Calendars at PSU
- Alex Sanchez
- bromley2-high
- Kai Belladone
Resource calendars are Google calendars that track the availability of PSU campus resources such as conference rooms and other meeting spaces, equipment, and 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 team reminders and events.
Table of Contents
Request a New Resource Calendar or Create a Shared 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 form.
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 Calendar.
Set Resource Calendar Access Levels
You can configure a resource calendar with varying levels of access, including who can reference the calendar and who can schedule events on it. You must have the permission level of Make changes and manage sharing in the calendar’s sharing settings to set the access levels of a resource calendar. For more information about sharing settings, reference Google’s Share Your Calendar with Someone support web page.
If the calendar has been shared with you, look for it in Other calendars on the left side of the screen.
Next to the calendar’s name, select the More icon, then Settings and sharing.
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.
Set your calendar’s sharing settings in the Access permissions and Share with specific people sections.
Permissions Settings Matrix
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.
PSU Configuration | Auto-Accept Invitations | Access Permissions | Share with Specific People |
|---|---|---|---|
PSU Default | Yes, if no time conflict exists. | All PSU can reference 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 reference 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 reference event details. | Resource managers only. |
Public to World | Do not show invitations. | World can reference event details. | Resource managers only. |
Calendar Configurations
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.
Description | Pros | Cons |
|---|---|---|
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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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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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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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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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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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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