Reserve Meeting Spaces in Google Calendar: Difference between revisions

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Google Calendar allows you to reserve meeting spaces on campus, including conference rooms and large meeting spaces such as the AV Room or MPR, directly in the calendar event. Classrooms are reserved through the Veracross Employee Portal and not Google Calendar; for those, see [[Reserve Classrooms in the Veracross Employee Portal]].{{AboxNew
| name         = Reserve a room
| name = Reserve Meeting Spaces in Google Calendar
| summary      = How to reserve a room in our Google Calendar reservation system.
| learning =  
| for_employees = y
| instruction =  
| for_students  = y
| community = x
| for_parents  =  
| summary = Reserve rooms or resources using your RCS Google Calendar
| cat1          = Calendars and Scheduling
| maintained = RS
| cat2          =
| year = 2024-2025
| maintained   = JG
| year         = 2017-2018
}}
}}
__TOC__


==Reserve a Room==
==Reserve a room/resource via a calendar event==


===Via a calendar event===
#Login to your RCS Google Calendar at http://calendar.riverdale.edu
# Login to your RCS Google Calendar at http://calendar.riverdale.edu
#Create a new event by either clicking and dragging in the calendar or by clicking the large, red '''Create Event''' button on the left side of the calendar screen
# Create a new event by either clicking and dragging in the calendar or by clicking the large, red '''Create Event''' button on the left side of the calendar screen
#In the '''Create Event''' pop-up, check the time range on your event - if you have a 50 minute period, you may have to manually type your period's end time in the end time box.
## [[Image:Google Calendar Edit event.jpg|thumbnail]]If you choose to create an event by clicking and dragging, click on '''Event Details''' to go to the screen where you can reserve a room. <br clear="all">
#Check the repeating status of your event. If this event will be happening weekly, daily or biweekly, take advantage of the '''Repeat''' functionality by clicking on the "Does not repeat" text.
# [[Image:Google Calendar Time range.jpg|thumbnail]]In the '''Create Event''' screen, check the time range on your event - if you have a 50 minute period, you may have to manually type your period's end time in the end time box.
#Once you are sure your dates and times are correct, you can begin adding a room/resource to your event.  To do this, Click on the '''Rooms''' link in the location box. <br clear="all">[[File:GCal Create Event.png|590x590px]]
## Check the repeating status of your event. If this event will be happening weekly, daily or biweekly, take advantage of the '''Repeat''' check box.<br clear="all">
#Your Event popup will bring you to a room selection screen. You can either search for a room in the room box, or click "Browse all rooms & resources" to see a list of all rooms by building.<br clear="all">[[File:Add Rooms.png|530x530px]]
#[[Image:Google Calendar Select rooms.jpg|thumbnail]]Once you are sure your dates and times are correct, you can begin adding a room to your event.  To do this, Click on the '''Rooms''' link on the right side of the '''Create Event''' page. <br clear="all">
#*If a room is not available, it will show up with a slash through it and cannot be booked.
# To search for your room, you may either click on the campus you need and scroll through the available rooms, or you may use the search bar to search for the name of the room.
#Once you find the room/resource you want to book and it is available, click on the name of the room to add it to your event.
##[[Image:Google Calendar type room name to search.jpg|thumbnail]]'''NOTE:''' Please note the '''Show only available''' check box - if this box is checked, your list will only display available rooms.  If you wish to see '''all''' rooms, even if they are not available, uncheck this box.<br clear="all">
#Use the "Back" arrow next to "All Rooms and Resources" to return to your event and to save and complete creating it.<br clear="all">
# [[Image:Google Calendar rooms click to add.jpg|thumbnail]]Once you find the Room you want to book and it is available, click the '''Add''' link next to the Room name to add it to your event. Doing this should fill in the location field to your event as well.<br clear="all">
'''A note about visibility:'''


====The Room I'm Looking For Doesn't Show Up!====
By default, the title and details of any event booked in one of these rooms (description; attendees; etc.) are ''publicly'' visible in the Google Calendar for that room, which can be accessed by any employee or student at Riverdale. The title is also visible on the screens outside of each reservable room. If you are meeting regarding a sensitive topic, booking extra time for a student, or would not like this information to be visible for any other reason, you can update the visibility on the event when booking.


