Free unused meeting rooms

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

Use the Room Insights Dashboard to help you analyze room releases for your organization. With the Room insights dashboard you can see the total number of released room hours, rebooked hours, and unreleased hours. 

This feature is only available for G Suite Business, Enterprise, and Enterprise for Education editions. 

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 Buildings and resources.
  3. In the Room Insights Dashboard section, click Open.
  4. Scroll to the Room release section, and click Edit Settings
  5. Click the resource name to open Resource details.
  6. In the Room settings section, click Down Arrow.
  7. Change Allow calendar-based room release to On or Off.
  8. Click Save.

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   

Following are examples of situations where Calendar doesn’t release meeting rooms: 
  • Guests decline less than 10 minutes before a meeting starts
  • Meetings are set up ad-hoc within the next 30 minutes 
  • The meeting is a room hold which is booked directly on the room's calendar
  • The meeting lasts longer than 3 hours
  • The room for the same meeting was previously released and then re-added
  • The meeting has no guests apart from the organizer
  • The meeting is booked on a secondary calendar

Note: This is not a complete list of room release factors, and room release logic is subject to change.

Choose rooms to release   

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. 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 Buildings and resources.
  3. In the  Global room settings section, click Down Arrow.
  4. Under Exempt user group, click Edit Group
  5. Enter the user group and click Save.

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