...
You can request a Calendar Resource be built through a TechExcel a Tech Support Request at https://supportat tech.appstate.edu/help.
Why use a Calendar Resource instead of adding another Calendar to my personal Calendar?
Easier management - There is no need to check other calendars when you schedule an event that uses the Calendar Resource and the Calendar Resource can be shared widely or kept private. Adding a calendar resource to an event automatically populates the event location so there is less information to be entered manually.
Continuity - if you go on vacation, or leave the University, your office doesn’t potentially lose the information in your Calendar
If you have a resource (room) that is only available to a few users and you do not want to be able to schedule the resource through the “Rooms” list option, then it may be better to create a sub-calendar within a departmental generic account.
How can I share or restrict access to the Calendar Resource?
Once the calendar resource is created, the 2 coordinators will be notified that they have access to a new Calendar in their ‘My calendars’ list. Calendar Resources default so that everyone at Appalachian can view free/busy on the Calendar Resource, but it’s easy to change:
...
Hover over the Calendar Resource name to get the drop-down option:
...
Uncheck the “Share this calendar with others” box.
...
Under “Share with specific people”, list the individuals who should be able to book the resource.
Only these people will be able to see the calendar under “Add Rooms, etc”.
Note that the calendar will appear with all the appstate.edu calendars under “Browse interesting calendars”, but someone previewing the calendar will only see events they have access to see. Someone without access to a particular calendar will see a blank calendar with a note that they don’t have permission to view these events.
Right now you must add a person individually. When Google Groups are available, you may be able to give a group access to a calendar to simplify this procedure.
...
Assign their sharing options:
...
Make changes AND manage sharing (Highest Access Level) Change sharing settings, add and edit events, and see details for all events, including private ones.
...
Make changes to events Add and edit events, and see details for all events, including private ones.
...
.
...
See free/busy information (no details) (Lowest Access Level) See when your calendar is booked and when it has free time, but not the names or other details of your events.
How can I share or restrict access to the Calendar Resource?
Once the calendar resource is created, the 2 coordinators will be notified that they have access to a new Calendar in their ‘My calendars’ list. Calendar Resources default so that everyone at Appalachian can view free/busy on the Calendar Resource, but it’s easy to change:
...
Tips & Tricks
Filters are your friend!
Resource coordinators (especially those managing multiple rooms) will need to tweak their inbox setup to stay organized
Set up filters and labels devoted to resource management.
Resource coordinators should create a filter for email messages with a subject line starting with “New Event:” and annotate those messages so that they aren’t missed (i.e. appear at the top of the inbox) or sent to the spam folder. “New Event:” messages will need a relatively quick response time.
Resource coordinators (especially those managing multiple rooms) will need to tweak their inbox setup to stay organized
Users campus-wide should set up a filter to “flag” messages with a subject beginning with “Declined:”. If a resource coordinator declines an event they have created, the user needs to see this info ASAP in order to have time to find another resource for their event.
Advanced maneuver: Canned responses and filters can automatically send users confirmation of received request and provide info on who the resource coordinator is for a given resource they have booked in case they need to contact that person directly for help.
Do not create events directly on a calendar resource’s calendar! Events should be created on an individual’s calendar and resources should be added to the event in the same way as guests. The event will be added to the resource’s calendar via an automated process (i.e. an invite being accepted either by a resource coordinator or automatically by the resource depending on setup).
...