Get resource notifications

Editions supported: Calendar resources are available in Google Apps for Business and Education. Compare editions now

You can set up resource notifications if you'd like to receive email or SMS messages whenever:

  • A resource is scheduled on a new event
  • A scheduled event is changed or canceled
  • Invited people or resources reply to an event

You can also request a daily schedule for the resource.

To get notifications for a resource, follow the steps that apply for your role:

I'm a Google Apps administrator.
  1. If the resource isn't already in your My calendars list, add the resource as described in Manage resources.
  2. In the My calendars list, click the down-arrow by the resource and select Notifications.
  3. Choose how you'd like to be notified and click Save.
I'm not a Google Apps administrator.
  1. If the resource isn't already in your Other calendars list, at the bottom left corner of your Calendar, click the Add down-arrow and select Browse Interesting Calendars.
  2. Click More.
  3. Click Resources for my-organization. (You might need to scroll to find this.)
  4. Find the desired resource and click Subscribe.
    This adds the resource to your Other calendars list.
  5. Click Back to calendar.
  6. In the Other calendars list, click the down-arrow by the resource and select Notifications.
  7. Choose how you'd like to be notified and click Save.

Setting up a resource manager

A common use for resource notifications is if you want to have a "resource manager" who approves or rejects the scheduling of a given resource. Perhaps you have a resource that you want to restrict to certain users at particular times of day. You can set it up so the resource manager gets resource notifications and can then accept or decline events on behalf of the resource.

To set up a resource manager:

  1. As the administrator, go to My calendars, click the down-arrow by the desired resource, and select Share this Calendar.
  2. Share the resource with your organization or specific people who are allowed to book the resource.
  3. Share the resource with the resource manager. Give the resource manager permission to Make changes AND manage sharing.
  4. On the Calendar Details tab, set Auto-accept invitations to be Automatically add all invitations to this calendar.
  5. As the resource manager, arrange to get notifications for the resource using the steps at the top of this article.

Now when a user creates an event and schedules the resource, the resource is invited but does not automatically accept. The resource manager gets notified about each new or changed event, and can then accept or decline the event on behalf of the resource.

To accept or decline events for a resource:

  1. If you haven't already done so, set up a resource manager as described above.
  2. As the resource manager, when you get notification about a new or changed event, click more details in the notification email. The notification will be titled "New Event" (versus "Invitation"). This takes you directly to the event.
  3. In the event, indicate whether or not the resource is attending and click Save.
If you're personally invited to the event, you'll receive an "Invitation" message for yourself, plus a "New Event" message for the resource. To respond for yourself and separately on behalf of the resource, you may need to navigate to the appropriate instance of the event from your calendar. To see all the events for the resource, highlight the resource calendar in your Other calendars list (or My calendars list if you're a Google Apps administrator).