Reserve a room or resource in Google Calendar

From howdoi
This article is...
Summary.pngHow to reserve a room in our Google Calendar reservation system.
IntendedES.pngIntended for
Employees and Students
Categories.pngCategorized under
Calendars and Scheduling
JG.jpgMaintained by
Jeffrey Gomez
2016-2017.pngin need of review.

Chapter 1

Other articles about Calendars and Scheduling:

Article Summary
Add a Riverdale calendar (of any type -- event, room, or resource) to my own calendar How to find RCS Google Calendars, including room and cart reservations.
Get a list of Riverdale Google Calendars A list of most RCSs Google Calendars, links to them, and information about who manages them and who can access them.
Use the Hill MS Testing or US Major Student Deadlines Calendar The Testing and Major Student Deadlines Calendars are our list of all major assessments for Hill students. We use them to help balance our students' major commitments.
User Tags
Use the Hill and River Visitor Calendars When a visitor is scheduled to arrive on the Hill or River campus someone(the person arranging this meeting) needs to put it in the correct calendar.
List of Main Riverdale Google Groups List of Main Riverdale Google Groups.

Looking for a school events calendar?

See this page for our full list.

Find Room/Resource calendars and School calendars, and add these to your Google Calendar

  1. Go to the left hand column of your Google calendar:
    1. Navigate to "other calendars"
    2. Select "interesting calendars" from the drop-down menu
      Interesting cal.png

  2. At the top of the page that opens, select the tab that says "More"
    1. Select "resources for".
      More resources.png

    2. Select resources for either "Hill" or "River" campuses
      Hill river.png

  3. From the resulting list, choose the calendar you wish to view.
  4. Click "Subscribe"

  5. Finally, return to the main calendar by clicking "back to calendar" at the top of the page

    Back to cal.png

The resource calendar you subscribed to will now appear in the sidebar of your own calendar under "Other calendars"
See subscribed.png

Reserve a Room

Via a calendar event

Reserving a Room in Google Calendars is easy! You can reserve many rooms on both the Hill and the River campus, including Laptop carts, computer labs, conference rooms, classroom resources, multipurpose rooms and theaters.

  1. Login to your RCS Google Calendar at
  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
    1. 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.
      Google Calendar Edit event.jpg
  3. 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.
    Google Calendar Time range.jpg
    1. Please also check the repeating status of your event. If this event will be happening weekly, daily or biweekly, take advantage of the Repeat check box.
  4. 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.
    Google Calendar Select rooms.jpg
  5. 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.
    1. 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.
      Google Calendar type room name to search.jpg
  6. 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.
    Google Calendar rooms click to add.jpg

The Room I'm Looking For Doesn't Show Up!

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.
Google Calendar Show Availble Rooms.jpg

The Room I Need is Busy - Who's Using it? When Will it be Free?

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.
Google Calendar Rooms find a time.jpg

Via Room Wizards

Room Wizard reservations are available for reserving a free room immediately. See our Room Wizards 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!