Google Calendar – Integration and Mapping to Zoapi Scheduler

Google Calendar – Integration and Mapping to Zoapi Scheduler

Integration and mapping of room calendar resources to your Zoapi Scheduler is a mandatory step to enable its full functionality. Once successfully integrated, the Scheduler will provide the following features:

• Display upcoming meetings and the complete room calendar.
• Show room status (Available/Busy) in real-time.
• Enable on-the-spot room booking.
• Support auto-cancellation of unused bookings and early check-out options.
• And many other productivity-enhancing features on the Zoapi Scheduler.

This article provides a step-by-step guide to integrating and mapping Zoapi Scheduler with Google Calendar room resources.

Zoapi supports integration with both user calendars and room resource calendars:

• User Calendar – Suitable for personal setups, such as private offices or individual workspaces. In this case, you can integrate it with any user account without resource calendar and delegate access.
• Room Resource Calendar – Recommended for shared spaces like meeting rooms or classrooms

Integration and mapping are two distinct steps in the process:

• Integration: This step authorizes Zoapi to access and list all available room resources/user calendar with the necessary permissions for mapping. Ensure that the account used for integration has delegate permissions for the required room resources in case of room resource mapping. Integration is a one-time activity.
• Mapping: Mapping involves assigning each Zoapi Scheduler to its corresponding room resource. A single integration can be used to map multiple room resources to different Zoapi Schedulers.

If you haven’t added Zoapi Scheduler to your dashboard yet, please refer to the “Adding Scheduler to Dashboard” guide before starting the integration process.

If you haven’t created Google resource calendar or have not delegated resource calendar then check the guides Google Workspace – Create Resource Calendar by Super Admin and Google Workspace – Delegate Resource Calendar to a User account

If you are looking for integration and mapping of Zoapi Hub with Google calendar then check the guide Google Calendar – Integration and Mapping to Zoapi Hub

Here is the detailed video tutorial for the same :

1. Login to your Zoapi dashboard and go to the navigation bar on the left and click on “Integrations”.
   
2. Select google calendar from the list and click on “Proceed”.
   
   
3. Choose the additional features you’d like to enable and click “Proceed”.
   
4. Enter the integration name (for your reference) and click “Add”.
   
5. Select the Google account you want to integrate and give the necessary permissions. Select the user account for user calendar integration or account with delegate access for resource calendar integration.
   
   
6. On successful integration, you will see the below message.
   
7. Go to the navigation bar on the left and click on “Schedulers”.
   
8. Locate the desired Scheduler, click on the settings icon, and select “Calendar” tab.
   
9. Open the dropdown menu and choose the correct integration.
   
10. In the resource section, select the right room resource and click “Save”. Select the ‘Email ID’ to integrate user calendar.
    

    Your Zoapi Scheduler is now successfully mapped to the room resource. You should see the scheduled meetings displayed on the Zoapi Scheduler screen. If the meetings do not appear automatically, try performing a ‘Refresh’ or ‘Restart’ of the Scheduler to refresh the connection.

Note: Newly created room resource might take 24hr to automatically reflect the meetings on Zoapi Hub.

Frequently Asked Questions #

1. What is Google Calendar integration with Zoapi Scheduler?
   Google Calendar integration with Zoapi Scheduler allows users to sync their meeting room schedules with Zoapi Scheduler device.

2. Do I need admin access to integrate Google Calendar with Zoapi Hub?
   No, you can integrate Google Calendar if you have delegate access for the room resource with necessary permissions.

3. Can I integrate multiple calendars with Zoapi Scheduler?
   No, one Zoapi Scheduler is integrated to only one room calendar.

4. How long does it take for calendar updates to sync with Zoapi Scheduler?
   Changes made in Google Calendar typically sync with Zoapi Scheduler in real time or within a few minutes, depending on the setup. If the resource is newly created then it may take up to 24 hours

5. What happens if a meeting is canceled in Google Calendar?
   If a meeting is canceled in Google Calendar, the corresponding booking will be automatically removed from Zoapi Scheduler.

6. Why can’t I see my Google Calendar resources in Zoapi Scheduler?
   Ensure that the integration is configured correctly, the right permissions are granted, and the user account has access to the required calendar resources.

7. Can I use single integration to map to different Zoapi Schedulers to different room resource?
   Yes, you can use single integration for mapping multiple Zoapi Schedulers as long as you have delegate access to all the room resources

8. Can I integrate one google room resource to multiple Zoapi Schedulers?
   Yes, you can integrate one room resource to different Zoapi Hubs and Schedulers

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