Resource calendars are Google calendars that track the availability of PSU campus resources such as conference rooms, classrooms, and other meeting spaces, equipment, and ; they can also be used to reserve shared resources like equipment or vehicles.
Shared calendars differ from resource calendars in that they’re not used to track and manage the availability of shared resources, instead, they can be used to track things like for organization, planning and coordinating tasks – team reminders and events, attendance, shared schedules, and appointment bookings are all good use cases for a Shared calendar.
If you’re unsure which type of calendar you need, it's usually best to start with a Shared calendar, as they offer greater flexibility and more privacy by default. The following table reviews these differences in more depth.
You can view and manage your calendars through the Google Calendar web interface.
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Resource Calendars versus Shared Calendars
The following table breaks down the primary differences between Resource and Shared calendars:
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Difference | Resource Calendar |
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Set Resource Calendar Access Levels
Shared Calendar | ||
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Who creates the calendar | OIT | Everyone can create Shared calendars |
Who manages the calendar | The calendar’s owners | The calendar’s owners |
Who can see the calendar | Initially, anyone at PSU can view the calendar, but the calendar’s owners can customize its list of viewers | Initially, only the calendar’s owners can view the calendar, but they can customize its list of viewers |
Who can create or change calendar events | Initially, anyone at PSU can create or change events, but the owners can customize these permissions | Initially, only calendar’s owners can create or change events, but the owners can customize these permissions |
Where is the calendar visible | Can be found through the “find a room/location” dialog when creating a meeting in Google Calendar | Visible to those it's shared with, in Google Calendar's calendar list |
Example calendar use cases |
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Request a New Resource Calendar or Create a Shared Calendar
Resource Calendar
To request a resource calendar, first verify it doesn't already exist by creating a new event and browsing through the list of resources. Resource calendars show up in the same public list as Rooms. If no calendar exists for the resource, you can complete the Resource calendar support formto request a new calendar.
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A note about Resource Calendar names Resource calendars are named using what Google calls structured resource naming. This results in a consistent naming pattern for all newly created Resource calendars. Their names take this format:
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Shared Calendar
On the other hand, if you want to create a calendar that’s not tied to a physical location, like an attendance calendar for your department or a calendar to schedule events for your team, you can create a Shared CalendarShared calendar suits your needs better, it's easy to create one.
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Calendar
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Permissions
You can configure a resource any calendar with varying levels of access, including who can reference view the calendar and who can schedule events on it. You must have the permission level of “Make changes and manage sharing sharing” in the calendar’s sharing settings to set the access levels of a resource manage access to your calendar. For more information about sharing settingsyour calendar with others, reference Google’s Share Your Calendar with Someone support web page.
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If the calendar has been shared with you, look for it in Other calendars on the left side of the screen.
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Next to the calendar’s name, select the More icon, then Settings and sharing.
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In the Auto-accept invitations section, choose the setting that works best for your resource.
Auto-accept invitations that do not conflict: People with permission to reference all event details will accept an invite to any new event if there aren't other events scheduled at the same time.
Automatically add all invitations to this calendar: All invitations show up on the calendar even if some of them might be for events that take place at the same time.
Do not show invitations: The calendar works just like a calendar that isn't shared. You can create events, send invitations, and choose who references it.
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Set your calendar’s sharing settings in the Access permissions and Share with specific people sections.
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This table describes the outcome of changing the permission settings for Auto-accept invitations Access permissions, and Share with specific people. Note that the PSU configuration column refers to labels that only PSU personnel use, and is not a setting in Google Calendar.
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PSU Configuration
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Auto-Accept Invitations
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Access Permissions
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Share with Specific People
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PSU Default
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Yes, if no time conflict exists.
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All PSU can reference availability.
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Resource managers only.
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Membership Restricted
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Yes, if no time conflict exists.
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Unchecked.
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Add groups and/or individuals.
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Approval Required
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Automatically add all invitations.
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All PSU can reference availability.
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Resource managers only.
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Membership Restricted and Approval Required
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Automatically add all invitations.
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Unchecked.
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Add groups and/or individuals.
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Public to PSU
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Do not show invitations.
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All PSU can reference event details.
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Resource managers only.
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Public to World
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Do not show invitations.
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World can reference event details.
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Resource managers only.
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This table describes the pros and cons of six standard PSU calendar configurations. These configurations refer to labels that only PSU personnel use, and are not a setting in Google Calendar.
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Description
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Pros
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Cons
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PSU Default
The default calendar setting that allows anyone at PSU to schedule an event with a resource and reference a room's availability.
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Resource 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
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The resource calendar can be booked by any PSU user
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Membership Restricted
This configuration restricts the creation of events on a resource to a known list of individuals or a Google Group, collectively referred to as members.
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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
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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 reference the availability of the resource
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Approval Required
In approval mode, all events will show on the resource as Pending and require the Resource Manager to actively approve each event as they come in.
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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
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All all events must be approved by Resource Manager
Double-bookings possible until pending event is approved by the Resource Manager
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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.
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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
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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 reference 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
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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.
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Can be embedded in Google Sites, internal websites, or shared internally (requires Odin login to view)
Only the Resource Manager can create events
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Only the Resource Manager can create events
Resource cannot be invited to events
Cannot be embedded in public websites (PSU or Departmental homepages)
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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.
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Can be embedded in Google Sites or public websites (does NOT require Odin login to view)
Only the Resource Manager can create events
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Only the Resource Manager can create events
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