Google Workspace: Meeting Rooms

ashby can sync your google workspace meeting rooms so they appear as bookable locations when scheduling interviews this article explains how meeting room syncing works, how event detail visibility is controlled, and how to configure your setup to match your organization's security requirements prerequisites the google workspace integration must be active in your ashby account the primary google workspace admin configured in ashby must have the admin directory resource calendar readonly scope and admin console > directory > buildings and resources (read) permission in google how meeting room syncing works ashby uses the primary google workspace admin's credentials to discover available meeting rooms and populate the room dropdown when scheduling interviews reading the events on a room calendar is handled separately from listing the rooms themselves for event reads, ashby uses the oauth token of an ashby user who has access to that room calendar by default, this is the primary google workspace admin if that user does not have access to a particular room calendar, ashby falls back to other ashby users who do if you would like to designate a single specific user to authorize all meeting room event syncing, contact ashby support mailto\ support\@ashbyhq com meeting room event detail visibility by default, when ashby cannot read a meeting room calendar's access control list (acl), it displays free/busy availability in the ashby scheduling interface rather than full event details there are two supported visibility patterns depending on your organization's security requirements pattern a domain wide visibility set to "see all event details" this is the default setup for most organizations no special configuration is needed in ashby room event details are visible to all users in your domain, and ashby displays them in full in the scheduling interface pattern b domain wide visibility set to "free/busy only" if your organization's security policy requires that room event details remain hidden from most users, a restricted configuration is available contact ashby support mailto\ support\@ashbyhq com to discuss your requirements faqs why aren't my meeting rooms appearing in ashby? confirm that the primary google workspace admin on the integration page has the admin directory resource calendar readonly scope and read access to buildings and resources in the google admin console if the admin's scope has changed, room discovery stops updating in ashby why did a meeting room stop syncing? work through the following checks confirm the primary google workspace admin still exists and has valid oauth in ashby confirm that admin still has the admin directory resource calendar readonly scope if you are using individual oauth rather than domain wide delegation (dwd), confirm that at least one active ashby user with access to the room calendar has completed google oauth in ashby with the calendar scope if the room is still not syncing after these checks, contact ashby support mailto\ support\@ashbyhq com can interviewers book a meeting room they don't have permission to use in google? no whether a user can book a meeting room is determined by their own google calendar permissions, not by the ashby integration each user who schedules interviews must have permission in google to create events on any meeting room they are expected to use ashby does not grant or proxy this access why am i seeing free/busy information instead of full event details for a meeting room? this happens when ashby cannot read the room calendar's acl ashby falls back to free/busy visibility in the scheduling interface rather than showing full event details if your organization requires full event detail visibility, confirm that the user authorizing the room calendar sync has at least reader level access to that room calendar in google if your organization intentionally restricts event details and needs a different configuration, contact ashby support mailto\ support\@ashbyhq com