Google@UH - How to Create Google Calendars & Groups for Shared Room or Resource Scheduling

Overview

This guide is for creating a Google Group and Calendar that can be used to schedule shared office resources, such as meeting rooms or vehicles. 

While it is possible to add individual users to a Calendar, managing multiple users' access is simplified with Google Groups.

Step One - Create a Group to Access the Calendar

First, create a group of users that will have access to the calendar(s). If you already have a group that you wish to use, skip to the next step. 

  1. Go to groups.google.com.
  2. Click Create group.
  3. Name the group and an email will be populated (used below). Click Next.
  4. Choose Privacy Settings - Default settings can generally be used. Click Next.
  5. Add members - Add users who will have access to the calendar(s).
    • (Recommended) - Add at least 1 other Group Manager in case of owner absence.
  6. Click Create group.

Step Two - Create a Calendar for the Resource and Permit the Group

Second, create a Calendar where users from the group can schedule events using the resource.

  1. Go to calendar.google.com.
  2. Scroll down to find Other Calendars below My Calendar.
  3. Next to Other Calendars click the '+' sign.
  4. From the above drop down select Create New Calendar.
  5. Give the calendar (resource) a name and description.
  6. Click Create Calendar.
  7. The Calendar will be created and added to the list on the left.
  8. Select the calendar you just created from the list to bring up the settings.
  9. Under Shared with click Add people and groups.
  10. Add the group you created above using the email address.
    • Set Permissions to Make changes to events. 
      • This allows users to add the room as a guest for events.
  11. Scroll down to Auto-accept invitations.
    • Select Auto-accept invitations that do not conflict.
      • This will automatically approve new invites if they do not create a double booking.

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Step Three - Reserve the Resource

A resource can be scheduled independently for an event or along with other users.

  1. Go to calendar.google.com.
  2. Click +Create and select Event.
  3. Create the event as you normally would.
  4. If the resource is being scheduled without yourself or any other users;
    • Change your name in the drop down to the name of the resource created in Step Two.
  5. If the resource is being scheduled with yourself and/or others
    • Add the resource as a Guest using the resource name created in Step Two.

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