Request a Resource Calendar (Effective 2020)

Request a Resource Calendar


Google Resources (such as conference rooms) can each have their own calendar in Google.  Individual departments can have admins assigned editing and sharing access to their resources calendars so they can control how - and by whom - the resource is booked.

Benefits of using a resource calendar include:

  • conflicting appointments can be automatically declined
  • the resource calendar name automatically appears in the Location field of the event

Resource calendars must be requested through the IT Service Center. When the resource is shared with you, you should receive an email with the subject line "Your Resource Name has shared a calendar with you". 

To request a resource calendar, please send an email to cap@brown.edu with the following information:

  • Building name and street address
  • Floor name/number
  • Capacity
  • Type of resource (conference room or other)
  • Resource Name
  • Brief description of resource
  • Sharing settings - see below for options
  • (Optional) Features of the resource. (Ex. Dishwasher, dark room, Zoom Room, projector, etc.)
  • If a phone is included, please list the extension

Once shared with you, it will appear under My Calendars on your calendar page.  
Please DO NOT change the name of your resource calendar.

Share Your Calendar

For instructions, see the knowledge article Share a Google Calendar

Resource Calendar Permissions

Though the options look the same whether you are sharing a personal or a resource calendar, the implications are different. Here is what each permission means for a resource calendar.

Each of the options below can be set up for the Public (non-Brown), the Domain (all Brown emails), and individual email addresses.

PermissionPeople with this permission...
See Only Free/Busy (hide event details)Can not book the resource. Can only view whether or not the resource is available. 
See All Event DetailsCan book the resource. Can only view whether or not the resource is available, and who has booked it if it is unavailable.    This is the recommended setting to assign to Brown University.
Make Changes to EventsCan book the resource, . Can view whether or not it is available and who has booked it.
Make Changes and Manage SharingCan book the resource, even if it is already booked, also for other people. Can add and remove people from using that resource, as well as manage what permissions they have.
Unchecking "Share this calendar with everyone in the organization Brown University"If you do not share Event Details with all of Brown, only people or groups listed on the bottom of the sharing page can book the resource. For everyone else, it will never show in the "available" list that is shown by default when searching resources.  They can see that the resource exists if they uncheck "show only available", but if they try to book it, they will immediately get a decline.


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