Calendar

Chapter 7: Plan a course curriculum and schedule

Table of Contents

Class Calendar

Class calendar examples

Create a class calendar

Sharing options for class calendars

Publish a class calendar as a website for for Google Sites

Example calendar entries for a class calendar

Link to Google Documents in a class calendar

Project Calendar

Project calendar examples

Create a project calendar

Sharing options for project calendars

Publish a project calendar as a website or for Google Sites

Example calendar entries for a project calendar

Link to Google Documents in a project calendar

Academic Calendar

Academic calendar examples

Create a school-wide academic calendar

Sharing options for school-wide academic calendar

Publish a school academic calendar as a website or for Google Sites

Example calendar entries for an academic calendar

Resource Calendar

Resource calendar examples

Create a school resource calendar

Share a school resource calendar

Schedule a school resource

Set available times for a school resource

Cancel a school resource calendar

Class Calendar

Class calendar examples

A class calendar can be helpful to organize all the activities, homework assignments, and class announcements into a single calendar that can be viewed by students, parents, or anyone at the school.

You can create a detailed class calendar that has a breakdown of all the activities each day, the associated assignments, and due dates such as this:

Or you can create a more general class calendar that has more 'big picture' details such as test days, field trips, and special activities.

Create a class calendar

Creating a class calendar is done in the same way as creating a personal calendar - the primary difference will be in the sharing access settings, reviewed in the next step.

To create a class calendar, follow these steps:

  1. To the right of the 'My calendars' section on the left, click dropdown menu and then select ‘Create new calendar’.
  2. Enter the required information.
  1. Enter the appropriate sharing options for sharing with the public, your domain, or with individuals.
  2. Click Create Calendar.

Your class calendar will now be listed under 'My Calendars' on the left side of your page. You can now add, delete, and edit events as part of your class calendar any time you like.

Sharing options for class calendars

For a class calendar, you will most likely want to share the calendar with parents so they can have visibility into the class schedule. There are a few ways of how you can share the class calendar:

1. Share with the public

2. Share with school domain and parent Google Group

3. Share with school domain and individual parents

Anyone in the
world can view

yes

no

no

Anyone with a school Apps account can view

yes

yes

yes

Anyone in a Google Group for parents
can view

yes

yes

no

Only specific
parents can view

no

no

yes

Follow the instructions below to set the sharing access for one of the options listed above:

1. Share with the public

To share your class calendar with anyone in the world, follow these steps:

  1. In the calendar list on the left, find your class calendar and click on the down-arrow button next to the calendar, then select Share this calendar.
  2. Select Make this calendar public.
  3. Click Save.

Now anyone can see the event details on your class calendar, including parents who do not have school Apps accounts.

2. Share with your school domain and a parent Google Group

This setting can be useful if you do not want to make your calendar visible to the entire world, but want to make sure parents have access to the calendar without adding every address. You can set-up a Google Group for parents and they can add themselves to the Google group. When you set up sharing with a Google Group, anyone who is a member of the group will automatically have access to the class calendar.

A Google Group is a user-owned group created using the Google Groups service. Google Groups not only allows you to manage and archive your mailing list, but also provides a method for true communication and collaboration with group members. Unlike other free mailing list services, Google Groups offers generous storage limits, customizable pages, and unique management options. As always, Google Groups displays only relevant text ads (never banners or pop-up ads).

Learn more about how to set-up a Google group for parents:

To share your class calendar with anyone at your school with a school Apps account and your parent Google Group, follow these steps:

  1. In the calendar list on the left, find your class calendar and click on the down-arrow button next to the calendar, then select Share this calendar. (Alternatively, click on Manage Calendars at the bottom of the calendar list, then click the appropriate Share this calendar link.)
  2. Select Share this calendar with everyone in my domain MYSCHOOL.ORG.
  3. In the Share with specific people section type in the email address of your parent Google Group.
  4. Leave the sharing access as See all event details in the drop down menu.
  5. Click Add person.
  6. Click Save.

