Sync meeting rooms with Google Workspace

Connect deskbird with Google Workspace to sync meeting room availability and bookings between deskbird and your Google Calendar. Once connected, users can book rooms directly in deskbird while all bookings stay synchronized with your Google room calendars.

1. Prerequisites
2. Allow the deskbird app in Google Admin
3. Set up domain-wide delegation in Google Admin
4. Connect Google in deskbird
5. Import meeting rooms
6. Cross-tenant meeting room booking
7. FAQs

1. Prerequisites

• Admin rights: you need a Google Workspace Super Admin account.
• Use a browser: complete the setup in a web browser.
• Calendar provider is the source of truth: room bookings are ultimately accepted or declined by the room's resource calendar in Google. If Google rejects a booking, it will be removed from deskbird.

2. Allow the deskbird app in Google Admin

If your organization restricts third-party access to Google services, Google blocks the deskbird sign-in before it can request any calendar data. To prevent this, add the deskbird OAuth client in App access control and mark it as Trusted.

1. Open the Google Admin console and go to Security > Access and data control > API controls. You can also use this direct link: https://admin.google.com/ac/owl/list?tab=configuredApps
2. Under App access control, click Manage Third-Party App Access.
3. In the Configured apps list, click Configure new app.
4. Select OAuth App Name Or Client ID.
5. Paste the deskbird OAuth client ID and click Search:

929555102891-2emfk9l7f3v6kafmlbo4k88ipj276r4r.apps.googleusercontent.com

6. Point to the deskbird app in the results and click Select.
7. Check the box for the deskbird client ID and click Select.
8. Define the scope of the configuration: apply it to your whole organization, or to the specific organizational units whose users will use deskbird.
9. Select Trusted and click Configure.

After the setup, deskbird appears in the Configured apps list with the type Web, the client ID shown above, and the access scope you selected.

💡 Google offers three access levels. Trusted lets an app request any Google service, including restricted ones. Limited allows only unrestricted services, and Blocked denies access entirely. deskbird requires Trusted because the room sync uses restricted Calendar and Directory scopes.

⚠️ Important: the client ID used here is not the same as the one used for domain-wide delegation in the next section. Both steps are required and each uses its own ID.

💡 Configuring the app requires the Service Settings admin privilege, which is included in the Super Admin role. The Accessed apps list updates 24–48 hours after a token is granted or revoked, so recent changes may not be visible there immediately.

3. Set up domain-wide delegation in Google Admin

1. Open the Google Admin console (Super Admin required).
2. Go to Security > Access and data control > API controls.
3. Under Domain wide delegation, click Manage Domain Wide Delegation.
4. Click Add new.
5. Enter Client ID: 108092835268664080778
6. In OAuth Scopes, add the following scopes and click Authorize:

https://www.googleapis.com/auth/admin.directory.resource.calendar.readonly
https://www.googleapis.com/auth/admin.directory.user.readonly
https://www.googleapis.com/auth/userinfo.email
https://www.googleapis.com/auth/calendar.events

4. Connect Google in deskbird

1. Go to Admin > Integrations.
2. Click Connect (or Update sync if you already have a connection).
3. Select Google.
4. Sign in with your Google admin account.
5. Consent to all requested permissions and follow the on-screen steps.

5. Import meeting rooms

After connecting Google Workspace, you can import your rooms into deskbird:

1. Go to Admin > Floors & Spaces.
2. Click + Add area and select Meeting room.
3. Choose Import room from Microsoft or Google.
4. Select rooms from your connected tenant and import them.

⚠️ Important: for rooms to appear in the import list, they must be set up as a resource in Google Workspace and use the category CONFERENCE_ROOM.

💡 Once rooms are imported, you can create conference links when booking meeting rooms in deskbird (depending on your provider setup).

💡 Search respects the room name exactly (including spelling and punctuation). Enter the room name as shown in the provider directory.

6. Cross-tenant meeting room booking

In a multi-tenant Google environment, security policies often prevent users in one tenant from booking resources (like meeting rooms) directly in another tenant. deskbird solves this by providing a unified booking layer that works across all your tenants.

💡 Multi-tenancy is available with the Rooms Plus plan. You can add multiple Google and Microsoft tenants. To add another tenant, go to Admin > Integrations, open your existing sync, and click Update sync.

How it works

• Unified visibility: all users, regardless of their native tenant, can see the real-time availability of every meeting room across the entire organization.
• Fallback booking logic: if a user doesn't have direct permission to book a specific room, deskbird uses a fallback mechanism. It utilizes the admin_email linked to that specific calendar resource to facilitate the booking.
• Transparent to users: bookings are processed instantly on the backend. Users simply select a room and confirm — deskbird manages cross-tenant calendar synchronization transparently.

Key benefits

• No complex trusts: eliminates the need for complex cross-domain configurations or guest account management for every user.
• Single source of truth: prevents double-bookings by ensuring all tenants are reading from the same live calendar data.
• No IT intervention required: users can book rooms across any connected tenant without needing IT involvement.

7. FAQs