Requesting Group and Resource Calendars
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Department administrators may request Group and Resource calendars by submitting a HelpSU request at http://helpsu.stanford.edu. Please review the naming guidelines below before making your request. You may also indicate who will be the designate for the calendar and who should be able to view and invite the calendar.
Tips for using Group and Resource calendars
What is the difference between Group and Resource calendars?
The main difference is that Group calendars allow conflicting entries (meetings) and Resource calendars do not allow conflicting entries. For this reason, we generally recommend that you use Group calendars to track things like leave, work schedules and project schedules; and use Resource calendars to track physical things like conference rooms, projectors, carts, and equipment.
How should people use group calendars?
Group calendars are usually calendars shared by a group of people. Users can add events to group calendars by inviting the group calendars to their daily notes/events or meeting as an attendee
To "invite" a group calendar:
- in the "New Meeting" window, click the magnify glass icon in the center right of the page.
- in the "Directory Search" window, click on the "Resources" tab
- choose "Search by Resources" radio button
- enter resource name or the first few letters of the resource name and click "Search" button
- a list of matching resource(s) will show up in the area below.
- select the particular resource and click ">> Add", then "OK".
OR...
- in the "New Meeting" window, enter "R:" followed by the resource name or the first few letters of the resource name in the "Add:" text field.
- click the green check-mark button
How should people reserve resources?
Resources can be reserved by inviting the resource(s) to the meeting as an attendee. Only admins have designate rights to coordinate meetings for other people.
To "invite" a resource calendar:
- in the "New Meeting" window, click the magnify glass icon in the center right of the page.
- in the "Directory Search" window, click on the "Resources" tab
- choose "Search by Resources" radio button
- enter resource name or the first few letters of the resource name and click "Search" button
- a list of matching resource(s) will show up in the area below.
- select the particular resource and click ">> Add", then "OK".
OR...
- in the "New Meeting" window, enter "R:" followed by the resource name or the first few letters of the resource name in the "Add:" text field.
- click the green check-mark button
Naming Conventions for Resource calendars
Syntax: (up to 32 characters)
<resource-type> <dept-name> <resource-name>
examples:
- CR ITSS Polya 152
- CLR Law Boyd rm. 90
- Cart ITSS Bambi ATC Acorn
- Proj ITSS
- Godzilla
where:
resource-type:
- AUD - auditoriums
- CR - conference rooms
- CLR - classrooms
- LAB - labs
- SR - study rooms
- Bike - bicycles
- Cart - carts
- Car - cars
- Comp - computers and laptops
- Patio - small outdoor space next to a building
- Plaza - large outdoor space
- Phone - conference phones or sound stations
- Proj - projectors
- Pass - for parking permits and other pass-like things
- AV - TV and Videos
- Equip - for other misc equipment such as TVs and microscopes
dept-name: (up to 5 letters)
- ITS
- CHEM
- PSYCH
- MUSIC
- HS
name:
- Turing Auditorium
- Polya 152
- Acacia conference rm.
Naming Conventions for Group Calendars
Syntax: (up to 32 characters)
<calendar-type> <dept-name> <group-name>
examples:
- Leave ITSS TSS
- Schedule Haas Front-Desk
- Calendar CCSRE Events
where:
calendar-type:
- Calendar - group meeting and event calendars
- Leave - group leave and vacation calendars
- Schedule - for groups that need to keep a group work schedule for on-call purposes, or a project calendar
dept-name + group-name: (dept-name up to 5 letters)
- ITS TSS
- Haas
- Front-Desk
- CCSRE Events
