Impact of using structured resources

Google recommends you define your Calendar resources using a structured format. Structured resources include information about the resource location, capacity, or equipment. Calendar uses this data to give more room and resource details, helping your users choose the best resource for their needs. 

Note: If you created resources before October 17, 2017,  your resources are probably not in a structured format.

Benefit of structured resources 

Google understands that changing your data to a structured format takes extra work. Even so, the investment is worth the effort! When you structure your resources, users can: 

  • Book the right room or resources faster and with confidence 
  • Quickly tell the difference between rooms for meetings and non-room resources
  • Improve their experience with a consistent and readable resource display
  • Benefit from future enhancements and upcoming intelligent Calendar features (only structured resources are supported)

Analyze, test, and communicate

Using structured resource information changes the way your users interact with Calendar. We recommend you prepare for these changes in the following ways:

  • Analyze the way your current resources are managed and understand how migrating to structured format changes the user experience.
  • Use structured resources in a test environment first to see how the changes appear. Keep a backup of your current resource information.
  • Update internal applications and third-party software. For example, applications that rely on custom naming conventions. 
  • Tell your users about the new behavior and changes, and manage the roll out of these changes.

Changes to the user experience

Users will see the following changes when you adopt the new structured format in your company. 

Changes to search results

Before

Resources display as one long resource name

After

Resources display with information organized

New display for rooms and non-rooms

For rooms (Category CONFERENCE_ROOM)

 

For non-rooms (Category OTHER)

Changes to resource display  

When you point to a resource, extra details are displayed:

 

For rooms (Category CONFERENCE_ROOM)


For non-rooms (Category OTHER)

Changes to resource order

Before October 17, 2017

Previously, the resource nodes depended on resource names. For example, the rooms were listed according to the prefix rather than something more helpful in deciding which resource to use. If you had many rooms with a certain prefix (for example: CH-ZRHA) then all those rooms displayed on the list of choices. 

Example resource names:
CH-ZRHA-FavoriteRoom’1 [Phone, VC]
CH-ZRHA-SecondFavoriteRoom’1 [Phone, VC]
US-SFO-RoominSFO’2 [Phone, VC]

Nodes:

 

 

After October 17, 2017

Nodes will be based on the buildings you create. Non-rooms and rooms will be grouped in their building nodes.

 

Example of new autogenerated names:
ZRH-OfficeA-1-FavoriteRoom (4) [Phone, VC]
ZRH-OfficeA-1-SecondFavoriteRoom (2) [Phone, VC]
SFO-OfficeB-RoominSFO (2) [Phone, VC]

Where buildings are ZRH-OfficeA and SFO-OfficeB

Nodes:

Changes to resources names and display 

Calendar currently uses the RESOURCE NAME customizable text field to identify resources. Although there's a recommended naming convention, it isn't required. With structured resource information, the Google naming convention becomes standard and is used to create autogenerated names. Autogenerated names are created when any resource field other than resource name, resource type, or description is updated.

Autogenerated names: 
  • Make the format of resource names consistent across your organization. 
  • Automatic update of room details (for example, when capacity increases, features are added or changed).
  • Make it easy to understand the properties of any room or resource by looking at the name.

The new autogenerated name displays in these locations:

Participants list

In the Participants list for Calendar events, the new autogenerated resource name format replaces the old resource name.

Where field on web and mobile

In the Where field of Calendar events, the new autogenerated resource name format replaces the old resource name.

Notifications on mobile devices

In notifications on mobile or web, the new autogenerated name format replaces the old resource name.

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