Assign a calendar to a device

After you enroll a Google meeting room hardware device, you can associate it with a room or personal calendar. You can associate rooms with one device, or a personal calendar with multiple devices. 

You don't need to associate a device with any calendar if it's used only for unscheduled meetings.

Use calendars for videoconferencing

Account type Calendar Description
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 meeting, the meeting name appears on the device screen at the designated time.

Other services Microsoft® Outlook® plug-in The plugin adds a video call name to Microsoft Outlook events. Participants join from Google meeting room hardware by entering the video call name using the touchscreen or remote control.

Designate a device for a room or a user

You can assign a Google meeting room hardware device to the Google calendar for a room or a 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. This reserves the room. Unless it's a private meeting, the meeting name appears on the device screen at the designated time.

Personal calendar

If the device is for a single user, such as in a home office or other remote location, you can associate the device with their personal calendar. Whenever an organizer adds that user to a Calendar event, the meeting name appears on their device.

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

Note: When users are granted administrator access, it might take up to 24 hours before the user can access the Google Admin console. Users who can't access the Admin console after 24 hours should contact support.

Assign a calendar

At the end of device enrollment, the screen displays a URL for the device’s page in the Admin console. From a laptop or other device, copy the URL into a web browser. Or, follow these instructions.

Note: If you need this URL later, go to Settings on your device. 

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Device Management and then Google meeting room hardware.

    To see Device Management, you might have to click More controls at the bottom.

    Some features may require having the Google meeting room hardware with Calendar privilege.

  3. Choose an option:
    • Filter the devices by organizational unit or other criteria.
    • Click a device name to select it.
      If you don’t see the device, scroll down the list to find it. You might need to go to the next page or further to find the device.
  4. In the Calendar assignment section, click Assign Calendar
    Note: You only see Assign Calendar if the device has no calendar assigned.
  5. (Optional) To edit an assigned calendar, in the Calendar Assignment section, click the Down arrow Down Arrow.

  6. Choose an option:
    • Room calendar—Select to associate a room calendar with this device.
      • Select the room where the device is located, and click Save.
        If the room doesn’t appear in the list, click Manage resources, enter the room name, and click Save. Calendar events that include the room will appear on the device. For details, see Edit a room name, type, or description.
    • Personal calendar—Select to associate a single user's calendar with this device.
      Enter the name or email address of the user and click Save.
      Calendar events that include the user will appear on the device.
    • No calendar assigned—Select to remove a previously assigned calendar from this device.

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, follow the steps above to assign the device to the calendar for that room or user. 

If the device won’t be used, you can disassociate the device from a calendar. Follow the instructions above selecting No calendar assigned.

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