In the same way you have a personal calendar, Resource Calendars have been created for meeting rooms, labs, patio spaces, auditoriums, bikes, carts, cars, and more. You can reserve these resources just as you would invite attendees to a meeting.
Many departments have a resource calendar set up for a resource in their area. Stanford Resource Calendars are defined in the Stanford Email & Calendar as:
Locations (such as conference rooms, labs, and patio areas)
Non-locations (such as bikes, carts, cars, and projectors)
To simplify things for the purposes of this documentation, we're referring to both rooms and equipment as "resources." You can search for then using the Find Locations and Find Resources functions while setting up an appointment in Stanford Calendar. (See Create a Meeting for detailed instructions.) The search results will also pull up the contact information for the manager of that resource.
However, if you want to access the entire calendar for a particular resource, there is a special application that has been designed to help you locate the calendar.
Locating resource calendars and resource managers using the Find-A-Resource Zimlet
- In the Overview pane, scroll down to Zimlets.
- Click Find-a-Resource.
- In the Find a location or resource calendar dialog box, enter a keyword for that resource (for example, MSOB, H&S, ITS, or Clark).
- In the Select resources to add box, select the resource calendar you want, then click OK.
- If the calendar is available for viewing, the Resource add results
box displays the message: “<your resource name> has been
successfully added.” It will be mounted to your list of calendars and
activated by default.
If the Resource Calendar is restricted, the Resource add results box displays: “failed to add!” The contact information of the Resource Manager is listed in the Resource add results box.
Understanding resource calendar rights
In Stanford Calendar, there are two sets of rights for calendars. These rights are defined by the permissions that have been set for the resource calendar. The permissions are set centrally by IT Services.
- Access Rights. A resource calendar is “shared” to you by the resource manager. See Sharing Your Calendar for detailed instructions. If the calendar is shared to you, depending on the role you are granted, you may be able to View, Edit, Add, Remove, Accept, or Decline appointments.
- Invite (Scheduling) Rights. By default, invite rights, which are centrally controlled, are not restricted for resources. If requested, the calendar can be restricted to specific SUNet IDs. If your SUNet ID is granted invite rights, you can successfully “invite” the calendar to a meeting/appointment. A resource calendar that is available for anyone to invite has the Permissions option Allow only internal users to invite me to meetings selected.
If you do not have invite rights to a resource, the system will still allow you to add it to your meeting. However, the invitation will result in a “Decline” email message back to you after you save the appointment. The resource will not be reserved for your appointment.
Note: The permissions to resource calendars are centrally controlled. The Resource Manager does not have access to change them. To modify the permissions, you must submit a HelpSU ticket or request that the resource manager submit the change request.
Scheduling an event
If you have invite rights, you can schedule an appointment on a calendar by inviting it to the appointment as a resource. For example, to schedule vacation time on the DDD Leave calendar, create an appointment as usual, select Resource in the scheduler and enter the email address of the calendar.
Note: At this time, the Resource Calendar permissions do not allow changes to the Public/Private setting of a resource calendar appointment. Therefore, all appointments default to Public and cannot be changed to Private.