Resource Calendars at PSU

Resource calendars refer to Google calendars that track the availability of PSU campus resources such as conference rooms and other meeting spaces, equipment, and vehicles.

On this page

Request a New Resource Calendar
Set Access Levels of a Resource Calendar
- Permissions Settings Matrix
- Calendar Configurations

Request a New 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, complete the Resource calendar request form or the Location calendar request form.

Set Access Levels of a Resource Calendar

You can configure a resource calendar with varying levels of access, including who can see 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, see Share your Google Calendar.

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.
1. Auto-accept invitations that do not conflict: People with permission to see all event details will accept an invite to any new event if there aren't other events scheduled at the same time.
2. 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.
3. Do not show invitations: The calendar works just like a calendar that isn't shared. You can create events, send invitations, and choose who sees 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 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 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 see a room's availability.	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	The resource calendar can be booked by any PSU user
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.	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 require 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