Now anyone at your school and anyone who is a member of your parent Google Group will be able to see the event details on your class calendar.

3. Share with your school domain and individual parents

If you do not want to create a parent Google Group to manage a group of parents, you can also add individual parent emails to the Google Calendar to have viewing access. It is still a good idea to share the calendar with your school apps domain so that students and other teachers, as well as school administrators, can have access to the calendar.

To share your calendar with anyone at your school with a school Apps account and individual parents, follow these steps:

  1. In the calendar list on the left, find your class calendar and click on the down-arrow button next to the calendar, then select Share this calendar. (Alternatively, click on Manage Calendars at the bottom of the calendar list, then click the appropriate Share this calendar link.)
  2. Select Share this calendar with everyone in my domain MYSCHOOL.ORG.
  3. In the 'Share with specific people section' type in the email address of individual parents.
  4. Leave the sharing access as See all event details in the drop down menu.
  5. Click Add person. Continue adding parent email addresses until you are finished.
  6. Click Save.

Now anyone at your school and those who you specifically add to your calendar can view the event details of your class calendar.

Publish a class calendar as a website for for Google Sites

Once you have shared your class calendar, you will need to inform people how to access the calendar.

There are three ways that people can view your class calendar:

  1. In Google Calendar as an 'Other Calendar' - requires calendar address.
  2. As an HTML web page - requires calendar address.
  3. Embedded in a class website with Google Sites - can use but does not require calendar address.

A 'Calendar Address' is the public address for your calendar. When you make your calendar public, others can view it in one of these formats:

To find your calendar's address in the HTML, XML, or iCalendar format, follow these steps:

  1. In the calendar list on the left, click the down-arrow next to a calendar and select Calendar settings. (Alternatively, click Settings at the bottom of the calendar list, then click the name of the appropriate calendar.)
  2. In the Calendar Address section, click the HTML icon (or the XML or iCalendar icon, depending on what you want). You'll see a pop-up window with your calendar's public URL.
  3. Copy this URL. This URL can be used to access your calendar information
  4. Paste and share this URL with anyone who may not use Google Calendar. You can paste the link into a class newsletter for parents to access, or add it to your website.

You can now send students, parents, and other teachers the calendar address for your class calendar and they can either add it to Google Calendar or they can bookmark it as an HTMl web page.

To embed your calendar on a page in Google Sites, follow these steps:

  1. Click on Edit page button to enter the Google Sites page editor.
  2. Click on Insert and select Calendar.
  3. Select the Calendar that you want from the list of your calendars.
  4. Click the Select button.
  5. Choose the customize options you want for your Calendar and click Save.  
  6. When you're finished editing your page, click the Save button and your Calendar will appear.

Please note: You'll need to make sure that the calendar is shared with the members of your site in order to avoid an Insufficient Privileges error.

Example calendar entries for a class calendar

Here are a few example entries of what you might put into a class calendar

Example:

Let's say for this week you have presentations Monday-Thursday, a test on Friday, a recurring time for recess, a daily morning reading exercise, and a homework assignment on Wednesday for a vocabulary worksheet.

To add an event for the presentations Monday-Thursday you will use 'All Day' events, follow these steps:

  1. Click the Create event link on the left side of your calendar window.
  2. Fill in the first event details:
  1. Click Save. Now the presentations are scheduled to occur on Monday-Thursday (though not at a specific time during the day).

For the second activity, a test on Friday, you will also use an 'All Day' event:  

  1. Click the Create event link on the left side of your calendar window.
  2. Fill in the second activity details:

For the third activity, a recurring time for recess:

  1. Click the Create event link on the left side of your calendar window.
  2. Fill in the third activity details:

For the fourth activity, a daily morning reading exercise:

  1. Click the Create event link on the left side of your calendar window.
  2. Fill in the third activity details:

For the final activity, a Wednesday homework assignment of a vocabulary worksheet, you will also use the 'All Day Event' event type:

  1. Click the Create event link on the left side of your calendar window.
  2. Fill in the third activity details:

Link to Google Documents in a class calendar

You can also 'attach' or link to Google Documents in events listed in your class calendar.  

