Google Cal conference room booking by many different domains

Hi there,

We’ve been using the ol’ “write your name on the door” method for booking conference rooms, and I’d like to implement a Google Calendar system instead. And, of course, by tomorrow :wink:

Ideally, everyone on a specific Google Groups distro (e.g. [email protected]) would have access to all our conference room resource calendars for booking. I would add and remove people from that group as they join or leave Hattery, and that would update their calendar access. Access would always by synched between that group and the resource list.

It seems like this should just work as described, but it doesn’t. The kicker may be that our members use dozens of different domain names, so the typical “share with everyone in my domain” choices don’t apply.

Looking for a Google Calendar whiz who might be able to lend some ideas…

Thanks!

LA

Lisa Anne Logan

Director of Marketing and Operations

Hattery

[email protected]

415.205.5325

…not a whiz, but single log-ins for google share[-anything] doesn’t seem to work in my experience. You have to invite/share the calendar to individuals, even though you may end up communicating to all of them via a group address like [email protected]

You could, however, create a single email address like [email protected], and then have people write in their name(s) in the appointment note. Not ideal, but that does simplify the booking process especially if your goal is just to visually determine and display vacant/not-vacant.
JEROME CHANG

Mid-Wilshire
5405 Wilshire Blvd (2 blocks west of La Brea) | Los Angeles CA 90036
ph: (323) 330-9505

Downtown
529 S. Broadway, Suite 4000 (@Pershing Square) | Los Angeles CA 90013
ph: (213) 550-2235




···

On Jul 20, 2014, at 11:40 AM, Lisa Anne Logan [email protected] wrote:

Hi there,

We’ve been using the ol’ “write your name on the door” method for booking conference rooms, and I’d like to implement a Google Calendar system instead. And, of course, by tomorrow :wink:

Ideally, everyone on a specific Google Groups distro (e.g. [email protected]) would have access to all our conference room resource calendars for booking. I would add and remove people from that group as they join or leave Hattery, and that would update their calendar access. Access would always by synched between that group and the resource list.

It seems like this should just work as described, but it doesn’t. The kicker may be that our members use dozens of different domain names, so the typical “share with everyone in my domain” choices don’t apply.

Looking for a Google Calendar whiz who might be able to lend some ideas…

Thanks!

LA

Lisa Anne Logan

Director of Marketing and Operations

Hattery

[email protected]

415.205.5325

Visit this forum on the web at http://discuss.coworking.com


You received this message because you are subscribed to the Google Groups “Coworking” group.

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This isn’t a direct answer to the question, but because I’ve had the same experience as Jerome (a.k.a. ya can’t actually do it), you may want to look at other tools that integrate with GCal. I haven’t actually used this tool, but I’ve seen it used and it seems really nice:

http://www.scheduleonce.com/meetme.aspx

-ALex

···

/ah
indyhall.org
coworking in philadelphia

On Thu, Jul 24, 2014 at 8:32 AM, Jerome Chang [email protected] wrote:

…not a whiz, but single log-ins for google share[-anything] doesn’t seem to work in my experience. You have to invite/share the calendar to individuals, even though you may end up communicating to all of them via a group address like [email protected]

You could, however, create a single email address like [email protected], and then have people write in their name(s) in the appointment note. Not ideal, but that does simplify the booking process especially if your goal is just to visually determine and display vacant/not-vacant.
JEROME CHANG

Mid-Wilshire
5405 Wilshire Blvd (2 blocks west of La Brea) | Los Angeles CA 90036
ph: (323) 330-9505

Downtown
529 S. Broadway, Suite 4000 (@Pershing Square) | Los Angeles CA 90013

ph: (213) 550-2235





On Jul 20, 2014, at 11:40 AM, Lisa Anne Logan [email protected] wrote:

Hi there,

We’ve been using the ol’ “write your name on the door” method for booking conference rooms, and I’d like to implement a Google Calendar system instead. And, of course, by tomorrow :wink:

Ideally, everyone on a specific Google Groups distro (e.g. [email protected]) would have access to all our conference room resource calendars for booking. I would add and remove people from that group as they join or leave Hattery, and that would update their calendar access. Access would always by synched between that group and the resource list.

