Free unused meeting rooms

Turn on automatic room release to free up booked meeting rooms that are no longer needed. Rooms are released when all but one person declines the meeting. When a room is declined, an email notification is sent.

Use the Room Insights Dashboard helps you analyze room releases for your organization. The Room insights dashboard shows you the total number of released room hours, rebooked hours, and unreleased hours. 

Turn room releases on or off  

Turn on automatic room release for one or more rooms.

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Appsand thenG Suiteand thenCalendarand thenResources.
  3. Next to one or more resources, check the box. 
  4. At the top, click the Down arrow Down Arrow next to Edit. 
  5. Click Edit Calendar-based room release
  6. Change the setting state to On or Off.
  7. Click Apply.

Fix unwanted room releases 

You can reduce unwanted room releases with a thoughtful choice of room and organizer exceptions. Calendar includes logic to help, but your choice of rooms and user groups are critical. 

Calendar's room release logic   

Calendar doesn’t release meeting rooms when: 
  • Guests decline less than 10 minutes before a meeting starts
  • Meetings are set up ad-hoc within the next 30 minutes 
  • The resource is on a room hold
  • The meeting lasts longer than 3 hours
  • The room for the same meeting was previously released but then re-added

Choose rooms to releases    

Google recommends that most of your rooms have automatic room release turned on, except for rooms that are: 
  • Frequently used by important employees

    For example, CEOs private room. 

  • Used for business-critical functions

    For example, rooms reserved for hiring, client meetings, or special events.

  • Restricted for most employees 
  • Used by external guests not invited to the event

Choose room organizers

Exclude users from automatic room release who: 
  • Create the meetings for VIP employees 
  • Frequently book meetings for others but don’t attend
  • Are high-level executive 
  • Set up business-critical and external-facing meetings

Exclude user groups in the Admin Console

To remove a user group from automatic room releases, you need an administrator account with Services > Calendar and Groups > Read privileges. See Assign administrator roles to a user or Create custom administrator roles for instructions.

  1. From the Admin console Home page, click Buildings and resources.
  2. Under Room settings, click Exempt user group
  3. Under Exclude user group, click Add group name here
  4. Enter the user group and click Save.

Related links

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