Book a meeting room or resource in Google Calendar

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. Click Add rooms or Add room booking.
3. Pick one of the suggested rooms, or search for another.
4. Click the rooms or items you want, such as a projector.
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. In the room list, click Remove room next to the room.
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. Click Manage buildings and add your building first, for example “HQ Shah Alam”.
4. Go back and click Add to create each resource. Choose Conference room for meeting rooms, or Other for things like a company car.
5. Click Add Resources.

New rooms usually appear within a few 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.

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