Create a calendar for shared resources (conference rooms, sports fields, etc.)
Google Calendar makes it easy to manage resources such as conference rooms, basketball courts, or classrooms. Simply create a new calendar for your resource, select the appropriate acceptance level for automatically adding events to the calendar, and then share your calendar with the people who will be reserving the resource. When this calendar is added to an event's guest list, it will accept the invitation (depending on the selected acceptance level) and the resource will be reserved.
An explanation of the different acceptance levels is listed below:
- Auto-accept invitations that do not conflict
When this option is enabled, the resource calendar will automatically accept invitations when there are no conflicting events scheduled. If events are already scheduled for the same time range, the invitation will be automatically declined. In order to take advantage of this option, your friend's sharing access must be at minimum set to "See all event details" on this calendar. If a room is available for most but not all of the series, the room will accept entire series and decline the individual dates when it's unavailable, sending an email to the event organizer. If the room is already scheduled for more than 5 events or more than 1/3 of the total number of events in your series, it will decline entire series and send an email. Examples of use include scheduling a conference room for team meetings or booking a shared instrument at a music school.
- Automatically add all invitations to this calendar
When this option is selected, all invitations will appear on this calendar, regardless of conflicts. With this level, it's not necessary to have direct access to the calendar in order to reserve the resource. However, it is necessary to share your calendar's email address with those without direct access to your calendar to schedule events. Examples of use include multiple trade show vendors reserving the same conference facility or coordinating a basketball tournament for multiple teams in the same arena.
- Do not show invitations
This is the default option for secondary calendars. When this option is selected, the calendar will function as a regular calendar, not a resource calendar. You can create events, send invitations, and share the calendar with others just like your primary calendar. Examples of use include managing deadlines for school projects or a television company publishing a public calendar for program scheduling.
More information on the "Auto-Accept invitations" feature is available at the following links:
- How do I make my resources, such as conference rooms or other equipment, available in Google Calendar?
- I've selected "Auto-accept invitations that do not conflict" in my calendar details but my resource is only available during certain hours of the day. How do I set the available hours on Google Calendar for my resource?
- How do I schedule an event on a resource calendar?
Courtney is a Calendar expert and author of this help page. Leave her feedback below about the page.