Impact of using structured resources

As a G Suite administrator, consider defining all your calendar resources using a structured format. Structured resources include information about the resource location, capacity, or equipment. By clearly defining your resources and providing other useful descriptors,  your users are able to choose the best room or other resource for their needs. 

Video: Structured room and resource data

If you created your resources before October 17, 2017, it’s important to understand how adding structured resource information changes resource display, search, and booking. 

Detailed Guide: Structuring Google Calendar Resources

Analyze, test, and communicate

Using structured resource information will change the way your users interact with Calendar, and you should prepare for these changes in the following ways:

  • Analyze the way your resource information is currently managed and how this will change with structured information.
  • Use structured resource information in a test environment first and see how the changes appear. Keep a backup of your current resource information.
  • Communicate how the user experience changes to your users and manage the roll out of these changes. 
  • Third-party or internal applications that use the Google Calendar resource, are potentially affected when you change your resources to a structured format. If these applications rely on a custom naming convention, check to make sure any required changes are made before you begin using structured resource information.

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 hover over a resource, additional details are displayed:

 

For rooms (Category CONFERENCE_ROOM)


For non-rooms (Category OTHER)

Changes to resources order

Before October 17, 2017

Previously, the resource nodes depended on your resource names. If many of your resource names began with a certain prefix (for example: CH-ZRHA) then this prefix would be one of your expandable resource nodes in your room browse experience.

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

Nodes:

 

After Oct 17, 2017

Nodes will be based on the buildings you create. Non-rooms and rooms will be grouped together 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 organizations and makes it consistent within an organization.
  • Automatically update when room details are updated (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, chrome, etc.

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

 

 

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