Book a meeting room or resource in Google Calendar

Watch the steps

1. 1Rooms
2. 2Search for the room by name
3. 3Click the room to add it to the event
4. 4Save
5. ✓Done

Book a meeting room in Google Calendar (0:22)

If your admin has added your meeting rooms and shared equipment to Google Workspace, you book them like a guest when you create an event.

Book a room for your meeting

Rooms only appear if your admin has set them up. If you do not see a room option, skip to the admin section below.

1. In Google Calendar, create a new event or open an existing one and click the pencil icon.

2. On the full event page, click the Rooms tab, next to Guests. Rooms are grouped by building.

   

3. Pick a room from the list, or type its name in the Search room or resource box.

   

4. Click the rooms or items you want, such as a projector. Each one you click gets a tick in the checkbox beside it.

   

5. Click Save.

   

You can add more than one room, for example when two offices join the same meeting by Google Meet.

Check when a room is free

Once a room is added to the event, its bookings show next to your guests’ calendars, so you can pick a slot that suits everyone.

1. On the full event page, click Find a time.

2. If the room’s schedule is missing, click the filter icon and choose Show rooms.

   

3. Move the meeting to a slot where both the room and your guests are free, then click Save.

   

Remove a room

Release a room you no longer need so colleagues can book it.

1. Open the event and click the pencil icon.

2. The room is listed with your guests. Hover over it and click the X (its tooltip says Remove), or untick it in the Rooms tab.

   

3. Click Save.

For admins: add rooms & resources

Rooms, called resources, are set up in the Google Admin console. You need admin rights, and it helps to list your buildings and rooms first.

1. Sign in to the Admin console and go to Menu → Directory → Buildings and resources.

2. Under Resource management, click Open.

   

3. Add your building first. Click Manage buildings, then on the page that opens click Add building. Fill in the Id, Name and Floors, for example “HQ Shah Alam” with 1 floor. The address and description are optional.

   

   

4. Go back to Resource management and click the yellow + button to create each resource. For the category, choose Meeting space (room, phone booth,…) for meeting rooms, or Other resource (projector, vehicle…) for things like a projector or company car. Then choose the building and floor, and fill in the Resource name and Capacity.

   

   

5. Click Add resource.

   

Calendar shows each room by a long automatic name made from the building, floor, room name and capacity, for example “Main Office-1-Meeting Room A (8)”.

New rooms usually appear within a few minutes and may show as Unavailable for a few more minutes, but can take up to 24 hours to show in everyone’s calendar.

Still stuck

WhatsApp our support team at +60 16-916 3324.

Common issues

I can't see any rooms when I create an event. Why?

Your admin has not added any rooms yet, or they are still appearing. New rooms can take up to 24 hours to show in everyone's calendar. Ask your admin to follow the steps at the end of this page.

The room declined my booking. What happened?

Usually someone else booked it for that time. Open Find a time on the event page to see when the room is free, then pick another slot or room.

See it in the steps

Can I book a room for a meeting more than a year away?

You can, but Calendar only checks room clashes up to 12 months ahead, so double-check nearer the date.

Related articles

• Create a Calendar event, invite guests & add Google Meet
• Share your Google Calendar & view a colleague's calendar
• Start or join a Google Meet video meeting
• Set up a booking page with Calendar appointment schedules