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:
- Using an API— For details, see API for features, API for buildings, and API for Resources.
- One-by-one through the Admin Console— For details, follow instructions for adding buildings, features, and resources in Set up buildings, features, and other resources.
- Downloading, editing, and uploading a CSV file—See the steps below.
Change resources using a CSV
Update the resources in your organization using these steps.
Step 1: Download to a CSV from the admin console
Step 2: Import CSV data into a spreadsheet
After you download your CSV file, import it to a spreadsheet.
- Open a blank Google Sheet and go to File > Import.
- Navigate to the downloaded CSV file, and click Select.
- 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
- Use the spreadsheet you create in the previous steps above.
- Edit the fields as needed.
Important: To identify features in the spreadsheet, the feature name needs to be prepended with a #. For example, #Whiteboard.
- When editing is complete, save the spreadsheet as a CSV file.
User Visible Description
|Managed by email@example.com||TRUE||TRUE|
|Ask James's assistant to reserve||Managed by firstname.lastname@example.org||FALSE||FALSE|
Step 4: Upload a CSV after editing
From the Admin console Home page, go to Buildings and resourcesEdit resources.
- Click Resources. Point to Add and click Upload .
- Click Attach CSV and follow the prompts to attach the CSV file.
- 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.
The unique room identifier Google generates for you when you create a resource.
(don't edit or remove for existing resources)
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)
|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|
The floor name must match one of the floors defined in the building.
(suggested maximum character limit 15)
Indicates where on the floor a room is located.
(suggested maximum character limit 15)
Short room name.
(suggested maximum character limit 45)
|Capacity*||Recommended number of people for the room. Must be a positive integer.||4|
Features are attributes or equipment of a room or resource, such as:
|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 email@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|
Format for buildings
Use this format for the buildings you create in Calendar.
|Building ID*||Unique and permanent||Building_123|
Unique across all buildings
(suggested character limit: 32)
|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
Latitude and longitude
(recommended for future location-based room booking suggestions)