It seems like this should just work as described, but it doesn’t. The kicker may be that our members use dozens of different domain names, so the typical “share with everyone in my domain” choices don’t apply.

Looking for a Google Calendar whiz who might be able to lend some ideas…

Thanks!

LA

Lisa Anne Logan

Director of Marketing and Operations

Hattery

[email protected]

415.205.5325

Visit this forum on the web at http://discuss.coworking.com


You received this message because you are subscribed to the Google Groups “Coworking” group.

To unsubscribe from this group and stop receiving emails from it, send an email to [email protected].

For more options, visit https://groups.google.com/d/optout.

Visit this forum on the web at http://discuss.coworking.com


You received this message because you are subscribed to the Google Groups “Coworking” group.

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New Work City uses ScheduleOnce for its tour inquiries, and it works well for us.

I was annoyed with the way I kept discovering that there were features I needed that I needed to increase my monthly payment for, so something I thought was going to cost $10/month ended up costing $30/month, but aside from that it’s been a pretty solid experience for us so far.

To Lisa Anne’s original question, we use Google Calendar Appointments, which allows people to grab time slots without needing to be granted access to the calendar itself. Google’s been annoying about their support for Appointments, which they tried killing then sort-of-resurrected. I believe you can still use Appointments if: (1) You started using it before they tried to kill it, or (2) You have a paid Google Apps account, but I’m not sure. Do some reading on it if you’re interested.

It’s still not a perfect system because anyone who has the URL to our conference room could technically book a room, when only certain people should have that access, but it hasn’t been too troublesome to keep an eye on it and look out for issues when they arise.

···

Tony

**

**

*Contact: *@tonybgoode

New Work City: nwc.co // @nwc // facebook // meetup

Project Bossless: bossless.co

*Recent posts: Revisiting Transparency // *The problem with coworking (and an idea for how to solve it) // Coworking on a train to a museum: my crazy coworking experiment at six months

Travel plans: In NYC now through 8/1 // Boulder 8/2-11 // NYC 8/12-late August sometime

**

**

**

**

On Thu, Jul 24, 2014 at 11:43 AM, Alex Hillman [email protected] wrote:

This isn’t a direct answer to the question, but because I’ve had the same experience as Jerome (a.k.a. ya can’t actually do it), you may want to look at other tools that integrate with GCal. I haven’t actually used this tool, but I’ve seen it used and it seems really nice:

http://www.scheduleonce.com/meetme.aspx

-ALex

Visit this forum on the web at http://discuss.coworking.com


You received this message because you are subscribed to the Google Groups “Coworking” group.

To unsubscribe from this group and stop receiving emails from it, send an email to [email protected].

For more options, visit https://groups.google.com/d/optout.

/ah
indyhall.org
coworking in philadelphia

On Thu, Jul 24, 2014 at 8:32 AM, Jerome Chang [email protected] wrote:

…not a whiz, but single log-ins for google share[-anything] doesn’t seem to work in my experience. You have to invite/share the calendar to individuals, even though you may end up communicating to all of them via a group address like [email protected]

You could, however, create a single email address like [email protected], and then have people write in their name(s) in the appointment note. Not ideal, but that does simplify the booking process especially if your goal is just to visually determine and display vacant/not-vacant.
JEROME CHANG

Mid-Wilshire
5405 Wilshire Blvd (2 blocks west of La Brea) | Los Angeles CA 90036
ph: (323) 330-9505

Downtown
529 S. Broadway, Suite 4000 (@Pershing Square) | Los Angeles CA 90013

ph: (213) 550-2235





On Jul 20, 2014, at 11:40 AM, Lisa Anne Logan [email protected] wrote:

Hi there,

We’ve been using the ol’ “write your name on the door” method for booking conference rooms, and I’d like to implement a Google Calendar system instead. And, of course, by tomorrow :wink:

Ideally, everyone on a specific Google Groups distro (e.g. [email protected]) would have access to all our conference room resource calendars for booking. I would add and remove people from that group as they join or leave Hattery, and that would update their calendar access. Access would always by synched between that group and the resource list.

