This feature enables your Google Workspace users to book rooms and other resources directly through the Google Calendar application, with reservations instantly reflected on the connected tablets. You can also invite additional users directly from Roomzilla to conveniently share your Google Resources with business partners, guests, or temporary collaborators.

To help you get started, we’ve also prepared a short video guide that walks you through the setup process step-by-step.

Follow the steps below — or watch the video — 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

5. Make sure the resource calendar settings are configured correctly. Go to your Calendar [3], select the resource calendar [4], and then click Settings and sharing [5]:

• For Auto-accept invitations, set it to Auto-accept invitations that do not conflict [E].

Step 2:

Enabling integration with Google Workspace in Roomzilla

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.