Assign a calendar to a device

After a Google meeting room hardware device is enrolled, it can be associated with a calendar.

Platform Calendar Description
Organizations that use G Suite Google Calendar

Associate each Google meeting room hardware device with the calendar for a room, or for a specific user.

Whenever that room or user is added to a Google Calendar video call, the meeting name appears on the Chrome device screen at the designated time, and can be joined using the remote control.

Organizations that do not use G Suite Microsoft Outlook® plug-in The plugin adds a video call name to Microsoft Outlook events. Participants use the Chromebox for meetings remote control to join the video call, or the Chromebase for meetings touchscreen.

Google Calendar

You can assign a Google meeting room hardware device with the Google calendar for a room, or for a specific user.

Google Calendar Description
Room calendar

If the Google meeting room hardware device is installed in a conference room, associate the device with the room.  When users create a Calendar event, they can add the room to the invitation. In addition to reserving the room, the meeting name will appear on the device's screen at the designated time.

Rooms can only be associated with one device, but a personal calendar can be associated with multiple Google meeting room hardware devices. However, a device does not need to be associated with any calendar if the device is used only for unscheduled meetings.

Personal calendar The plugin adds a video call name to the Microsoft Outlook event. Participants join the video call by entering the video call name using the Chromebox remote control, or by using the Chromebase touchscreen

If the device is used by a single user, such as in a home office or other remote location, you can associate the device with their personal calendar.  Whenever that user is added to a Calendar event, the meeting name appears on their device, and they can use the remote control to select and join the meeting. 

Personal calendars can be associated with multiple Google meeting room hardware devices.

For users who have just been granted admin access, it may take up to 24 hours before that new admin user can add a calendar to a Google meeting room hardware device. Users who experience the issue after 24 hours should contact support.

To assign a Google meeting room hardware device to a room or personal calendar, an admin user must do the following:

  1. At the end of device enrollment, the screen displays a URL for the device’s page in the Google meeting room hardware Admin console.
  2. From a laptop or other device, copy the URL into a web browser.
    If you need this URL later, you can find it from your device’s home screen by clicking the Settings icon in the upper-right corner. The URL appears on the Settings screen. You can also access the device page without the URL: Sign in to the Google Admin console, click Device management and then Google meeting room hardware. Select a device and click Assign a calendar.
  3. If the login screen appears, sign in to the Google Admin consoleusing your G Suite account. You won’t see this screen if you’re already signed in.
  4. The device management screen for your device appears. Click Assign a calendar.
  5. On the right side of the screen, select one of the following:
    • Use a room calendar: Select the room where the device is located, and click Save.  
      If the room does not appear in the list, click Create Resource, enter the room name, and click Save.
    • Use a personal calendar: Enter the name or email address of the user and click Save.  Calendar events that include the user will appear on the device.
A green dot to the left of a room name means that this room's calendar is not assigned to any devices. A yellow dot means that this room's calendar is assigned to one or more devices.
Change your device's calendar

If you move your Google meeting room hardware device to a different room, or give it to a different user (for example, to use at their home office), an admin user must assign the device to the calendar for that room or user. Alternatively, if the device will not be used, you can unassign the device from any calendar. See Assign a device to a room calendar or Assign a device to a personal calendar for instructions.

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