How to enable intelligent room suggestions on Google Calendar

In March, Google announced a new feature on Calendar that intelligently suggests meeting rooms based on the locations of the guests. Now, the Mountain View company has released this new feature along with new and easier ways to update the main work locations for users.

In order for Calendar to automatically suggests meeting rooms, it will need the work location information for each user. As an admin, you can add main work location information for all users. Main work locations are the office/building location where the user spends most of their time or has their main desk or team. For users without a primary office building, the work location can be set to “Working remotely.” If you know the work locations of all your users, you can update this information via GCDS or the Directory API. If you don’t have users’ locations, you can instead let employees set their own location. Simply go to the Admin console and click Apps > G Suite > Settings for Directory > Profile editing and select “Work location.”

Once the user locations are set, Calendar will try to infer users’ locations. Based on previous room booking activity, Calendar can infer the user’s building and floor and set it automatically. It can also detect changes in room booking behaviour and infer when the work location has changed (i.e. the office has moved) and suggest that the user update their location.

For more information on automatic room suggestions, check out the Help Center.