Switch to structured resources

Convert your resources to a structured format, so you can benefit from future enhancements to Google Calendar. When you use structured resources, your users have the best possible experience with booking rooms and other calendar features. 

For detail, see Impact of using structured resources.

Who should switch?

Companies with resources created for Calendar before October 2017. For resources created after this date, make sure you have enough detail added such as building, floor, or equipment information.

Convert your resources, features, and buildings  

There are 3 ways to update your resources:

Change resources using a CSV

Update the resources in your organization using these steps.    

Step 1: Download to a CSV from the admin console

Begin by downloading resource information into a CSV file.

  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. Click Download  Download .
  4. Save the CSV file.

Step 2: Import CSV data into a spreadsheet  

After you download your CSV file, import it to a spreadsheet. 

  1. Open a blank Google Sheet and go to File > Import
  2. Navigate to the downloaded CSV file, and click Select
  3. In the Import window, make your selections and click Import data.

Step 3: Edit resources in a spreadsheet 

Review the information in the spreadsheet and note any blank on non-conforming fields, and update them as the table suggests in Formats to use.

Note: Don’t modify the resource ID. If you do, a brand new resource will be created instead of updating the existing one. 

Edit the spreadsheet 

  1. Use the spreadsheet you create in the previous steps above.
  2. Edit the fields as needed.  

    Important: To identify features in the spreadsheet, the feature name needs to be prepended with a #. For example,  #Whiteboard

  3. When editing is complete, save the spreadsheet as a CSV file.

Example spreadsheets 

Resource ID*

Resource Name*

Resource Category*

Resource Type

Floor Name*

Capacity*

Building ID*

123 Auditorium CONFERENCE_ROOM   1 40 81
234 James's Hideout OTHER Lounge 4 5 82

* Required

User Visible Description

Description

#Whiteboard

#Phone

  Managed by admins@mycompany.com TRUE TRUE
Ask James's assistant to reserve Managed by admins@mycompany.com FALSE FALSE

Step 4: Upload a CSV after editing   

After editing your spreadsheet, you’re ready to upload your changes into Calendar. 
  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. Click Resources. Point to Add Add and click Upload Upload .
  4. Click Attach CSV and follow the prompts to attach the CSV file.
  5. Click Upload.

Formats to use

When you edit your spreadsheet, use these formats.   

Format for all resources  

Use this format for the resources you create in Calendar. 

Property name Description Example
Resource ID*

The unique room identifier Google generates for you when you create a resource.

(don't edit or remove for existing resources)

28AF38E
Resource category*

Conference room: Resources that are used for meetings or conferences that can be as small as a phone room. 

Other: Resources that aren’t used for meetings. For example, a Jamboard, bicycle, or company car.

Category unknown: Resources that don’t conform to the structure format

(for new resources, use Conference room and Other)

CONFERENCE_ROOM 
Resource type Existing field. When the Resource category is set to Other, this field is added as a prefix to the autogenerated name and helps distinguish non-rooms from rooms. It also helps categorize the resource type. For example: Bike, Vehicle, Mother’s room, or Microscope.  Bike
Building ID* This Building ID must match exactly the Building ID defined for the building. example_building_123
Floor name*

The floor name must match one of the floors defined in the building.

(suggested maximum character limit 15)

10
Floor section

Indicates where on the floor a room is located.

(suggested maximum character limit 15)

A
Resource name*

Short room name.

(suggested maximum character limit 45)

Beehive room
Capacity* Recommended number of people for the room. Must be a positive integer. 4
#Feature

Features are attributes or equipment of a room or resource, such as:

  • Audio features: #Phone
  • Video features: #VC, #Cisco conferencing unit.
  • Other features: #Whiteboard, #Wheelchair accessible, #External guests.
TRUE
User visible description Free-form description of the room that is visible to users in the room details. Phone extension #4119
Description Optional description of your room or resource that is visible on the Admin console for your reference. Every member of room-admins@example.com has booking rights to the room
Autogenerated name Read-only. This is generated when the resource category is set either to Conference_room or Other. SF-MAIN-10A231 Beehive Room (4) VC

* Required

Format for buildings 

Use this format for the buildings you create in Calendar. 

Property name Description Example
Building ID* Unique and permanent Building_123
Building name*

Unique across all buildings

(suggested character limit: 32)

SF-Main
Floors* Separate by commas and list in ascending order from lower to upper  Lobby, M, 2, 3, 4, 5, 5A, 6
Description Short description of building East side building
 
Coordinates

Latitude and longitude 

(recommended for future location-based room booking suggestions)

40.730610,
-73.935242
 

* Required

Related links

Was this article helpful?
How can we improve it?