This can be useful for the Homework activity mentioned previously as an example class calendar entries. In this case you could attach the vocabulary worksheet as a Google Doc right into the calendar entry so parents can pull it up and view.

Other uses could include discussion questions, activity instructions, or a lecture presentation. By attaching the relevant documents, parents, students, or teachers can easily access them when viewing your class calendar.

To turn on the ability to attach Google Documents, follow these steps:

  1. Click the Settings icon in the upper right corner and then the Labs menu item. Alternately, you can click the Calendar settings link and then then the Labs tab.
  2. Scroll down to see Event attachments.
  3. Click the Enable button next to Event Attachments.
  4. Click Save at the top or bottom of the page.

Now when you create an event and edit the event details, you will see a new section called Attachments with a link to "attach" a Google Document. This will add a link to a Google Document to your event.

Project Calendar

Project calendar examples

Sometimes it can be helpful to separate long term project assignments from the general class schedule. For example, if there is an end-of-year research paper and presentation, it might be helpful to have a separate 'Research project calendar' that has all the due dates and milestones for the project. Then the project calendar can be viewed on its own and is easy to find the information, instead of perhaps getting lost in all the events scheduled in the class calendar.

Another example of a way you could use a special project calendar is when working on a group project. Group members can collaborate and share a calendar together so everyone can have access to the project meeting times, project deadlines/milestones, and other project related activities (going out to do a survey/market research, conducting an interview, etc).

Create a project calendar

Creating a project calendar is done in the same way as creating a class or personal calendar, but with slightly different sharing settings.

To create a project calendar, just follow these steps:

  1. In the ‘'My calendars' section on the left, click the dropdown arrow and select Create new calendar
  2. Enter the required information.
  1. We have reviewed sharing options with individuals and groups in Chapter 5 and you’ll find additional information below .
  2. Click Create Calendar.

Your class calendar will now be listed under 'My Calendars' on the left side of your page. You can now add, delete, and edit events as part of your class calendar any time you like.

Sharing options for project calendars

For a project calendar, there can be several sharing scenarios - if it's a project calendar for a class or for a grade, then it could behave as a class calendar in terms of allowing access to the public (including parents), to the school/parent groups, or to the school/individual parents. However, if it's for a student group project, then the students within the group may only want to share it with themselves or with individuals.

1. Share with the public

2. Share with school domain & parent Google Group

3. Share with school domain and individual parents

4. Share with group members as individuals

Anyone in the world can view

yes

no

no

no

Anyone with a school Apps account can view

yes

yes

yes

no

Anyone in a Google Group for parents can view

yes

yes

no

no

Only specific individuals can view

no

no

yes

yes

Follow the instructions below to set the sharing access for one of the options listed above:

1. Share with the public

To share your project calendar with anyone in the world, follow these steps:

  1. In the calendar list on the left, find your class calendar and click on the down-arrow button next to the calendar, then select Share this calendar. (Alternatively, click on Manage Calendars at the bottom of the calendar list, then click the appropriate Share this calendar link.)
  2. Select Make this calendar public.
  3. Click Save.

Now anyone can see the event details on your project calendar, including parents who do not have school Apps accounts.

2. Share with your school domain and a parent Google Group

This setting can be useful if you do not want to make your calendar visible to the entire world, but want to make sure parents have access to the calendar without adding every address. You can set-up a Google Group for parents and they can add themselves to the Google group. When you set up sharing with a Google Group, anyone who is a member of the group will automatically have access to the class calendar.

A Google Group is a user-owned group created using the Google Groups service. Google Groups not only allows you to manage and archive your mailing list, but also provides a method for true communication and collaboration with group members. Unlike other free mailing list services, Google Groups offers generous storage limits, customizable pages, and unique management options. As always, Google Groups displays only relevant text ads (never banners or pop-up ads).

