personal calendars. They can’t see names or details of the events on the resource's calendar. If you don't allow free/busy resource booking in your organization, share the resource with at least See all event details permission. Otherwise, users will try to schedule the resource and it won’t be available.
  • 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 users’ events. 
  • Make changes to events—Users can see event details, including details for private events. They 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—Users can see event details, including details for private events. They can modify any event. They can also change sharing settings. This option is available only when the resource is shared with specific people.

Control how resources respond to invitations

  1. Sign in with your administrator account and open Google Calendar.
  2.  From the My calendars list, point to the resource and click More ""and thenSettings and sharing.
  3. 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.

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