Definition

The "List Calendar Resources" action retrieves a comprehensive list of all calendar resources associated with an account in Google Directory. These resources include conference rooms, shared workspaces, and other bookable locations within an organization. With this action, administrators can view details such as capacity, location, type, and resource availability, making it easier to manage scheduling and reservations across the organization. This action supports sorting by different attributes like Resource Name, Capacity, Building ID, and Floor Name, helping organizations organize and optimize resource management effectively.

Example Use Cases

1. Managing Office Meeting Rooms
   Retrieve a list of available conference rooms in different office locations to help employees book meeting spaces efficiently.

2. Optimizing Workspace Utilization
   Identify underutilized calendar resources by listing all shared workspaces and their capacities to improve office space planning.

3. Automating Scheduling Systems
   Integrate with a scheduling tool to automatically fetch available resources and allow users to book rooms based on real-time availability.

4. Auditing Calendar Resources
   Generate reports on all calendar resources with details like building, floor, and capacity to ensure all spaces are correctly categorized and updated.

5. Migrating or Restructuring Office Spaces
   Retrieve and update resource details when moving offices, rebranding rooms, or restructuring workspace allocations within an organization.

Inputs

1. Connection
   The authentication connection required to access Google Directory and retrieve calendar resource data.

2. Order By (Optional)
   Defines how the calendar resources should be sorted in the retrieved list. You can choose one or more of the following fields to sort the results:

   • Building ID – Orders resources based on their assigned building.
   • Capacity – Sorts by the number of seats or people a resource can accommodate.
   • Floor Name – Orders based on the floor where the resource is located.
   • Resource ID – Arranges by the unique identifier assigned to the resource.
   • Resource Name – Sorts alphabetically by resource name (e.g., "Conference Room A"). Ascending/Descending – Defines whether the sorting is in increasing or decreasing order.

   Default Behavior: If no sorting option is specified, the results are sorted in ascending order by default.

Outputs

The action returns a list of calendar resources with the following details:

1. Calendar Resources (List of resources retrieved from Google Directory)

   • Resource ID – The unique identifier assigned to each calendar resource.
   • Calendar ID (Resource Email) – The email address associated with the calendar resource, automatically generated when the resource is created.
   • Resource Name – The name given to the calendar resource (e.g., "Conference Room A").
   • Resource Type – The type of resource, typically for non-room resources (e.g., "Projector" or "Car").
   • Resource Category – Indicates whether the resource is a Conference Room or Other. Older data may show as CATEGORY_UNKNOWN.
   • Generated Resource Name – A system-generated name that includes metadata such as building name, floor, capacity, etc. (e.g., "NYC-2-Training Room 1A (16)").
   • User Visible Description – A brief description of the resource, visible to users and administrators.
   • Capacity – The number of people the resource can accommodate (for room-based resources).
   • Floor Name – The name of the floor where the resource is located.
   • Building ID – The unique identifier of the building where the resource is situated.
   • Floor Section – The specific section on a floor where the resource is located.
   • Feature Instances – A list of special features available for the resource (e.g., "Whiteboard," "Video Conferencing").

Example of Using

Scenario: Conference Room Management for a Regional Office

You are the IT administrator for a regional office that has several conference rooms, training rooms, and meeting spaces. Employees often struggle to find available rooms that match their specific needs (e.g., capacity, location). To streamline the process, you want to pull a list of all calendar resources in the office, including details such as room capacity, floor location, and availability, and then organize them for easier booking.

Steps:

1. Select Connection:
   Authenticate your Google Directory connection to retrieve resource data.

2. Define Input Parameters:

   • Order By:
     You choose to order the resources by Capacity so that the largest rooms appear first, which is particularly useful for large team meetings.
   • Domain:
     Filter results to include only resources in your regional office domain (e.g., "office.example.com").

3. Run the Flow:
   Once you input the required parameters, trigger the flow to retrieve the data.

4. Review Outputs:
   The action returns a list of all conference and meeting rooms with the following details:

   • Resource Name: E.g., "Meeting Room 3B"
   • Capacity: E.g., "12 seats"
   • Building and Floor: E.g., "Building A, 3rd floor"
   • Resource Category: E.g., "Conference Room"
   • Resource Email: E.g., "[email protected]" (used for booking)

5. Use the Data:
   You can now organize this list and share it with employees, either through an internal resource booking system or an automated scheduling tool. This ensures that employees can easily view available rooms based on their needs.

Outcome:

By using the "List Calendar Resources" action, the regional office can now efficiently manage meeting room bookings, with employees easily finding suitable spaces for their events, based on room capacity, location, and availability.