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. Set up domain-wide delegation in Google Admin
3. Connect Google in deskbird
4. Import meeting rooms
5. Cross-tenant meeting room booking
6. 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. 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

3. 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.

4. 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.

5. 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.
• Seamless experience: to the end user, the process is instant and invisible. They simply select a room and book it — deskbird ensures the calendar invite is accepted and synchronized correctly on the backend.

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.
• User autonomy: empowers employees to find and book space wherever they are working that day, without IT intervention.

6. FAQs