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Getting Started Guide for G Suite

Getting Started Guide for Google Workspace

Setting up your first meeting rooms for Google Workspace

In this article, we'll cover the entire process for setting up Meeting Room displays for Google Workspace. The first half of this process occurs in the Google Workspace Admin Console. So, if you rely on another IT administrator to manage your Google Workspace tenant, you'll want to include that person for steps 1-3.

Project Outline:

Create a Google Workspace Service User Account in the Google Workspace Admin Console
Create Resource Calendar(s) in the Google Workspace Admin Console
Share Calendars with your Service User
Set up Meeting Rooms in Meeting Room 365
Set up hardware in your office

Step One: Create a Service User in the Google Workspace Admin Console

The first step is to create a Google Workspace service user, which can read your resource calendar data on behalf of Meeting Room 365 (i.e. [email protected] or [email protected] , etc.).

This user will need to be (at minimum) a limited admin, usually a Service Admin.

This process takes place in the Google Workspace Admin Console, and a detailed guide can be found here.

Step Two: Create Resource Calendars in the Google Workspace Admin Console

Each meeting room in your space will need to be assigned a Resource Calendar in the Google Workspace Admin Console. This gives it a unique email address (although it's not very user friendly), which will accept and manage meeting invites on behalf of your room.

A couple of things to note, is that each room will need to be organized by building and location.

A detailed, step-by-step guide can be found here.

Step Three: Share Calendars with your Service User (Google Workspace Admin Console)

Next, you'll need to share the calendars with your service user (done from each resource calendar).

We have updated our guide with detailed sharing instructions, here: Sharing Resource Calendars (Google Workspace) with your service user

This will give your Google Workspace account write permissions for the Resource Calendar, which facilitates the instant reservation, extend meeting, and end early features.

Step Four: Set up Meeting Rooms in Meeting Room 365

There is a wizard which can be accessed from the Meeting Room 365 Admin Portal, to provision a new Meeting Room display for Google Workspace.

Click the Red Plus in the bottom left corner of the admin portal, and select Google Workspace.

Next, you will be guided through the process of setting up a resource calendar (if you haven't already), sign into Google Workspace (with your Service User credentials), and finally given a Display Key, which you can use to set up your tablet display.

Step Five: Set up Hardware

The final step is to download the Meeting Room 365 app from the app store of choice for your display (iTunes, Google Play, or the Amazon App Store).

When prompted, select Enter Display Key, and enter your display key.

Tip: You can use spaces and arbitrary capitalization to make entering the key easier, especially on devices with auto-correct turned on. Meeting Room 365 will strip these details out automatically.

Hardware Configuration

You may wish to see a device specific guide for more details on hardware configuration.
They are listed below:

iPad / iOS Setup Guide
Android Tablet Setup Guide
Amazon Fire OS Tablet Setup Guide

That’s it! If you’re stuck, you can always contact us from your admin portal, and we can help you out with setup, configuration, and provisioning.

Updated on: 01/09/2022

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