How to book a meeting room in Google Calendar

Let’s be honest—figuring out how to book a meeting room in Google Calendar can be a bit tricky if you’re not familiar with the steps. Since this feature isn’t always front and center, we’ve put together a quick guide to help you secure the perfect meeting space without the hassle.

Here’s how to book a meeting room in Google Calendar:

  • Click the “Create” button in Google Calendar
  • Fill out your meeting information (title, description, attendees)
  • Set the meeting time – this is crucial as it determines which rooms are available
  • Click on “Add rooms” to select from your available meeting spaces

The calendar will automatically show you which rooms are free during your selected time slot, making it easy to find the perfect space for your meeting.

How to book a room in Google Calendar - Joan Workplace

How to check room availability in Google Calendar

Need to find a suitable room? Here’s how to check room availability in Google Calendar:

  1. Start creating a new event
  2. Navigate to the bottom of the pop-up and click on “Browse All rooms & resources”

You’ll see:

  • Your frequently used rooms for quick selection
  • All rooms available for your selected time slot
  • Unavailable rooms clearly marked

You will also see additional details like room capacity and location. This makes it easy to find the perfect space for your meeting size and preferred location.

How to check room availability in Google Calendar - Joan Workplace

Easy meeting room booking with Joan

Ever wished booking a meeting room was as simple as checking your calendar? Well, with Joan it is. Managing meeting spaces often feels like juggling – switching between apps, checking room availability, coordinating with team members – all while trying to stay focused on your actual work.

With Joan’s Google Calendar integration, we’ve transformed this juggling act into a single, smooth motion. Everything happens right where you’re already working – in your Google Calendar. No more app-switching, no additional software to install, no complicated systems to learn.

If you’ve been wondering how to book a meeting room in Google Calendar, Joan makes it effortless with direct integration, giving you easy meeting room booking right at your fingertips.

How to integrate Joan with Google Calendar

Before you can start booking rooms, you’ll need to make sure Joan is properly connected with your Google Calendar. Don’t worry – this is a one-time setup that your IT team can handle quickly.

The integration process consists of four main steps:

  1. Preparing your Google Workspace calendar – this includes setting up proper admin rights and enabling necessary API access
  2. Connecting Joan to your Google Workspace calendar through a secure authentication process
  3. Importing your meeting room list to make all your spaces bookable
  4. Setting up the Wi-Fi connection for your Joan devices

We’ve prepared comprehensive, step-by-step instructions on how to prepare your Google Workspace and connect it with Joan. Once this initial configuration is complete, there’s nothing more for your team members to do – they can start booking rooms right away using their familiar Google Calendar interface.

How to onboard your colleagues

Here’s the best part: there’s absolutely no onboarding needed! Your colleagues don’t need to download anything, sync any calendars, or learn any new systems. They can simply open their Google Calendar – which they’re already using – and start booking rooms immediately. It’s that simple!

Why choose Joan’s Google Calendar integration?

When selecting a conference room booking solution, certain features are essential for smooth operations. Joan’s meeting room solution not only meets these requirements but exceeds them in every way:

  • User-friendly interface: Joan shines with its intuitive design, making room booking a breeze. Your team can quickly check availability, select rooms, and confirm reservations directly through Google Calendar’s familiar interface, or Joan app. This straightforward approach minimizes errors and eliminates any learning curve.
  • Seamless integration: Joan doesn’t just work alongside Google Calendar – it becomes a natural part of it. This deep integration means your team can continue using their preferred calendar platform without disruption to their existing workflow.
  • Real-time functionality: Stay up-to-date with instant synchronization across all devices. When a room gets booked or a meeting is canceled, everyone sees the changes immediately. This real-time update system ensures your team always has accurate information about room availability, preventing double bookings and scheduling conflicts.
  • Mobile-first approach: Modern work requires flexibility. With Joan, you can manage room bookings from anywhere using your mobile device.

Experience the power of Joan’s Google Calendar integration firsthand and discover why leading companies trust Joan to optimize their meeting spaces. Click here to find out more.