Learn more about how to set-up a Google group for parents:

To share your class calendar with anyone at your school with a school Apps account and your parent Google Group, follow these steps:

  1. In the calendar list on the left, find your class calendar and click on the down-arrow button next to the calendar, then select Share this calendar.
  2. Select Share this calendar with everyone in my domain MYSCHOOL.ORG.
  3. In the 'Share with specific people section' type in the email address of your parent Google Group.
  4. Leave the sharing access as 'See all event details' in the drop down menu.
  5. Click Add Person.
  6. Click Save.

Now anyone at your school and anyone who is a member of your parent Google Group will be able to see the event details on your project calendar.

3. Share with your school domain and individual parents

If you do not want to create a parent Google Group to manage a group of parents, you can also add individual parent emails to the Google Calendar to have viewing access. It is still a good idea to share the calendar with your school apps domain so that students and other teachers, as well as school administrators, can have access to the calendar.

To share your calendar with anyone at your school with a school Apps account and individual parents, follow these steps:

  1. In the calendar list on the left, find your class calendar and click on the down-arrow button next to the calendar, then select Share this calendar.
  2. Select Share this calendar with everyone in my domain MYSCHOOL.ORG.
  3. In the 'Share with specific people section' type in the email address of individual parents.
  4. Leave the sharing access as 'See all event details' in the drop down menu.
  5. Click Add Person. Continue adding parent email addresses until you are finished.
  6. Click Save.

Now anyone at your school and those whom you specifically add to your calendar can view the event details of your project calendar.

3. Share with group members as individuals

This would be for a project calendar for a group of individuals who may not want the public, parents, or others at the school to view the calendar. The calendar creator can add other members of the group individually with email addresses. For student groups, it may be helpful to also have students share the calendar with the teacher.

To share your calendar with individuals, follow these steps:

  1. In the calendar list on the left, find your class calendar and click on the down-arrow button next to the calendar, then select Share this calendar.
  2. Make sure 'Share this calendar with others' is unchecked.
  3. In the 'Share with specific people section' type in the email address of individual group members.
  4. Change the sharing access as 'Make changes to events' in the drop down menu. This way, group members can add and edit events in the project calendar.
  5. Click Add Person. Continue adding group member email addresses and changing the sharing setting to 'Make changes to events' until you are finished.
  6. Click Save.

Now only those who you specifically added to the project calendar can view and make changes to events on your project calendar.

Publish a project calendar as a website or for Google Sites

Once you have shared your project calendar, you will need to inform people how to access the calendar.

There are three ways that people can view your project calendar:

  1. In Google Calendar as an 'Other Calendar' - requires calendar address.
  2. As an HTML web page - requires calendar address.
  3. Embedded in a class website with Google Sites - can use but does not require calendar address.

A 'Calendar Address' is the public address for your calendar. When you make your calendar public, others can view it in one of these formats:

To find your calendar's address in the HTML, XML, or iCalendar format, follow these steps:

  1. In the calendar list on the left, click the down-arrow next to a calendar and select Calendar settings. (Alternatively, click Settings at the bottom of the calendar list, then click the name of the appropriate calendar.)
  2. In the Calendar Address section, click the HTML icon (or the XML or iCalendar icon, depending on what you want). You'll see a pop-up window with your calendar's public URL.
  3. Copy this URL. This URL can be used to access your calendar information
  4. Paste and share this URL with anyone who may not use Google Calendar. You can paste the link into a class newsletter for parents to access, or add it to your website.

You can now send students, parents, and other teachers the calendar address for your project calendar and they can either add it to Google Calendar or they can bookmark it as an HTMl web page.

To embed your calendar on a page in Google Sites, follow these steps:

  1. Click on Edit page button to enter the Google Sites page editor.
  2. Click on Insert and select Calendar.
  3. Select the Calendar that you want from the list of your calendars.
  4. Click the Select button.
  5. Choose the customize options you want for your Calendar and click Save.  
  6. When you're finished editing your page, click the Save button and your Calendar will appear.

Please note: You'll need to make sure that the calendar is shared with the members of your site in order to avoid an Insufficient Privileges error.