It seems like this should just work as described, but it doesn’t. The kicker may be that our members use dozens of different domain names, so the typical “share with everyone in my domain” choices don’t apply.

Looking for a Google Calendar whiz who might be able to lend some ideas…

Thanks!

LA

Lisa Anne Logan

Director of Marketing and Operations

Hattery

[email protected]

415.205.5325

Visit this forum on the web at http://discuss.coworking.com


You received this message because you are subscribed to the Google Groups “Coworking” group.

To unsubscribe from this group and stop receiving emails from it, send an email to [email protected].

For more options, visit https://groups.google.com/d/optout.

Visit this forum on the web at http://discuss.coworking.com


You received this message because you are subscribed to the Google Groups “Coworking” group.

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You can also try setster.com.

JEROME CHANG

Mid-Wilshire
5405 Wilshire Blvd (2 blocks west of La Brea) | Los Angeles CA 90036
ph: (323) 330-9505

Downtown
529 S. Broadway, Suite 4000 (@Pershing Square) | Los Angeles CA 90013
ph: (213) 550-2235




···

Tony

**

**

*Contact: *@tonybgoode

New Work City: nwc.co // @nwc // facebook // meetup

Project Bossless: bossless.co

*Recent posts: Revisiting Transparency // *The problem with coworking (and an idea for how to solve it) // Coworking on a train to a museum: my crazy coworking experiment at six months

Travel plans: In NYC now through 8/1 // Boulder 8/2-11 // NYC 8/12-late August sometime

**

**

On Thu, Jul 24, 2014 at 11:43 AM, Alex Hillman [email protected] wrote:

This isn’t a direct answer to the question, but because I’ve had the same experience as Jerome (a.k.a. ya can’t actually do it), you may want to look at other tools that integrate with GCal. I haven’t actually used this tool, but I’ve seen it used and it seems really nice:

http://www.scheduleonce.com/meetme.aspx

-ALex

Visit this forum on the web at http://discuss.coworking.com


You received this message because you are subscribed to the Google Groups “Coworking” group.

To unsubscribe from this group and stop receiving emails from it, send an email to [email protected].

For more options, visit https://groups.google.com/d/optout.

/ah
indyhall.org
coworking in philadelphia

On Thu, Jul 24, 2014 at 8:32 AM, Jerome Chang [email protected] wrote:

…not a whiz, but single log-ins for google share[-anything] doesn’t seem to work in my experience. You have to invite/share the calendar to individuals, even though you may end up communicating to all of them via a group address like [email protected]

You could, however, create a single email address like [email protected], and then have people write in their name(s) in the appointment note. Not ideal, but that does simplify the booking process especially if your goal is just to visually determine and display vacant/not-vacant.
JEROME CHANG

Mid-Wilshire
5405 Wilshire Blvd (2 blocks west of La Brea) | Los Angeles CA 90036
ph: (323) 330-9505

Downtown
529 S. Broadway, Suite 4000 (@Pershing Square) | Los Angeles CA 90013

ph: (213) 550-2235


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On Jul 20, 2014, at 11:40 AM, Lisa Anne Logan [email protected] wrote:

Hi there,

We’ve been using the ol’ “write your name on the door” method for booking conference rooms, and I’d like to implement a Google Calendar system instead. And, of course, by tomorrow :wink:

Ideally, everyone on a specific Google Groups distro (e.g. [email protected]) would have access to all our conference room resource calendars for booking. I would add and remove people from that group as they join or leave Hattery, and that would update their calendar access. Access would always by synched between that group and the resource list.

It seems like this should just work as described, but it doesn’t. The kicker may be that our members use dozens of different domain names, so the typical “share with everyone in my domain” choices don’t apply.

Looking for a Google Calendar whiz who might be able to lend some ideas…

Thanks!

LA

Lisa Anne Logan

Director of Marketing and Operations

Hattery

[email protected]

415.205.5325

Visit this forum on the web at http://discuss.coworking.com


You received this message because you are subscribed to the Google Groups “Coworking” group.

To unsubscribe from this group and stop receiving emails from it, send an email to [email protected].

For more options, visit https://groups.google.com/d/optout.

Visit this forum on the web at http://discuss.coworking.com


You received this message because you are subscribed to the Google Groups “Coworking” group.

