Meeting room hassle? Fix it with Google Calendar!

So we all know this issue, you don’t want to claim a meeting room for every small thing. On the other hand, you don’t want to stand in the middle of the office looking for an available room or kick somebody out because you have an import client meeting.

So we have multiple specifications which made our issue a bit harder to solve

We have found a solution that could help others as well.

We created a calendar for each meeting rooms and shared that with all the colleagues at Bynder and Label A, doing so we also gave them read and write permissions.

Because Google allows you to see the availability of your colleagues you can search for the calendar of each meeting room and see the availability in your calendar (Google and Apple). Getting a calendar in your Apple Calendar does require you to search for the calendar in the web interface of Google and then you need to check them in the settings of Apple within the delegates settings tab.

To solve the availability everybody should book the room. In this case you need to invite the calendar of the meeting room. Within Google Calendar this works perfectly because Google knows the unique address of your meeting room so you can search them by name.

Within Apple Calendar the app doesn’t know the unique email address of the calendar and so you can’t find a meeting room by name if you search for a room within your invitees. But we found an easy solution. When going into the settings of the calendar of the meeting room, you will find the unique email address which you can add to your Apple Contacts. After you added them to your contacts you will be able to invite the meeting room by name, if you name them the right way in your contacts.

Now we can create meetings within Apple Calendar, reserve the room and even see the availability via the availability pop-up.

And yes, we could buy expensive and fancy meeting room management software but why would you if your current supplier already does just that. Hopefully it can solve an issue for you, it certainly did for us.

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