Audience & Prerequisites

Audience: Teachers, staff, and students using Google Calendar.

Prerequisites: You are signed in with your SBS Google account and your admin has already set

up rooms/resources.

Step 1 — Open Google Calendar

1. Go to https://calendar.google.com in a browser.

2. Make sure you are signed in with your SBS account (for example name@SBS.org).

3. Choose your preferred view (Day, Week, or Month).

Step 2 — Create a New Event

1. Click the blue + Create button on the left side above the mini calendar, or click directly

on the date/time slot you want.

2. Enter a short title for your event (for example, “Bear Games”).

3. If you only see a simple popup and want all options, click More options.

Step 3 — Set Date, Time, and Repeating Options

1. Confirm the correct day.

2. Set the start time and end time.

3. For all-day events, check the All day box.

4. Use the repeat setting (Does not repeat) if the event recurs.

Step 4 — Add Guests (Optional)

1. In the Guests panel, type the names or email addresses of people you want to invite.

2. Guests receive an email invitation and can respond Yes, No, or Maybe.

Step 5 — Add a Zoom Link or Location (Optional)

1. Click Add video conferencing to add an online meeting link. If using Zoom, you will need to be signed into Zoom.

2. Or click Add location and type a room, building, or address.

Step 6 — Add a Room or Resource

1. In the full event editor, look for the Rooms section on the right.

2. Click Add rooms.

3. Browse or search for an available room.

4. Click the room to select it. If it is available, it is added to the event and booked.

5. If the room is busy, Calendar shows a conflict indicator.

Step 7 — Add a Description or Attachments (Optional)

1. Use the description box to add agenda, notes, or instructions.

2. Use the attachment icon to attach files from Google Drive.

Step 8 — Set Notifications (Reminders)

1. In the Notifications area, choose when Calendar should send reminders (for example, 10 minutes

before, 1 hour before, or 1 day before).

2. Add multiple notifications if needed.

Step 9 — Save and Send Invitations

1. Review the event title, date/time, guests, and room.

2. Click Save.

3. If prompted, click Send so guests receive the invitation.

What Users See

• The event appears on each invited guest’s calendar.

• The room/resource calendar is booked for the same time.

• Guests can open the event to see the room, location, description, and attachments.

• If rooms auto-accept, booking is confirmed unless there is a conflict.

For any question about any resource please contact the manager of that space.

Memorial/Gaebelein Classrooms: Frank Macchia, Sarah Fay
Admissions Office: Molly Shteierman
Carson: Jami Ramirez
Swanson: Dan Rickard, Kim Bishop
Hollis/ Kanas: Krystel Miller and Drew White
Daley Conference Room: Polly Berol, Amy Marino 
Chapel: Mark Tietjen
Fieldhouse: Dan Rickard, Kim Bishop, Chad Perney, Mark Wilkerson
All Fields: Dan Rickard, Kim Bishop, Chad Perney, Mark Wilkerson