[[Image:Google Calendar Show Availble Rooms.jpg|thumbnail]]It's possible you have the '''Show only available''' check box checked. Uncheck the checkbox to see all rooms, even if they are not available. <br clear="all">
To do so, click "More options," then update the Visibility from "Default visibility" to "Private." Once this is changed, the title will show up solely as "busy" on the room's calendar and no details will be visible.


====The Room I Need is Busy - Who's Using it? When Will it be Free?====
[[File:Updating Visibility.png|306x306px]]


[[Image:Google Calendar Rooms find a time.jpg|thumbnail]]You can see the status of your room, as well as who has booked it by Adding the room to your event and then clicking the '''Find a Time''' Tab.<br clear="all">
====The room/resource I need is busy! Who's using it? When will it be free?====
 
You can view room/resources calendars and add them to your own calendar by following the instructions in [[Access and Add Riverdale Calendars]].
===Via Room Wizards===
 
Room Wizard reservations are available for reserving a free room immediately. See our [[Room Wizards|Room Wizard]] instructions page to reserve a room with a room wizard.
 
Room Wizards connect with the room's reservation calendar... which means that your events in a room will automatically show up on the Room Wizard! Wowie!


{{Calendaring}}
{{Calendaring}}

Latest revision as of 13:01, 9 September 2024

Google Calendar allows you to reserve meeting spaces on campus, including conference rooms and large meeting spaces such as the AV Room or MPR, directly in the calendar event. Classrooms are reserved through the Veracross Employee Portal and not Google Calendar; for those, see Reserve Classrooms in the Veracross Employee Portal.

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StatusUp-to-date for the 2024-2025 school year.

Reserve a room/resource via a calendar event

  1. Login to your RCS Google Calendar at http://calendar.riverdale.edu
  2. Create a new event by either clicking and dragging in the calendar or by clicking the large, red Create Event button on the left side of the calendar screen
  3. In the Create Event pop-up, check the time range on your event - if you have a 50 minute period, you may have to manually type your period's end time in the end time box.
  4. Check the repeating status of your event. If this event will be happening weekly, daily or biweekly, take advantage of the Repeat functionality by clicking on the "Does not repeat" text.
  5. Once you are sure your dates and times are correct, you can begin adding a room/resource to your event. To do this, Click on the Rooms link in the location box.
    GCal Create Event.png
  6. Your Event popup will bring you to a room selection screen. You can either search for a room in the room box, or click "Browse all rooms & resources" to see a list of all rooms by building.
    Add Rooms.png
    • If a room is not available, it will show up with a slash through it and cannot be booked.
  7. Once you find the room/resource you want to book and it is available, click on the name of the room to add it to your event.
  8. Use the "Back" arrow next to "All Rooms and Resources" to return to your event and to save and complete creating it.

A note about visibility:

By default, the title and details of any event booked in one of these rooms (description; attendees; etc.) are publicly visible in the Google Calendar for that room, which can be accessed by any employee or student at Riverdale. The title is also visible on the screens outside of each reservable room. If you are meeting regarding a sensitive topic, booking extra time for a student, or would not like this information to be visible for any other reason, you can update the visibility on the event when booking.

To do so, click "More options," then update the Visibility from "Default visibility" to "Private." Once this is changed, the title will show up solely as "busy" on the room's calendar and no details will be visible.

Updating Visibility.png

The room/resource I need is busy! Who's using it? When will it be free?

You can view room/resources calendars and add them to your own calendar by following the instructions in Access and Add Riverdale Calendars.

Other articles about Calendars and Scheduling:

Article Summary
Access and Add Riverdale Calendars
Get a list of Riverdale Google Calendars
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