Add resources to a work or school event

If you got your Google Account through your work, school, or group, your organization may have resources you can add to calendar events. For example, you may be able to book a meeting room or multimedia equipment.

If your account ends in @gmail.com, learn how to Create a calendar for a room or shared space instead.

Add or remove a resource from an event

Add a resource to an event
  1. On your computer, open Google Calendar.
  2. Create a new event or open an existing one.
  3. On the right side of the page, click Rooms, etc.
    Rooms, etc screenshot

    Note: If you don't see the Rooms, etc. link, you're not using a work, school, or other organization account. Learn how to create a calendar for a room or shared space instead.

  4. Next to the resource you want, click Add. If you don't see the resource in the list, use the "Filter room" search box.
  5. Click Save. Other people in your organization won't be able to book the resource at the same time. 

An available resource is declining my events

If you're trying to book an event with a resource that looks free, but keeps getting declined, try these two fixes:

  • Recurring events: Make sure the resource is available for at least one third of the events, and isn't unavailable more than 5 times.
  • Single events: Ask your administrator to change the sharing options for the resource to "See all event details", or to give you specific permission to book the resource.
Remove a resource from an event
  1. On your computer, open Google Calendar.
  2. Click the event in your calendar.
  3. In the "Guests" list, find the resource and click X to the right of it.
  4. Click Save.

Get notified when a resource is updated

You can set up notifications to receive email or SMS messages whenever a resource is scheduled, updated, or canceled. You can also request a daily schedule for the resource.

  1. On your computer, open Google Calendar.
  2. To the right of "Other Calendars," click the dropdown menu > Browse Interesting Calendars > More > Resources for my-organization.
  3. Next to the resource you want updates on, click Subscribe. This adds the resource to your "Other Calendars" list.
  4. Click Back to calendar.
  5. To the right of the resource in the "Other Calendars" list, click the dropdown menu  > Notifications.
  6. Choose how you'd like to be notified.
  7. Click Save.
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Courtney is a Calendar expert and author of this help page. Leave her feedback below about the page.

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