Understanding and Requesting Google Resource Calendars

Audience: Clubs, Faculty, Researchers, Staff and Teaching Assistants

This KB Article References: Google Calendar
This Information is Intended for: Clubs, Faculty, Researchers, Staff, Teaching Assistants
Last Updated: September 15, 2023
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The Google Calendar Resource (Rooms, etc.) function makes it easy to manage scheduling of resources like rooms (conference rooms, labs) and a/v equipment (computers and projectors), allowing those with access to easily view availability and/or book the resource without being able to modify other people's bookings. As a best practice for shared resources, request resource calendars rather than create secondary calendars.

Google Calendar Resource Features

  1. Calendar manager controls who can view and/or book the resource
    1. Those with view access (by default, everyone in the @stonybrook.edu domain) 
    2. Those with book access
      • Can book the resource by adding it through the Rooms section when creating an event in Google Calendar
      • Cannot change other people's events (they can only change their own)
  2. Resource Calendars will automatically reject
    • If someone tries to book a time that is not available
    • If someone who doesn't have access to book a resource tries to book it
  3. Resource names indicate the resource's location, department, name and/or room number, and capacity (for rooms) in this format: Building-Dept-Name and/or room number-Capacity (e.g., Melville Library-DoIT-Conference Room A-12, Melville Library-OVPR Conference Room-20, ESS-ESS 322-20)
  4. Stony Brook's Google Calendar Resources do not work with the map function, so when a resource is scheduled, it will not include a link to a map for the resource

If you'd like to have a calendar resource for a room/resource, the Stony Brook Google Apps Administrators must create it. Once created, the calendar resource will populate in Google within 24 hours and you will be able to manage it.

Request a Resource Calendar

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