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Create a calendar for a room or shared space

If you manage a shared space, like a conference room or basketball court, you can create a calendar for the space and let people book time in it.

Note: If you're using Google Calendar through your work, school, or organization, learn how to add resources to a work or school event instead.

Create a shared space calendar

  1. On your computer, open Google Calendar. You can't create shared calendars from the Google Calendar app.
  2. On the left, next to "My calendars," click the Down arrow Down Arrow and then Create new calendar.
  3. Add a name for your calendar, and any other information you want to include.
  4. At the bottom of the page, click Create Calendar.
  5. Under "My calendars," next to your new calendar's name, click the Down arrow Down Arrow and then Calendar settings.
  6. Next to "Auto-accept invitations", choose the setting that works best for your space.
    • Auto-accept invitations that do not conflict: People with permission to see all event details will accept an invite to any new event if there aren't other events scheduled at the same time. 
    • Automatically add all invitations to this calendar: All invitations show up on the calendar even if some of them might be for events that take place at the same time.
    • Do not show invitations:  The calendar works just like a calendar that isn't shared. You can create events, send invitations, and choose who sees it.
  7. At the bottom of the page, click Save.
  8. Under "My calendars," next to your new calendar's name, click the Down arrow Down Arrow and then Share this Calendar.
  9. Make your calendar public, or share it with certain email addresses.
  10. At the bottom of the page, click Save.

Add a shared space calendar

You can add calendars created by other people in your organization, such as room schedules, to your list.

  1. On your computer, open Google Calendar. You can't add shared calendars from the Google Calendar app.
  2. On the left next to "Other calendars," click the Down arrow Down Arrow and then Browse Interesting Calendars.
  3. Click More and then Resources for <your organization's domain>.
  4. Next to the calendar you want to add, click Subscribe.
  5. You'll see the new calendar under "Other calendars."

Options

Set Calendar hours

To set hours for your space, block off the time when it isn't available.

  1. Open the calendar you created for your space.
  2. For the hours that aren't available, create an event during that time with a name like "Closed." If the space is always unavailable at that time, you can make the event repeat.
  3. Click Save.
Create an event that shows up on a shared calendar
  1. On your computer, open Google Calendar.
  2. In the top left, click Create.
  3. Enter the event information.
  4. Under "Add guests," add the calendar address.
  5. Click Save.

Aaron is a Calendar expert and author of this help page. Leave him feedback below about the page.

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