Approvals for scheduling rooms and equipment

Resource - how to make/set a resource to require approval for scheduled events

For some resources, there is a need for a person(s) to manage the resource in terms of approving or rejecting the scheduling of a given resource.This can be done by following all the information below. The person(s) with the highest permission level on a resource, make changes and manage sharing, is referred to as a “resource manager”.

A resource such as a meeting room or equipment can be configured so the resource manager gets resource notifications and can then accept or decline events on behalf of the resource.  Best practice is to limit the number of people with this highest permission level.

Only the  person(s) who will approve or reject the scheduling of a resource need follow the below steps to enable this setting.

** Be sure to also see the ‘Important Notes on this setup’ section near the end for how this will work in practice.

  1. For the resource, under My Calendars, click the down-arrow by the desired resource and select Calendar Settings
    1. In Calendar Details tab, set the Auto-accept invitations option to be:  Automatically add all invitations to this calendar
    2. Be sure to click Save
    3. This step needs to be done only once for each resource that is to be managed by a person(s)
  2. For the resource, under My Calendars, click the down-arrow for this resource and select Reminders and Notifications
    1. The resource manager(s) needs to select email or SMS (texts) for these 3 events: New Events, Changed Events, and Canceled Events by placing a check-mark in the appropriate column. One can optionally select Event Responses and Daily agenda depending on the need
    2. Note: each resource manager who will approve/reject the events scheduled for a particular resource will need to set Reminders and Notifications for each resource that is managed in this particular fashion.

Now when a person creates an event and schedules the resource, the resource is invited but does not automatically accept. The resource manager gets notified about each new,  changed or canceled event and can then accept or decline the event on behalf of the resource.

To accept or decline events for a resource:

  1. As the resource manager, when you get a notification about a new, changed or canceled event via email/text, open the message and click the Yes/Maybe/No button. The notification will be titled "New Event" (versus "Invitation"). 
  2. The resource manager accepts the meeting event on behalf of the resource similar to how a person accepts/declines a meeting invitation.

If the resource manager is personally invited to the event, one will receive an "Invitation" message for oneself  plus a "New Event" message for the resource. One needs to accept/decline for oneself AND for the resource.

Important Notes on this setup:

  1. Communicate to those who schedule resources that need approval that the resource is not booked until the person scheduling receives an email confirmation. The name of the resource (ex: OIT-ITC 214 Conference Room) is the sender. Confirmations or denials are sent to the person scheduling the resource when the resource manager accepts/declines the notification received
  2. Changing the setting for the resource to Automatically add all invitations to this calendar means that the resource can be double-booked. It is the resource manager(s) responsibility to make sure double-bookings do not occur, unless desired, by approving or rejecting events
  3. Best practice settings for a managed resource: For the resource, under My Calendars, click the down-arrow by the desired resource and select Share this Calendar.
    1. For the enterprise, the settings are in the below image:


    2. The Share with Specific People section is where one grants specific access to people for this resource.
      1. Add specific people, by name or NetID lookup, or use a Google Group
      2. One needs the permission setting of “View all event details” to be able to schedule/book a resource. 
  4. As a person who manages a resource, one will be able to see all the details (description, invitees, etc.) for all events for each managed resource. This applies even if a meeting is set to private.