How do I set up room resource calendars in Google Workspace?

To get started, make sure you have administrator access to Google Workspace.

Please also note that only paid accounts have access to resource calendars so a personal Gmail account, unfortunately, won't do the trick.

Go to the administrator panel in Google and select "Apps" > "Google Workspace > "Calendar."

Under the Calendar menu, you’ll see a section for Resources management. Click on it.

From there you can add or edit existing resource calendars in Google. When you add a new resource, you can specify the type. Use something general such as “meeting room/conference room.”

Share room and resource calendars

After you create a resource, such as a meeting room or company car, share it with your users in Google Calendar. They can then schedule the resource by adding it to their calendar events. When users book the resource, it creates a corresponding event on the resource's calendar.

If you don't explicitly set the internal sharing option for a new resource, it inherits the default sharing option for secondary calendars in your organization.

Share a resource

  1. Sign in with your administrator account (with Super Admin role assigned or you're a delegate) and open Google Calendar.

  2. On the left, under My Calendars, find the resource. If it's not already there, add the resource.

  3. Point to the resource you want to share and click Options "" and then Settings and sharing.

  4. Under Auto-accept invitations, choose the setting that works best for the resource:

    • Auto-accept invitations that do not conflict—The resource accepts invitations to any new event if it doesn’t have another event scheduled at the same time.

    • Automatically add all invitations to this calendar—All invitations show up on the resource's calendar even if some of them are for events that take place at the same time.

  5. Choose who you want to share the resource with:

    • If you want to share the calendar with everyone in your organization, under Access permissions:

      1. Check the Make available for your domain box.

      2. On the right, click the Down arrow"" and choose an option. Learn about the permission settings below.

    • If you want to share the calendar with specific people or a Google group, under Share with specific people:

      1. Click Add People.

      2. Add the email addresses of the people or groups you want to share the resource with.

      3. On the right, click the Down arrow"" and choose an option. Learn about the permission settings below.

      4. Click Send.

  6. Test that users can schedule the resource.