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About calendar resources (rooms, etc)

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

In addition to scheduling events in Google Calendar, G Suite users in your organization can book resources that people share. The most common example is a meeting room. Other examples might include projectors, company fleet cars, guest offices, recreation equipment, or any other resource people might schedule a time to use.

To manage calendar resources, you need to have an administrator role with calendar resource privileges assigned for your account. The Services Admin pre-built role already has the calendar resource privileges assigned, so you can use that role or create a custom role for a Calendar resource administrator. See Assign administrator roles to a user or Create custom administrator roles for instructions.

Note: After you add a calendar resource, it may take up to 1 hour for it to become available in everyone's calendar.

Add and manage calendar resources

  1. Create buildings, features, and resources
    Starting Oct 17, 2017, Google’s recommended naming convention will automatically be applied to resources. The auto-generated long resource name is constructed from the individual resource information fields you enter, such as building, floor, resource name, and features.

    Note: For resources created before Oct 17, 2017, we recommend you update your resource information to make use of the new resource fields.

  2. Manage calendar resources
    To manage a resource, you need to add the resource's email address to your My Calendars list. You can then use the drop-down menu by the resource to edit, share, or get notifications about the resource.

  3. Share calendar resources
    If you don't explicitly set the sharing option for your new resource, it will inherit the default sharing option for secondary calendars in your organization.

  4. Add resources to an event
    Once resources are created and shared, you and your users can add resources to your events in the same way you invite guests to events.

  5. Get resource notifications
    You can set up to be notified 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.

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