MANAGING GOOGLE CALENDAR RESOURCES
All Google Calendar resources (conference rooms, laptops, university vehicles, etc.) are assigned a Resource Manager
who is authorized to make changes. Use this procedure to set-up your resources (e.g., laptops, conference rooms, cars,
etc.) the way your department wants them to be managed. Resources that are assigned to a resource manager display in
the “My Calendar” section of their Google Calendar.
MODIFYING GOOGLE CALENDAR RESOURCE SETTINGS
1. Sign in to Google Calendar.
2. In the My Calendars section, click on the drop-down arrow next to the resource and select Calendar settings.
3. Select the Calendar Details tab.
4. In the Auto-accept invitations box, select Auto-accept invitations that do not conflict.
Invitation Option Description
Auto-accept invitations that do not conflict Invitations to this resource from people who share
this calendar will automatically be accepted if
there are no conflicts (e.g., if you have access to a
Donhowe conference room, your invitation will be
accepted. Someone from outside Donhowe will
not be able to schedule this room). New events
are declined if an event is already scheduled at the
Automatically add all invitations to this All invitations appear in the calendar, regardless of
Do not show invitations The calendar will function as a regular calendar,
not a resource calendar. Do not use this option
for a U of M resource.
1 Managing Google Calendar Resources
SHARING A RESOURCE CALENDAR
1. In the My Calendars section, click on the drop-down arrow next to the resource and select Share this Calendar.
2. Select the Share Calendar tab.
3. In the Share this calendar with others box, uncheck the Share this calendar with others. By doing this, only
people who are assigned to this resource in the following step can see this calendar (the default is that this
resource can be shared with everyone at the University of Minnesota). Anyone who is not authorized to reserve
this resource will get an automatic decline since they are not authorized. When the user checks the availability
of the room, the calendar will display the message “You don’t have permission to reserve this resource”.
Message examples are included on the last page of this document.
4. In the Share with specific people box, add all of the people who can invite this resource. An email will go out to
the user letting them know that they have been granted access to the resource.
- In the interim, before GCal is implemented across U Services, it is recommended that you limit this list
of names until you are ready for this resource to be open for reservations.
- If the list of people to add is very long, you can copy a CSV (comma separated) file into the Add field
and it will insert each of the names automatically. Contact USIS support with any questions on how to
2 Managing Google Calendar Resources
5. Select the Share Calendar tab.
6. Assign permission settings to each person that has been added to this resource.
Invitation Option Description
Make changes AND manage sharing Person can add and delete events on this resource
calendar and add people who can share this
Make changes to events Person can add and delete events on this resource
See all event details Person can view resource calendar events with
See only free/busy time (hide details) Person can view only the time on this resource
calendar that is free/busy.
7. Remove a person by clicking the Trash Can next to their name.
8. Click Save.
9. Select the Notifications tab if you want to be notified every time someone reserves this resource (e.g., laptop,
car). If this is a conference room that you manage, you may not want to be notified.
10. In the Event Reminders box, select how you would like to be notified. Do not set reminders if you do not want
to be notified each time a resource is reserved (e.g., conference rooms).
3 Managing Google Calendar Resources
11. Click Save.
4 Managing Google Calendar Resources
EXAMPLES – BLOCKED RESOURCE CALENDAR MESSAGES
This is what people who do not have sharing rights will see when they try to view the resource’s availability and invite
the resource to an event:
This is what a user sees when they try to view a calendar they do not have access to:
5 Managing Google Calendar Resources
6 Managing Google Calendar Resources