Example calendar entries for a project calendar

Here are a few example entries of what you might put into a project calendar

Example:

Let's say for the 9th grade research project there is a milestone of completing research by 10/16, the first paper draft is due 11/16, peer edits are taking place the week of 11/16, and the final paper draft is due 12/18.

Unless you have a specific hour that these are due, you will use 'All Day' events for these milestones and due dates. Milestones can be suggestions for keeping the project well-paced and on track, while due dates can be the actual deadlines for materials.

For the first milestone, create an 'All Day' event:

  1. Click the Create event link on the left side of your calendar window.
  2. Fill in the first event details:
  1. Click Save. Now the milestone is set for 10/16 as an 'All Day' event.

For the first draft due date, you will also use an 'All Day' event on 11/16:

  1. Click the Create event link on the left side of your calendar window.
  2. Fill in the second activity details:

For the week of peer editing, you will use an 'All Day' event spanning multiple days:

  1. Click the Create event link on the left side of your calendar window.
  2. Fill in the third activity details:

For the final due date, you will use an 'All Day' event for 12/18:

  1. Click the Create event link on the left side of your calendar window.
  2. Fill in the second activity details:

Link to Google Documents in a project calendar

You can also 'attach' or link to Google Documents in events listed in your project calendar.  

For a project calendar, this can be useful to attach the guidelines associated with a due date (i.e. presentation guidelines, table of contents instructions, etc.) so that students and parents can easily access them when viewing the project milestones, due dates, and activities.

To turn on the ability to attach Google Documents, follow these steps:

  1. Click the Settings icon in the upper right corner and then the Labs menu item. Alternately, you can click the Calendar settings link and then then the Labs tab.
  2. Scroll down to see Event attachments.
  3. Click the Enable button next to Event Attachments.
  4. Click Save at the top or bottom of the page.

Now when you create an event and edit the event details, you will see a new section called Attachments with a link to "attach" a Google Document. This will add a link to a Google Document to your event.

Academic Calendar

Academic calendar examples

A school academic calendar can be created with Google Calendar to mirror the information usually printed in a school academic calendar.

This could include events such as:

Create a school-wide academic calendar

Creating a school-wide academic calendar is done in the same way as creating any secondary calendar. The sharing settings for a school-wide academic calendar will be very broad.

To create a school-wide academic calendar, just follow these steps:

  1. At the bottom of the 'My calendars' section on the left, click the Create link.
  2. Enter the required information.
  1. Enter the appropriate sharing options for sharing with the public, your domain, or with individuals.
  2. Click Create Calendar.

Your class calendar will now be listed under 'My Calendars' on the left side of your page. You can now add, delete, and edit events as part of your class calendar any time you like.

Sharing options for school-wide academic calendar

Unlike a class or project calendar that contains private information, an academic calendar generally does not contain confidential information and can be shared with the public.

To share your school-wide academic calendar with anyone in the world, follow these steps:

  1. In the calendar list on the left, find your class calendar and click on the down-arrow button next to the calendar, then select Share this calendar.
  2. Select Make this calendar public.
  3. Select See all event details from the drop down menu. This way anyone in the public can see the information within the academic calendar.
  4. Click Save.

Now anyone in the world can see the event details on your academic calendar.

You may want to also give access to other faculty or staff to edit the school-wide academic calendar. To give editing access to the school-wide academic calendar, follow these steps:

  1. In the calendar list on the left, find your class calendar and click on the down-arrow button next to the calendar, then select Share this calendar.
  2. In the Share with specific people section type the email address of the individuals at your school you would like to manage the calendar.
  3. If you want the individual to only add/edit events, select Make changes to events. If you would like them to own the calendar and grant sharing access to other individuals, select Make changes to events AND manage sharing.
  4. Click Add person.
  5. Repeat steps 2-4 for all the individuals you would like to add/edit events on the school academic calendar.
  6. Click Save.

Now those individuals will have the ability to add or edit events that will appear on the school academic calendar.

Publish a school academic calendar as a website or for Google Sites

Once you have shared your academic calendar, you will need to inform people how to access the calendar.

