Understanding Resource Calendars
Resource Calendars are centrally-managed calendars that allow you to view or reserve conference rooms, labs, patio spaces, auditoriums, bikes, carts, cars, and more. Many departments have a resource calendar set up for a resource in their area. Stanford Resource Calendars are defined in the Stanford Email and Calendar as:
- Locations (conference rooms, labs, patio areas, etc.)
- Non-locations (bikes, carts, cars, projectors, etc.).
In this document, locations and resource calendars will both be referred to as “Resource Calendars.”
Locating resource calendars and resource managers using the Find-A-Resource Zimlet
All resource calendars have a designated Resource Manager that can help schedule an appointment on a resource calendar. You can retrieve the name of that contact (or the email address) by using the Find a Resource Zimlet.
- In the Navigation Menu, scroll down to Zimlets.
- Click Find-a-Resource.
- In the Find a location or resource calendar dialog box, enter a resource description (e.g., MSOB, H&S, ITS, Clark, etc.).
- In the Select resources to add box, place a checkmark next to the resource calendar you want to mount on your calendar menu, then click OK.
- If the calendar is available for viewing, the Resource add results box will display the message: “<your resource name> has been successfully added.” It will be mounted to your list of calendars and activated by default.
If the Resource Calendar is restricted, the Resource add results box will display: “failed to add!” The contact information of the Resource Manager is listed in the Resource add results box.
Understanding Resource Calendar Rights
In Stanford Calendar there are two sets of rights for resource calendars. These rights are defined by the permissions that have been set for the resource calendar. The permissions are set centrally by IT Services.
- Access Rights. A resource calendar is “shared” to you by the resource manager. If the calendar is shared to you, depending on the role you are granted, you may be able to View, Edit, Add, Remove, Accept, or Decline appointments.
- Invite (Scheduling) Rights. By default, invite rights, which are centrally controlled, are not restricted for resources. If requested, the calendar can be restricted to specific SUNet IDs. If your SUNet ID is granted invite rights, you can successfully “invite” the calendar to a meeting/appointment. The invite rights would appear similar to the image below.
Note: The Permissions to resource calendars are centrally controlled. The Resource Manager does not have access to this panel. To find out or modify the permissions you must submit a HelpSU ticket or request that the resource manager submit the change request.
The Resource Calendar’s permissions with open invite rights
A Resource Calendar that is available for anyone to invite would appear like this:
With this setting, anyone can search for this resource calendar using the Find-A-Resource Zimlet and mount the calendar on their list. In addition, any person who finds this calendar can propose a meeting and invite this resource (reserve the room or the resource) to the meeting event.
Access Rights to a Resource Calendar
The Resource Manager can share a resource calendar with you and apply one of three roles. See Sharing Your Calendar for detailed instructions on sharing a calendar. The Resource Manager can grant:
- View access to a resource calendar. View access allows you to view events on the calendar.
- Manager access to a resource calendar. Manager access allows you to view, edit, add, remove, accept, or decline appointments on the resource calendar.
- Administrator access to a resource calendar. Administrator access allows you to view, edit, add, remove, accept, or decline appointments on the resource calendar. In addition, Administrator access allows you to share that calendar with others.
Note: If you do not have Invite Rights to a resource calendar, the system will still allow you to “invite” the resource calendar to your event when you add it as a Location or Resource in the Appointment Details dialog box. However, the invitation will result in a “Decline” email message back to you after you save the transaction and therefore the resource will not be reserved for your appointment.
Place an Event on a Resource Calendar
With Access Rights granted to a resource calendar, you can schedule an appointment on that calendar by launching the Appointment Details dialog box and choosing the resource calendar from the calendar menu. Complete the Appointment Details fields and then click Save.
Note: At this time, the Resource Calendar permissions do not allow changes to the Public/Private setting of a resource calendar appointment. Therefore, all appointments default to Public and cannot be changed to Private.
