Overview

This documentation explains the role of a Room Managers and shows the tools necessary to properly manage rooms/resources on campus.

The SBS Google Calendar will be the primary and definitive source of information regarding room availability on campus for all classrooms, meeting spaces, and athletic fields.  All events on campus should be recorded in Google Calendar with the proper rooms reserved.  This will help avoid any conflicts and confusion as to what spaces are being used, when, and by whom.

The role of the Room Manager is to oversee and be aware of all reservations for a particular room or set of rooms, help resolve conflicts, and ensure that usage of the room aligns with the school’s priorities.

All, if not most, reservable spaces on campus have been entered into Google calendar so that whenever an event is scheduled, the corresponding rooms will also be booked.  The instructions to do so are documented here:

How to Create A Google Event and Add A Room/Resource

Need to be using google calendar from your browser to effectively manage room resources in Google

Adding a Room Calendar to your Calendar

You may receive an email with the subject: Accept your invitation to join shared calendar: "<Room Resource Name>" 

Click on the blue button “Join shared calendar”.

If you did not receive the invitation, you can add the room resource calendar to your calendar by doing the following:

• In Google Calendar, on the left side, under Other Calendars, click on the +, select “Browse Resources”, select the Resource you want to manage and click the checkbox to select a resource

If you click on the arrow in the top left corner to go back to your calendar, you will see the resource now listed under “My Calendars”

Getting Notifications When the Room Is Reserved

If you click on the 3 Dots next to the Room and select “Settings and Sharing”

Click on “Other notifications” on the left side and make sure that notifications are turned on to Email.  This will alert you whenever someone reserves the room.

Email Notifications - New Event

If notifications are turned on for New Events, you will receive a notification in your inbox

“New event: <<Event Name> @ <<Date and Time>>  (<<Room Reserved>>)

Ex: New event: Senior Sunrise @ Fri May 1, 2026 6am - 7am (EDT) (Buyers Park Stadium-1-Buyers Park Stadium (500))

Please review the event, date, and time and who is requesting it.  If the email indicates a YES with a Green Box around it, there is nothing you need to do.  The room is available for the calendar event.

If the event is in question, contact the creator of the invite.

Email Notifications - Conflicted Event

If the room is double booked, you will receive an email with the 2nd Calendar event, however, this time, you will note that the invite is automatically declined with a red NO box.

Please review these conflicts to ensure that any higher priority events has precedence.

Viewing a Room Resource Calendar / Check for Conflicts

As a manager, if you want to see all events for a particular room to help you spot conflicts or to view upcoming events, do the following under the settings for a particular room:

• Settings
• Add calendar
• Browser Resources
• Locate Resource
• Click on the preview eyeball

You can then see a calendar view of all events booked for that Room.

To see a list, select Schedule instead of month view.