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Exercise 1 - Adding Calendar Resources

You will create two meeting room resources for your company's head office building - a conference room on the 4th floor and a boardroom on the 2nd floor. You will define features for each room like refreshments and video conferencing hardware. Then you will add the building, features, and two resources to your Google Calendar system so users can book the rooms from Calendar.

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Lartey otoo
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52 views

Exercise 1 - Adding Calendar Resources

You will create two meeting room resources for your company's head office building - a conference room on the 4th floor and a boardroom on the 2nd floor. You will define features for each room like refreshments and video conferencing hardware. Then you will add the building, features, and two resources to your Google Calendar system so users can book the rooms from Calendar.

Uploaded by

Lartey otoo
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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Exercise 1 - Adding Calendar resources

Introduction

In this exercise you will create two structured calendar resources for your main building. You will
also define some features that can be applied to each resource. Read through the scenario and
directions below in order to practice creating calendar resources.

Scenario

You receive this mail from the IT Manager, Alex:

Hey Google Workspace Admin,

We would like to allow our users to book a couple of our meeting rooms directly from Google
Calendar. Can you please add the main boardroom, and the top floor conference room
information to our calendar system.

Thanks,

Alex Bell, IT Manager

Directions

In the following instructions, let's assume that you have gathered details about the facilities
(features) available in each of two rooms. The first step is to add your building details.

Add building

1. If you are not already signed in, sign in to your domain as the administrator at
admin.google.com.

2. Click the Buildings and resources icon.

3. On the Resource management card, click the OPEN link.

4. Click ADD BUILDING.

5. Click on the yellow circle with the + sign to add a new building. Complete the dialog as
follows:

● Name: Head Office


● Description: Main work location
● Floors: 1,2,3,4
● Address: Enter your address. (Click the Pencil icon at the end of the Address field
to add your address)

6. Click ADD BUILDING.

Note: The Building ID is used to associate a resource with a particular building which is why you
must define your buildings first.

Add features

7. In the navigation at the top of the page, switch the view from Buildings to Resources.

8. Click the 'Manage resource features' icon (three horizontal lines with a pencil icon over the
bottom line) which is located in the top right corner of the Resources list.

9. Click ADD FEATURE and enter the following details:

● Feature name: Refreshments


● Feature type: Other

10. Click SAVE.

11. Click ADD FEATURE and enter the following details:

● Feature name: Google Meet Hardware


● Feature type: Video conferencing

12. Click SAVE.

13. Click CLOSE.

Our features are added so it is time to add our resources.

Add resources

14. Click on the yellow circle with the + sign to add a new resource. Complete the dialog as
follows:

● Category: Meeting space (this should be the default)


● Type: Meeting room
● Building: Head Office (this should be the only entry available as you have only
added one building)
● Floor: 4
● Floor section: This indicates where on the floor the room is located. It's optional but
enter East.
● Resource name: Conference room
● Capacity: 10
● Features: Select Google Meet Hardware
● User visible description: Extension 326 (Free-form description of the room that is
visible to users in the room details)

15. Click ADD RESOURCE.

16. Click on the yellow circle with the + sign. Now add your second resource as follows:

● Category: Meeting space (this should be the default)


● Type: Meeting room
● Building: Head Office (this should be the only entry available as you have only
added one building)
● Floor: 2
● Floor section: This indicates where on the floor the room is located. It's optional but
enter West.
● Resource name: Boardroom
● Capacity: 20
● Features: Select Google Meet Hardware and Refreshments
● User visible description: Extension 316 (Free-form description of the room that is
visible to users in the room details)

17. Click ADD RESOURCE.

Congratulations, you have just added two structured calendar resources to your Google
Workspace account.

Explore the settings

18. From the list of resources, click on the Conference room row to open the resource details.
On the left hand side you will see an email address and an auto-generated resource name in
the following format:

● Resource email:
yourdomain_1993ce917vkushojkrbuv2ckpu2t66gb68o34dpk64q3icph70@resource.
calendar.google.com
● Auto-generated resource name: Head Office-4-East-Conference room (10) [Google
Meet Hardware]

19. Open your Google Calendar and click the + button to the right of 'Other calendars' and
select Browse resources. You should now see the two resources listed. Check each of them to
subscribe. The two resources should now appear in your list of calendars.

20. Create a test event and start typing Head office into the 'Guests' field. You should see the
two resources listed in autocomplete for selection.

Notes

1. Resources may not show immediately in Google Calendar. Also, popup card
information as presented in the Help Center article Use Google Calendar structured
resources may also take some time to propagate.
2. if you are unable to see the resources in Google Calendar, try again later or try
clicking the + button to the right of 'Other calendars', then select Subscribe to
calendar. Then paste the resource email address into the 'Add calendar' field.
3. Resource calendar settings such as sharing settings are managed from Google
Calendar.

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