Manage Resource Calendar Permissions

Topics

• Overview
• Typical Configuration
• Permission Options
• Recommended Settings

Overview

Resource calendars are calendars for things you typically reserve, such as conference rooms, parking passes, or equipment. Resource calendars are created by U-M Google administrators after you have submitted an ITS Service Center ticket. If you need a calendar for any other purpose (such as a group vacation calendar), we suggest requesting a Shared Account and creating a calendar owned by that account instead.

Once a resource calendar has been created, control of that calendar is turned over to the department/unit administrator that controls the resource itself. Access to the calendar, including who can see or reserve the resource is controlled by calendar permissions, which are typically assigned to an MCommunity Group. This document is intended for staff who manage their department/unit's resource calendars.

Typical Configuration

Most resource calendars need three MCommunity groups:

• Admin group — usually local IT staff or office management staff.
• Administrative maintainers group — senior administrative staff who resolve conflicts on a resource calendar or control access to the calendar.
• All staff group — Individuals who utilize the resource.

Note: These cannot be nested or sub-groups. Only the individual membership of each group is synced to Google, not the membership of nested or sub-groups. This means any MCommunity group which is a member of another MCommunity group will not sync its members to the resource calendar.

Permission Options

To reach your calendar sharing permissions settings:

1. In My calendars, hover over the calendar name and click the three dots.
2. Select Settings and sharing.
3. Under Access permissions, make sure the Make available to public and Make available for University of Michigan boxes are unchecked. If they are not unchecked, then anyone will be able to book the resource calendar.
4. Under Share with specific people, click Add people to add the individuals or MCommunity groups you wish to share this calendar with.

Note: If you do not see the option to Share with specific people or edit Access permissions then you do not have permission to manage sharing for that calendar.

There are four levels of permissions in Google Calendar:

Level	Type of access
See only free/busy (hide details)	Only displays blocks of time for scheduled events, no details are shown (only see "Free" or "Busy"). Can create reservations on the calendar.
See all event details	Shows all details of events except those marked as private. Find the time zone setting for the calendar.
Make changes to events	Shows all details of events, including private ones. Add and edit events. Find the time zone setting for the calendar. Restore or permanently delete events from the calendar's trash.
Make changes and manage sharing	Shows all details of events, including private ones. Add and edit events. Find the time zone setting for the calendar. Change sharing settings. Permanently delete the calendar. Restore or permanently delete events from the calendar's trash.

Recommended Settings

Below is the most common security configuration for a resource calendar and how the calendar appears to campus.

Visible only to unit, reservations only by managing unit

Global settings

• Make available to public: Not checked
• Make available for University of Michigan: Not checked

Share with specific people

• Admin group: Make changes and manage sharing
• Administrative maintainers group: Make changes to events
• All staff group: See all event details