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Resource Calendar Guide

Resource calendars at PSU refer to Google calendars that track the availability of campus resources, such as meeting spaces, equipment, and vehicles. This article will explain the ways in which you can configure your Google resource calendar.

Using Resource Calendars

Resource calendars can be configured with varying levels of access, including setting permissions for who can see the calendar and/or who can schedule events on it. The tables below will help you to understand the implications of setting various permission levels.

To set the access levels of your resource calendar:

  1. You will need to be be set to "Make changes AND manage sharing" in the calendar's sharing settings. For more information about sharing settings, go to the Calendar Sharing Settings page.
  2. If the calendar has been shared with you, look for it in calendar list on the left side of the page.
  3. Select "Calendar settings" and look for the "Auto-accept invitations" section to set the calendar's behavior towards event invitations.
  4. Select "Share this Calendar" and look for the "Share this calendar with others" and "Share with specific people" sections to set the calendar's sharing settings.

Permissions Settings Matrix

The table below shows the outcome of changing the permission settings for "Auto-Accept Invitations," "Share with Specific People," and "Share with Others."

Please note that the "PSU Configuration" category refers to labels that are only used by PSU personnel and are not a setting in Google Calendar. To learn more, go to the Calendar Configurations section below.

PSU Configuration

Auto-Accept Invitations

Share with Others

Share with Specific People

PSU Default

Yes, if no time conflict exists

All PSU can see availability

Resource Managers Only

Membership Restricted

Yes, if no time conflict exists

Unchecked

Add groups and/or individuals

Approval Required

Automatically add all invitations

All PSU can see availability

Resource Managers Only

Membership Restricted and Approval Required

Automatically add all invitations

Unchecked

Add groups and/or individuals

Public to PSU

Do not show invitations

All PSU can see event details

Resource Managers Only

Public to World

Do not show invitations

World can see event details

Resource Managers Only

Calendar Configurations

This table provides a comprehensive look at the outcomes of various calendar configurations. As noted above, these configurations refer to labels that are only used by PSU personnel and are not a setting in Google Calendar.

Description

Pros

Cons

PSU Default: Default calendar settings allow anyone at PSU to schedule an event with your, see a room's availability and most closely mimics the MeetingMaker default.

  • Resource's availability is visible to the entire campus.

  • No initial setup is required.

  • PSU Default settings require the least calendar management.

  • Double-bookings are minimized; invitations are accepted only if no time conflicts exist.

  • Event details are hidden from all users except invitees and Resource Manager

  • Most manageable option

  • The resource calendar can be booked by any PSU user

Membership Restricted: This configuration restricts the creation of events on your resource to a known list of individuals or a Google Group, collectively referred to as members.

  • Only designated groups or individuals (members) can schedule the resource

  • Resource availability and event details are limited to membership

  • Event details are hidden from all non-members

  • Membership list must be created and maintained by Resource Manager

  • Cross-departmental events must be scheduled by a member of the resource

  • Non-members will not be able to see the availability of the resource

Approval Required: In approval mode, all events will show on the resource as Pending and requires the Resource Manager to actively approve each event as they come in.

  • All all events must be approved by Resource Manager

  • All meetings default to a pending, unapproved state

  • Event details are hidden from all users except invitees and Resource Manager

  • All all events must be approved by Resource Manager

  • Double-bookings possible until pending event is approved by the Resource Manager

Membership Restricted and Approval Required: This is the most locked down configuration. The Resource Manager is required to update the members and approve all events.

  • Only designated groups or individuals (members) can schedule the resource

  • Resource availability and event details are limited to membership

  • Event details are hidden from all non-members

  • All all events must be approved by Resource Manager

  • All meetings default to a pending, unapproved state

  • Highest level of management and labor required

  • Membership list must be created and maintained by Resource Manager

  • Cross-departmental events must be scheduled by a member of the resource

  • Non-members will not be able to see the availability of the resource

  • All all events must be approved by Resource Manager

  • Double-bookings possible until pending event is approved by the Resource Manager

Public to PSU: Public to PSU is designed for inter-campus sharing of calendars, such the Academic Calendar. Only people with Odin accounts will ever be able to access this resource.

  • Can be embedded in Google Sites, internal websites, or shared internally (requires Odin login to view)

  • Only the Resource Manager can create events

  • Only the Resource Manager can create events

  • Resource cannot be invited to events

  • Cannot be embedded in public websites (PSU or Departmental homepages)

Public to World: This fully-public setting allows anyone, without logging in, access to the calendar. It is also included in Google searches so public events, like the Vikings game schedule, would work well with this configuration.

  • Can be embedded in Google Sites or public websites (does NOT require Odin login to view)

  • Only the Resource Manager can create events

  • Only the Resource Manager can create events

  • Resource cannot be invited to events

Further Resources

If you would like to request the creation of a resource calendar, you can submit a Google Resource Calendar Request Form. Before requesting a new resource, verify it doesn't exist by attempting to create an event and browsing through the list of resources. Resource calendars will show up in the same public list as Rooms.

Contact the Helpdesk for additional assistance.