Getting Started Guide for Google Workspace

Setting up your first meeting rooms for Google Workspace

This guide sets up meeting room displays for Google Workspace in 5 steps:

1. Create a service user in Google Workspace.
2. Create a resource calendar for each meeting room.
3. Share each resource calendar with the service user.
4. Create the displays in Meeting Room 365.
5. Set up the tablet in the room.

Steps 1 to 3 happen in the Google Admin console. If another IT admin manages your Google Workspace, ask that person to do steps 1 to 3.

Step 1: Create a service user in Google Workspace

The service user is one Google Workspace account that reads and updates your room calendars for Meeting Room 365. Give it a clear name, for example calendars@yourdomain.com or mr365@yourdomain.com.

1. In the Google Admin console, add a new user.
2. Go to Admin roles.
3. Assign the Super Admin role to the service user.

For every screen of this step, follow Assigning Admin Rights to a Service Account in Google Workspace.

Step 2: Create a resource calendar for each meeting room

Each meeting room needs its own resource calendar. The resource calendar gives the room an email address. It accepts meeting invites for the room.

Google organizes every resource calendar by building. Create the building first, then the room.

1. In the Google Admin console, go to Directory, then Buildings and resources.
2. Add a building for each office.
3. Add a resource calendar for each meeting room. Select its building.

To do this step, you need the Super Admin role or the Buildings and resources administrator privilege. For every screen of this step, follow Adding a meeting room resource to Google Workspace. Google's own guide is Create buildings, features & Calendar resources.

Step 3: Share each resource calendar with the service user

Share each resource calendar with the service user. Give the service user the Make changes to events permission. Without this permission, the display cannot book the room, extend a meeting or end a meeting early.

For every screen of this step, follow Sharing Resource Calendars (Google Workspace) with your service user. Google's own guide is Share room and resource calendars.

Step 4: Create the displays in Meeting Room 365

1. Sign in to the Meeting Room 365 Admin Portal.
2. In the menu, select New Display, then Meeting Room.
3. Select Google Workspace.
4. Under Select a Service Account, select Add a New Service Account.
5. Enter the service user email address, then select Add a New Service Account.
6. Sign in to Google as the service user.
7. Select Autodiscover Displays. The portal lists your resource calendars.
8. Select Create Display for each meeting room.
9. Select Next. The portal shows a Display Key for each display.
10. Copy the Display Keys. You enter one Display Key on each tablet in step 5.

If a room is not in the list, the service user may not have access to its resource calendar. Check step 3 for that room. To add the room anyway, select Add Display Manually (Advanced), enter the resource calendar email address of the room, then select Create Display.

Step 5: Set up the tablet in the room

1. Install the Meeting Room 365 app on the tablet from the Apple App Store, Google Play or the Amazon Appstore.
2. Open the app and select Enter Display Key.
3. Enter your Display Key.

Hardware configuration

Each type of tablet has its own setup guide:

iPad / iOS Setup Guide

Android Tablet Setup Guide

Amazon Fire OS Tablet Setup Guide

If you are stuck, contact us from your admin portal. We can help you with setup, configuration and provisioning.