How updating resources affects display, search, and browse

Understanding structured resource information

As a G Suite administrator, you can now define calendar resources using structured information. Structured resource information includes information about the resource location, capacity, or equipment and can help your users choose the best room for a meeting. Here's a video introduction:

Video: Structured room and resource data

If you’re defining resources for the first time, you can prepare and manage your resource information using the guidelines included here.

If you created your resources prior to Oct 17, 2017, it’s important to understand how adding structured resource information changes resource display, search and booking. Here's a guide with more detailed information to help you structure resources you created before Oct 17: 

Detailed Guide: Structuring Google Calendar Resources

Understand the impact of adding structured resource information to resources created before Oct 17, 2017

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 will change with your users and manage the roll out of changes. Here is a template for you to use when communicating the changes to users:

    Change management communication: Structuring Calendar Resources

How does adding structured information to resources change the user experience?

Using structured resource information may have a significant impact on your organization. Before you use structured resource information, make sure you understand these changes and communicate them to your organization. Potential changes detailed in the following sections include:

  • How resources show in search results
  • Additional information for resources
  • Changes to how resources are ordered
  • How resources show in events and notifications (auto-generated names)

Note: These changes will appear in the Classic Calendar, the New Calendar (available from Oct 17, 2017), and the mobile clients.

How resources show in search results


Resources display as one long resource name


Resources display with information organized

New display for rooms and non-rooms:
For rooms (Category CONFERENCE_ROOM) For non-rooms (Category OTHER)

Additional information for resources

When you hover over a resource, additional details are displayed:

Example display for rooms and non-rooms:

For rooms (Category CONFERENCE_ROOM) For non-rooms (Category OTHER)

Changes to how resources are ordered

Before Oct. 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.

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


Example of new auto-generated 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



How resources show in events and notifications (auto-generated names)

Calendar currently uses the RESOURCE NAME customizable text field to identify resources. Although there is a recommended naming convention, it is not required. With structured resource information, the Google naming convention becomes standard and is used to create auto-generated names. Auto-generated names are created when any resource field other than resource name, resource type, or description is updated.
Auto-generated 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 auto-generated name displays in these locations:

Participants list

In the Participants list for Calendar events, the new auto-generated resource name format replaces the old resource name.

Where field on web and mobile

In the Where field of Calendar events, the new auto-generated resource name format replaces the old resource name.

Notifications  on mobile, chrome, etc.

In notifications on mobile or web, the new auto-generated name format replaces the old resource name.

Impact on third-party or internal applications

Important: Any third-party or internal applications that use the Google Calendar resource name may be affected by the structured resource information changes. 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.

Test and understand the impact of using structured resource information

To determine the potential impact of using structured information, you should prepare and upload your structured resource information to a test domain first to evaluate the impact for your organization. After you are confident that your test environment is working properly, you can export the structured resource information from your test domain and import it to your production domain.

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