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 organisation, learn how to add resources to a work or school event instead.

Create a calendar for a shared space

1. On your computer, open Google Calendar. You can't create shared calendars from the Google Calendar app.
2. At the left, next to 'Other calendars', click Add other calendars   Create new calendar.
3. Add a name for your calendar and any other information that you want to include.
4. At the bottom of the page, click Create calendar.
5. At the top left, click Back .
6. Under 'My calendars', next to your new calendar's name, click More  Settings and sharing.
7. Under '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. 
8. Make your calendar public or share it with certain email addresses.
9. At the top left, click Back .

Add a calendar for a shared space

You can add calendars created by other people in your organisation, 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. At the left, next to 'Other calendars', click Add  Browse resources.
3. Next to the calendar that you want to add, tick the box.
4. At the top left, click Back .
5. You'll see the new calendar under 'Other calendars'. 

 

Options

 

Set Calendar times

To set times for your space, block off those that aren't available.

1. Open the calendar that you've 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 to be shown on a shared calendar

Step 1: Get the ID of the calendar that you want to share

1. On your computer, open Google Calendar.
2. At the left, under 'My calendars', point to the calendar that you want to share.
3. Click More   Settings and sharing.
4. At the left, click Integrate calendar.
5. Copy the Calendar ID.

Step 2: Create an event

1. On your computer, open Google Calendar.
2. At the top left, click Create .
3. Enter the event information.
4. Under 'Add guests', add the calendar ID.
5. Click Save.