There are three ways that people can view your academic calendar:

  1. In Google Calendar as an 'Other Calendar' - requires calendar address.
  2. As an HTML web page - requires calendar address.
  3. Embedded in a class website with Google Sites - can use but does not require calendar address.

A 'Calendar Address' is the public address for your calendar. When you make your calendar public, others can view it in one of these formats:

To find your calendar's address in the HTML, XML, or iCalendar format, follow these steps:

  1. In the calendar list on the left, click the down-arrow next to a calendar and select Calendar settings. (Alternatively, click Settings at the bottom of the calendar list, then click the name of the appropriate calendar.)
  2. In the Calendar Address section, click the HTML icon (or the XML or iCalendar icon, depending on what you want). You'll see a pop-up window with your calendar's public URL.
  3. Copy this URL. This URL can be used to access your calendar information
  4. Paste and share this URL with anyone who may not use Google Calendar. You can paste the link into a class newsletter for parents to access, or add it to your website.

You can now send students, parents, and other teachers the calendar address for your class calendar and they can either add it to Google Calendar or they can bookmark it as an HTMl web page.

To embed your calendar on a page in Google Sites, follow these steps:

  1. Click on Edit page button to enter the Google Sites page editor.
  2. Click on Insert and select Calendar.
  3. Select the Calendar that you want from the list of your calendars.
  4. Click the Select button.
  5. Choose the customize options you want for your Calendar and click Save.  
  6. When you're finished editing your page, click the Save button and your Calendar will appear.

Please note: You'll need to make sure that the calendar is shared with the members of your site in order to avoid an Insufficient Privileges error.

Example calendar entries for an academic calendar

Here are a few example entries of what you might put into a class calendar

Example:

Common entries for an academic calendar could be the first day of school, a holiday break, a 2 hour long school-wide assembly, and first semester finals week.

To add an entry for the first day of school, you will use an 'All Day Event'.

  1. Click the Create event link on the left side of your calendar window.
  2. Fill in the first event details:
  1. Click Save. Now the first day of school will appear on the academic calendar.

For a holiday break, you will use an 'All Day Event' that spans multiple days:

  1. Click the Create event link on the left side of your calendar window.
  2. Fill in the second activity details:

For a 2 hour school-wide assembly (or other specific duration event), you will use a general calendar entry:

  1. Click the Create event link on the left side of your calendar window.
  2. Fill in the second activity details:

For scheduling a finals week, you will also use an 'All Day Event' that spans multiple days:

  1. Click the Create event link on the left side of your calendar window.
  2. Fill in the second activity details:

Resource Calendar

Resource calendar examples

Google Calendar can simplify the scheduling of school resources by managing the calendar of the resource. Then users (faculty or staff) can create calendar entries using the resource.

Resource calendars can be used for all sorts of shared resources. Here are a few examples:

With a resource calendar, there will be a new type of 'guest' in a calendar entry called Resources. This will list all the resources that the school Apps admin has created.

Create a school resource calendar

Please note: Only school Apps domain administrators can create a resource. If you would like to have a resource created, contact your school Apps domain administrator.

In the control panel, you can add resources that users at your domain will be able to schedule on their calendars, such as projectors or computing equipment, just follow these steps:

  1. Log in to your control panel at http://www.google.com/a/myschool.org where myschool.org is replaced with your school Apps domain.
  2. Under Service settings, click Calendar.
  3. Click the Resources tab.
  4. Click Create a new resource.
  5. Enter the resource name, type, and description.
  6. Click Create resource.

To edit resources, click the name of an individual resource and update the information for your organization. Be sure to click Save changes. From here, you can view the email address to access this resource in calendar.

To manage a resource for your organization, copy the resource's email address from the resources setting. You can find it here:

  1. Log in to your control panel at http://www.google.com/a/cpanel/myschool.org where myschool.org is replaced with your school Apps domain.
  2. Under Service settings, click Calendar.
  3. Click the Resources tab.
  4. Click the resource that you want to manage. You'll be able to see the email address for the resource that you created. Example: myschool.org_3434343338383739393439@resource.calendar.google.com.

