What is a Calendar resource?

In addition to scheduling meetings in Google Calendar, users in your organization can manage resources that people share. The most common example of a resource is a meeting room. Other examples include projectors, company fleet cars, guest offices, recreation equipment, or any other resource people might schedule a time to use. You have to create resources in Calendar before your users can schedule those resources. 

Privileges needed to manage resources

To manage calendar resources, you need an administrator role with Buildings and Resources > Manage privileges. These privileges are enabled in the Services Admin pre-built role. You can use that role or create a custom administrator role. See Assign administrator roles to a user or Create custom administrator roles for instructions.

Note: Only super administrators can manage calendar resources from their own calendars before those resources are shared with other users. It may take a few hours for ACL changes to take effect before you can manage these resources.

Recommended admin tasks

  1. Create buildings, features, and resources
    The first step in managing Calendar resources is to create them. For resources created before Oct 17, 2017, we recommend that you switch to structured resources so you can use the latest enhancements to Google Calendar.

  2. Add resources to My Calendar list 
    To manage a resource, you need to add the resource's email address to your My Calendars list. You can then 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 notifications when:

    • 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.

Related topics

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