Use calendar resources and locations

In addition to users and groups, resources like projectors and microscopes, and locations like conference rooms and buildings, can also be part of the calendaring system. These resources and locations must be scheduled, but don’t keep their own calendars. They can accept event invitations, have scheduling constraints, and they exist as principal entities in Calendar service for users and groups to include in event invitations. Using the Server app, you can create a calendar for each resource and location in your organization.

Created locations and resources are reservable and can be set to accept event invitations automatically or through a delegate.

  1. Click Add add or Edit edit to add or change a location or resource.

  2. Enter the calendar type:

    • Location

    • Resource

  3. Enter a name for the location or resource.

  4. If it’s a location, specify an address.

    The address interacts with Apple Maps to provide a map location and pin for the address listed.

  5. Choose a delegate for the location or resource.

    Delegates are required if the location or resource is set to accept invitations with delegate approval. Delegates can also view and edit the resource or location calendar, even if they don’t approve invitations.

    The delegate must be an existing Calendar service user or group. Only one delegated user or group can be assigned to a calendar.

  6. Choose how the location or resource will accept event invitations and mark the event as Busy.

    Accept all invitations: Makes the calendar accept all invitations.

    Accept invitations if free: Makes the calendar accept invitations during free time periods, but do nothing if busy.

    Accept if free, decline if busy: Makes the calendar accept all invitations during free time periods, and also decline events during busy times.

    Require Delegate Approval: Holds event invitations until approved by the designated delegate. You must provide a delegate.

    Decline invitations if busy: Makes the calendar decline invitations during busy time periods, but do nothing if free.

    Decline all invitations: Makes the calendar decline all invitations.

    Accept Group: (optional) The group you designate here can use the resource or location automatically, bypassing the delegate requirement.

  7. Designate an automatic-accept group (optional).

    The group you designate here can use the resource or location automatically, bypassing the delegate requirement.