Share a school resource calendar

Please note: Only school Apps domain administrators can share a resource. If you would like to have a resource created, contact your school Apps domain administrator.

Once you've copied the email address for your resource, log in to your calendar account at http://calendar.google.com/a/myschool.org where you replace myschool.org with your school Apps domain. From there, you can share your new resource and adjust other settings.

To add the calendar so you can manage the sharing settings, copy the resource email address, then add it as you would a "coworker's calendar":

If you don't allow everyone at your domain to share the new resource, users won't be able to view the resource availability. In order for all users to create events on a resource, it needs to be shared as See all event details with everyone on your domain.

If you only want a subset of users - such as faculty or staff -  to be able to reserve a resource, you'll need to explicitly add these users with the ability to either See all event details, Make changes, or Make changes and manage sharing. If you have created an Apps group for the faculty or staff (i.e. faculty@myschool.org), you can use that group email address to apply the sharing settings to all within that group. For more information, review all calendar sharing options.

Sharing resources with users on the domain won't jeopardize the confidentiality of meetings. If a user's calendar is set to private by default, then any meeting that they schedule on a resource (such as a conference room) will not reveal their attendance to the rest of the domain. In addition, any user can mark an event as 'Private' by checking the box in the event details page.

Schedule a school resource

Once your school Apps domain administrator has added a resource to your school Apps account, you can start scheduling resources in your school Apps Calendar.

To add a resource to an event, follow these steps:

  1. Create or view a calendar event and go to the event details page. Review how to create a calendar event »
  1. Above the 'Where' section, click the Find a time tab. This bring up a scheduling box.
  2. The Find a Time box will appear. You can select a resource you would like to add, first click the Rooms, etc. link on the right and then click the Add button. The room or resource's email address is added to the Add Guest area along with the email addresses of the other invitees. Room and resource email addresses are long and not meant to be deciphered by scanning them quickly.

  3. The resource's 'calendar' will now appear next to yours and any of the other event attendees.
  4. Click Save.

The resource is now scheduled as part of your calendar entry. No one else can schedule the resource unless you release it.

Set available times for a school resource

To set specific availability hours for your resource, simply block off the time when it's not available by scheduling the resource for those hours.

For example, "Laptop Cart A" is available for school use every day between the hours of 8 am- 4 pm. To set the available hours for this resource, follow these steps:

  1. Select "Laptop Cart A" calendar.
  2. To block off the morning hours, create a daily recurring event titled "Closed" scheduled for 12:00 am - 8:00 am.
  3. To block off the evening hours, create a daily recurring event titled "Closed" scheduled for 4:00 pm - 12:00 am.
  4. Click Save.

These time ranges are now reserved and others will not be able to schedule events when your resource is not available. (Please keep in mind that you can only block time on your calendar when the resource calendar is set to "Auto-accept invitations that do not conflict.")

Cancel a school resource calendar

Once you have scheduled a resource for a specific time, no one else can schedule the resource during that time. If you no longer require the resource, you can either delete the calendar entry associated with the resource, or you can remove the resource as a guest.  This may come up if you had reserved a DVD Player to show a movie but then decided you were not going to show the movie and no longer needed the resource.

By completing either of the two methods below, the resource will be freed from your scheduling and others can schedule the resource during that time.

To delete the calendar entry, follow these steps:

  1. Click on the event in your calendar.
  2. Click the Delete link in the event bubble.

Now your event is deleted and will no longer appear on your calendar, the resource's calendar, and any of your invited guests' calendars.

To keep your calendar entry but remove the resource , follow these steps:

  1. Click on the event, then click Edit event details.
  2. In the event details page, look at the list of guests invited.
  3. To remove the resource, find the resource name in the guest list and simply click the 'X'.
  4. You can click the Restore link next to the resource name if you do not wish to remove them from the event.
  5. Click Save. Please note - you must save the event for the resource to be removed.

Now the resource will no longer have this calendar entry on it's schedule.