Google Workspace integration setup
Integrating Roomzilla with Google Workspace account
This feature enables your Google Workspace users to book rooms and other resources via the Google Calendar application, instantly reflecting the reservations on the connected tablets. Invite additional users directly from Roomzilla to conveniently share your Google Resources with business partners, guests, or others.
Follow the below steps to prepare your organization’s Google Workspace account and enable real-time synchronization of Users, Resources, and Reservations with Roomzilla.
Step 1:
Setting up your Google Workspace account for integration
- Login to your Google Admin Panel with your admin account.
- Go to “Directory”, then “Buildings and resources”, then “Manage resources” [1].
- Here you will see the list of existing resources as well as the option to add [2]
4. Fill in the required fields for your resources.
Note: During the integration process, Roomzilla fetches resource information from Google, and certain details become uneditable within Roomzilla. This includes: category (resource type in Roomzilla) [A], resource name [C], floor [B], and capacity [D].
Note: For newly created Google Workspaces, it may take up to 48 hours for the resource calendars to become available. Please make sure your resource calendars are accessible before enabling the integration.
Now you have finished setting up your Google account for our Integration, head back to your Roomzilla page to finish up.
Step 2:
Enabling integration with Google Workspace in Roomzilla
1. Select integration
Start off by heading to the admin section of your Roomzilla page, where you will find the “Integrations” tab [1]. Select the “Integrate Roomzilla with Google Workspace” option [2].
2. Verify integration
After choosing the integration, you’ll be redirected to the Google Workspace login page. Here, please authenticate by logging in with an admin account that possesses the required permissions within your company’s Google Workspace. Use the Super Admin account or create a custom admin role.
For more details about the required permissions, visit this link.
Note: While integrating, Roomzilla receives a token for a few specific permissions [*] rather than obtaining full super admin access.
Check all boxes [*] and hit “continue“.
3. Automatic import
Upon authentication, Roomzilla will automatically import your company’s ‘meeting spaces’ from Google Workspace into our system as rooms [3], along with future reservations [4, 5]. Resources in the ‘Other resource’ category will be imported as resources of type ‘Equipment’ into Roomzilla. Additionally, all users within your Google Workspace will be automatically added to Roomzilla. You can revoke access to your Roomzilla platform for particular users through the ‘Users’ tab [6].
Note: We recommend removing [7] any redundant resources from Roomzilla before activating the integration to prevent duplicates. In the event of a naming conflict during integration, the suffix “_duplicate“ is appended to the existing Resource name in Roomzilla [8].
Note: Reservations and users’ details changes are synchronized in real-time. Changes made to the ‘meeting spaces’ in Google may take up to 10 minutes to be reflected in Roomzilla.
4. Tablet setup
Connect your tablets to Roomzilla [9]. This step is vital to enable easy check-ins and impromptu meetings. You can find instructions on pairing Room Displays in our Knowledge Base section for Admins.
5. [optional] Invite additional users and add resource details
Navigate to the “Users” tab [6], where you can add users outside your integrated Google organization to share your resources’ schedules with them. See this article for more details.
Head to the “Resources” tab [10] in order to add additional details to your resources [11]. Here, you can include information such as group categorization, amenities, photos, and a detailed description of each resource. These details will be accessible to users within the Roomzilla web app.
6. Start Exploring
Once everything is set up, simply start using Roomzilla!
Users from your Google Workspace domain can reserve rooms directly from their Google Calendar app by filling in the “room” field. In addition, they have the capability to access the Roomzilla web app using Google SSO.
Users with different email addresses must first confirm their account by following a link from the invitation email and setting up a password. Then they can use the email and password option or Google/Microsoft SSO if applicable.
Finally, anyone on-site can start a ‘Local Reservation’ via connected tablets.