To unsubscribe from this group and stop receiving emails from it, send an email to [email protected].

For more options, visit https://groups.google.com/d/optout.

We’ve been using ScheduleOnce at CoWork Jax for a couple of years. You can see it in action here: http://www.coworkjax.com/bookaroom.

We’ve been using SuperSaaS (horrible name, decent product) for the past few months and it’s worked great. Worth far more than the $8/month they charge, and I believe it integrates with Google Calendar and will let you use your own custom domain name. Best of all you can set up the bookable resources so you don’t even need to log in to use it. The last thing a coworker need is one more password to remember.

andy

···

On Sunday, July 20, 2014 2:40:03 PM UTC-4, Lisa Anne Logan wrote:

Hi there,

We’ve been using the ol’ “write your name on the door” method for booking conference rooms, and I’d like to implement a Google Calendar system instead. And, of course, by tomorrow :wink:

Ideally, everyone on a specific Google Groups distro (e.g. [email protected]) would have access to all our conference room resource calendars for booking. I would add and remove people from that group as they join or leave Hattery, and that would update their calendar access. Access would always by synched between that group and the resource list.

It seems like this should just work as described, but it doesn’t. The kicker may be that our members use dozens of different domain names, so the typical “share with everyone in my domain” choices don’t apply.

Looking for a Google Calendar whiz who might be able to lend some ideas…

Thanks!

LA

Lisa Anne Logan

Director of Marketing and Operations

Hattery

[email protected]

415.205.5325

Hi Lisa Anne,

Unlike the other responses so far, we use Google Calendar for our two meeting rooms (a separate calendar for each meeting room) and I think it works great (given that–like you–we also have a Google Group just for members). We do not have to add each member separately to the calendar, and their ability to reserve the meeting room is enabled through the normal process of setting up and canceling their membership.

Here’s how we do it:

(1) Both meeting room calendars have already been shared with the email address for our members’-only Google Group with “editing” access. (You share the the calendar with a Google Group the same way you’d share the calendar with a person, just using the Group’s email address rather than a an individual’s.) For example, if I wanted to share a Google Calendar with everyone in this Google Group, I’d just share the calendar with [email protected] and choose the “Make changes to events” option. When a calendar is shared with a Google Group email address (as opposed to an individual’s email address), EVERY PERSON in that group has the potential to access that calendar at whatever level the calendar was shared with the Google Group. As such, every person in our members’-only Google Group has the potential to see and edit our meeting room calendars using their own personal Google account calendar. [Note: the member does need to manually add the calendar, too, though; I’ll get to that below.]

(2) Everyone who joins our coworking space must give us a Google account email address when they join (or whenever they want to start taking advantage of some of our different Internet-based services/information: being in our Google Group, being able to reserve the meeting rooms, and being able to see members’-only pages on our website).

(3) When we set up their memberships, we add that member’s Gmail (or other Google account) email address to the members’-only Google Group, and they automatically gain the ability to add our meeting room calendars to their Google Calendar, and thus the ability to reserve the meeting rooms.

(4) When a member leaves Locus, we remove them from the Google Group and they automatically lose the ability to reserve the meeting room.

(5) One technical issue: The calendars are NOT automatically added to the members’ Google Calendar. The member has to add the calendar address/I.D. (You can find the calendar I.D. in the calendar settings, in the form of a long email address.) In my opinion, this default is preferable, since it’s easy for members to add the meeting room calendars and most members don’t use both meeting room calendars and don’t want them taking up space in their Google Calendar.

(6) When we add members to the Google Group, we send them a template “Welcome” message that–among other things–recommends they add the meeting room calendars and provides a link to a page on our website with instructions for how to do it. Here are the instructions we provide (which have worked well):

  • Log in to your Google Calendar: calendar.google.com.
  • Expand the “Other Calendars” area in the left
    margin.
  • In the “Add a coworker’s calendar” field, enter
    the appropriate calendar ID for each calendar you would like to add.
  • The “KRAKOVSKÁ Meeting Room Reservations” calendar
    allows you to see, edit, or add reservations for the meeting room on the 3rd
    floor at Krakovská. The calendar ID is: [email protected]
  • The “SLEZSKÁ Meeting Room Reservations” calendar
    allows you to see, edit, or add reservations for the meeting room at Slezská.
    The calendar ID is: [email protected]

(7) In the rare case a member has problems following these instructions, we just sit down with them for a minute and show them how to add the calendar.

