Allow non-Google users to book resources

Your organization's Google Workspace resources, such as meeting rooms or equipment, can be booked by people who don't use Google Calendar or have a Google Account. This feature lets external users (for example, people using Microsoft Outlook) "invite" your resources to their meetings, just as they invite other guests.

Configure booking permissions for non-Google users

You can configure which non-Google users are allowed to book your organization's resources.

A resource's calendar sharing settings determine which Google users can book a resource. You can manage external users' ability to book resources in the Google Admin console.

  1. In the Google Admin console, go to Menu and then Directory and then Buildings and resources and then Overview.

    Requires having the Buildings and resources administrator privilege.

  2. In the Resource management section, click Open.
  3. On the Resources page, click the resource that you want to configure. Or, to configure multiple resources at once, select the corresponding rows and click Edit.
  4. Click Booking permissions for non-Google users.
  5. (Optional) To remove permissions, check the box for one or more users or domains, and then click Remove.

  6. Click Add non-Google users and enter the email addresses or domain names for the external users that you want to allow to book the resource.

    Note: You can give permission to book a resource to specific external email addresses or to entire external domains. Subdomains are only recognized if they are an exact match.

  7. Click Add.

Using Calendar Interop, Microsoft Exchange users can search for Workspace resources by name and view their availability. For details, go to Allow Exchange users to book Workspace resources.

Book a resource as a non-Google user

Non-Google users can book a Workspace resource by adding it to an event's guest list in their own calendar system. If the user has permission to book, the resource confirms the booking by email. The user is notified by email if they don't have permission to book.

Administrators can find the resource email address in the Resource Management section of the Admin console. If you use Calendar Interop with Exchange, make sure it's configured and you have added mail contacts (using user-friendly names) for the Workspace resources in Exchange. Exchange users can then search by the user-friendly resource name and view a resource's availability before booking.

Tip: To confirm a room booking, make sure that the event organizer has received the email confirmation. The RSVP status for a resource in a guest's calendar might not show the current booking status.