Exercise 13: Configure booking policies

Exercise directions

Part 1: Create resources

Step 1

If you are not already signed in, sign in to your domain as the Administrator at admin.google.com.

Step 2

From the main menu, navigate to Directory, select Buildings and resources, then Manage resources.

Step 3

(Optional) If you are on the Overview page, click Open on the Resource management card.

Step 4

Click the Add (+) button (usually located at the top of the list or as a floating action button) and select Add new resource.

Step 5

Complete the provided fields as follows:

• Category: Other resource

• Type: Vehicle

• Building: Main building

• Resource name: Sedan 123ABC

Step 6

Click ADD RESOURCE

Step 7

Return to the list of resources on the Manage resources page. You should see the resource you just created.

Step 8

Repeat steps 2-6 to create the conference room resource. Enter the following information for step 5:

• Category: Meeting space

• Type: Conference Room

• Building: Main building

• Resource name: Jupiter

• Floor: 2

• Capacity: 10

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Part 2: Allow users to book free/busy resources

Step 1

From the main menu, navigate to Apps, then select Google Workspace, then click Calendar.

Step 2

Select the Sharing settings section.

Step 3

Scroll to External sharing options for primary calendars.

Step 4

Ensure the box for Allow users to book resources that are shared as “See only free/busy” is checked.

Step 5

Click SAVE.

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Part 3: Require approval for company vehicle

Step 1

Sign in with your administrator account and open Google Calendar.

Step 2

Click the settings gear at the top right of the screen.

Step 3

Click Settings from the menu and then select Add calendar.

Step 4

Click Browse resources.

Step 5

Select Main building, and then check the Sedan 123ABC option.

Step 6

Click the back arrow in the top left corner of the screen to return to the main Google Calendar screen.

Step 7

From the Other calendars list (or My calendars if you have managed it before), click on the three dots next to Sedan 123ABC, and click Settings and sharing.

Step 8

Under Share with specific people or groups, click Add people and groups.

Step 9

Add Sam M by name or email, and select Make changes and manage sharing under Permissions.

Step 10

Click Send.

Step 11

To enforce manual approval, scroll to the Auto-accept invitations section and select Automatically add all invitations to this calendar.

Note: By selecting this (instead of "Auto-accept if no conflict"), the resource will not automatically confirm the booking. Instead, the manager (Sam) must manually change the status to "Yes" to approve the reservation.

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Part 4: (Optional) Create a custom admin role

To avoid granting full Super Admin rights for resource management, follow these steps:

Step 1

Go to Account, select Admin roles, then Create new role.

Step 2

Name the role "Resource Coordinator".

Step 3

Under Privileges, select Services, then Buildings and Resources, then Manage.

Step 4

Click Continue and Create Role, then assign it to the relevant user.