Resource Calendar vs Sub-Calendar

Beyond the primary calendar for each user or generic account, additional calendars can be created to handle a variety of calendar scheduling needs. There are two ways additional calendars are created within Google Workspace @ NC State:

 

Resource Calendars

A Resource Calendar represents a physical resource (e.g., conference room) that can be scheduled using the “Rooms etc.” area in the calendar invite. You can request a Resource Calendar via Web Registry.

Pros

  • Owned by the NC State domain, not an individual account, so can’t be removed without a specific request
  • Determine permission levels for other users
  • Edit visibility for the public/NC State domain
  • Appears in the “Rooms, etc.” area of the Calendar invite
  • Approve or deny event invitations
  • Manage auto-accept for event invitations
  • Enable event notifications to alert you when events are created, changed, etc

Cons

  • Cannot be created on demand; submit via Web Registry and turn around is 3-5 business days, usually quicker.

Ideal Use Cases

  • Conference rooms, vehicles, equipment or other resources that can be scheduled

Notes

  • Name changes to resource calendars must be done by the HelpDesk. Name changes you may make to a resource calendar from within Google will be reflected only on your calendar.
  • Double booking a Resource calendar is not possible. 
  • Permissions updates were implemented at NC State on September 1, 2021.  Notification emails were sent to current calendar contacts for each calendar on which they were a contact. .
  • Contacts should continue to be maintained in Web Registry.

Resources

 

Sub-Calendars (also referred to as ¨additional” calendars)

A sub-calendar is created by a user or generic account and is in addition to their primary calendar. Such a calendar can be used for multiple purposes to track various schedules, projects, etc.

Pros

  • Easily created by user or generic account
  • Determine permissions for others
  • Sharing of calendar is handled by owner and can be delegated
  • Enable event notifications to alert you when events are created, changed, etc
  • Can have multiple sub-calendars

Cons

  • Tied to user account, so it can disappear if account is suspended or deleted
  • Users have to be expressly invited to see the calendar
  • Users must add CalendarID to their Contacts to easily invite calendar to a meeting

Ideal Use Cases

  • Shared team calendar for things like vacation schedules
  • Appointment slots
  • Track key dates for a project or group
  • Schedule of events that is published onto a website

Resources