(8) Managers have the calendars set to send them an automatic email whenever someone adds or changes a meeting room reservation (this is another option in the Google calendar settings), which we can use to reconstruct or check the calendar in the rare case it’s needed. For example, two members might create an “event” at the same time in the same calendar. The email record provides a time stamp of who made the reservation first, and in turn of who made the mistake of reserving it when it wasn’t available.

The one (minor) problem we’ve had with this system is that very occasionally–a couple times over a couple years–a member not familiar with Google Calendar deletes meeting room reservations made by other members, thinking they’re just deleting items irrelevant to them from their own Calendar view. But since we have a record from the automatic emails, this hasn’t been a meaningful issue.

In my opinion, this system has worked GREAT (but only because we also have a member-dedicated Google Group). Most members have an easy time figuring it out (of course many use Google Calendar already). We’re had amazingly few problems with it. It’s free. And we can easily embed the meeting room calendars (view only) into our website (see it here) so non-members who may want to reserve one of the meeting rooms can see when it is available.

Best,

Will

···

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http://www.locusworkspace.cz

[email protected]

On Sunday, July 20, 2014 8:40:03 PM UTC+2, Lisa Anne Logan wrote:

Hi there,

We’ve been using the ol’ “write your name on the door” method for booking conference rooms, and I’d like to implement a Google Calendar system instead. And, of course, by tomorrow :wink:

Ideally, everyone on a specific Google Groups distro (e.g. [email protected]) would have access to all our conference room resource calendars for booking. I would add and remove people from that group as they join or leave Hattery, and that would update their calendar access. Access would always by synched between that group and the resource list.

It seems like this should just work as described, but it doesn’t. The kicker may be that our members use dozens of different domain names, so the typical “share with everyone in my domain” choices don’t apply.

Looking for a Google Calendar whiz who might be able to lend some ideas…

Thanks!

LA

Lisa Anne Logan

Director of Marketing and Operations

Hattery

[email protected]

415.205.5325

Following up on this thread… thanks for everyone’s recommendations here, especially to Will from Locus for such an awesome and detailed sharing of process! I probably would’ve copied his method exactly had the LiquidSpace team not found me - by complete chance - the same week I was determined to solve this issue. After researching lots of services, I indeed went with LiquidSpace, which has been mostly great. It’s an online meeting space booking tool, which is free to use internally so long as you post at least one space in their marketplace for external public booking (rev share model). You can choose access levels, pricing, amenities, paid add-ons, etc. The public bookings are a nice little bit of extra money each month but I intentionally don’t do much of them, to keep rooms open for members. There was a transition period in which our members learned to change behavior around their booking process, but ultimately I’ve gotten good feedback on it. They have a very responsive support team as well, and I’ve sent in a ton of feedback (mostly around the features people expect from using Google Calendar that aren’t yet developed in LiquidSpace, like recurring meetings). If interested in how it works, you can see our profile here: www.reserve.hattery.com Hope helpful!

···

On Sunday, July 20, 2014 11:40:03 AM UTC-7, Lisa Anne Logan wrote:

Hi there,

We’ve been using the ol’ “write your name on the door” method for booking conference rooms, and I’d like to implement a Google Calendar system instead. And, of course, by tomorrow :wink:

Ideally, everyone on a specific Google Groups distro (e.g. [email protected]) would have access to all our conference room resource calendars for booking. I would add and remove people from that group as they join or leave Hattery, and that would update their calendar access. Access would always by synched between that group and the resource list.

It seems like this should just work as described, but it doesn’t. The kicker may be that our members use dozens of different domain names, so the typical “share with everyone in my domain” choices don’t apply.

Looking for a Google Calendar whiz who might be able to lend some ideas…

Thanks!

LA

Lisa Anne Logan

Director of Marketing and Operations

Hattery

[email protected]

415.205.5325