We are working on migrating our Facilities Calendar and electronic reservations system out of the legacy eReservations system at the employee hub to Google Calendar. This new system has a number of advantages over the old system:

• Higher security thanks to retirement of insecure legacy software and hosting provided by Google.
• People scheduling events and reviewing events can receive email notifications about their events whenever times and locations change.
• The calendar provides an easy way for guests to indicate whether or not they can attend.
• People scheduling events can use the Find a time tool to easily see when a busy room is available.

To reserve a room in Google Calendar, you only need to add the room to the event in Google Calendar when you create it.

1. Start at your Google Calendar.
2. Click CREATE.
3. Give your event a descriptive title.
4. Select the time of the event using the fields below the title.
5. On the right side of the page, add the email addresses of your guests.
6. On the right side, click on Rooms, etc..
7. Find the room(s) you would like to use in the event and click Add. You can add multiple rooms if you need them.
   1. If the room you would like does not appear, it may not be available for the time slot you have selected. You have two options, you can attempt to schedule the event anyways and hope the event reviewer gives your event priority, or you can reschedule your event.
      1. To schedule your event anyways:
         1. Uncheck Show only available at the top of the location list.
         2. Find your room and click Add.
      2. To reschedule your event:
         1. Uncheck Show only available at the top of the location list.
         2. Find your room and click Add.
         3. Click the Find a time tab. You will be able to see what time(s) the location you've added is booked.
         4. Drag the highlighted box to a time slot that the room is available and is acceptable for you and your guests.
   2. Once you have the location selected, on the event details tab fill out the event description. Please be detailed enough so that your guests and the person reviewing the event(s) knows how the room will be used.
   3. Optionally add an attachment to the event and set reminders.
   4. Click SAVE to save the event and attempt to reserve the location.
   5. When the event reviewer accepts or declines your event, you will receive an email stating so.
      1. Do not consider your event to be scheduled in that location until you have received an email indicating the event has been accepted. The email will show as from the location (such as Blackbox, or Back Field.
      2. If your event was declined, the event reviewer should reply with an email indicating why the event was declined.

You can change events tied to room reservations as you normally would, but be aware that until your changes are approved you cannot assume the room will be available.

1. Start viewing your calendars.
2. Find the event you wish to modify.
3. Click the event's name.
4. While viewing the event, make your changes (such as times, guest list, or room) and click SAVE.
   1. You can change the room your event is in by clicking Rooms, etc. on the right side. If you uncheck the Show only available option, you'll see an option to remove the room you've already booked.

Should the need arise, you can easily email all of the guests invited to an event. You can even email guests based on their response to your event invitation.

1. Start viewing your calendars.
2. Find the event you wish to email the guests of.
3. Click the event's name.
4. On the right side of the page above the guest list, click Email Guests.
5. Next to To: check the boxes applying to the guests you wish to email.
   1. You have the option to email guests based on how they responded to the event invitation.
6. Type your subject and message, when you are done, click Send.

You may view all events on the Facilities calendar online.

In order to efficiently manage the event calendars, it is advisable to configure your calendar settings so that you can receive email notifications whenever someone schedules an event. When you receive an email notification you can approve or decline the event without leaving your email.

You may view all events on the Facilities calendar online.