Configuring Google G Suite for integration

The following configuration of Google G Suite is needed to let BrightBooking communicate with the calendars in Google G Suite.

We assume you have the following already in your possession:

  • Administrator access to the Google G Suite environment

The configuration manual goes through the following steps:

  • Create a service account in G Suite
  • Enable API access in G Suite
  • Create the room calendars in G Suite
  • Configure the room calendars in G Suite / Google Calendar

Create a service account in G Suite

To set up the G Suite integration a ‘service account’ is needed, for example brightbooking@yourdomain.com .

This service account is needed for synchronization, and will be used for managing the reservations in the calendars and for anonymous bookings. The service account is a regular account, but should not be a personal account, but a dedicated account just for the connectivity with BrightBooking.

Follow these steps to create a service account:

  • Go to the G Suite admin console: https://admin.google.com
  • Log in with your company G Suite administrator account
  • Choose ‘Users’:
  • Choose ‘Add new user’:
  • Fill the service account details, e.g.:
    • First name: Bright
    • Last name: Booking
    • Primary email address: brightbooking
    • Set a permanent password (please note: you will need the password later on)
    • Select ‘create’

Enable API access in G Suite

BrightBooking communicates with G Suite via the Google API’s. Therefore you need to enable ‘API access’ in your G Suite admin.

Follow these steps to enable API access:

  • Go to the G Suite admin console: https://admin.google.com
  • Log in with your company G Suite administrator account
  • Choose ‘Security’:
  • Choose ‘API reference’:
  • Enable API access via the checkbox: ‘Enable API access’:
  • Choose ‘Save’ to save the setting.

Create room calendars in G Suite

The room calendars, or ‘calendar resource’ in G Suite terms, are special types of calendars meant for shared resources like rooms.

If you’ve already created the room calendars, then you can proceed to the next step.

Follow these steps to go to the resource management in G Suite:

  • Go to the G Suite admin console: https://admin.google.com
  • Log in with your company G Suite administrator account
  • Use the main menu icon on the top left, to go to ‘Apps’ > ‘G Suite’ > ‘Calendar’:
  • Choose ‘Resources’:

 

Then follow these steps to create a room calendar for each room you want to link to BrightBooking:

  • Choose ‘add new resource’:
  • Fill the details of the room:
  • Click ‘Add resource’

Configure the room calendars in G Suite / Calendar

The room calendars need to be configured correctly, otherwise BrightBooking might not have proper access, and will not be able to execute all the actions, like for example insert a reservation or stop a reservation.

In the following steps you will give the service account access to the calendar, and configure the calendar to automatically accept meetings.

Please also execute these steps for already existing room calendars!

Follow these steps to go to the calendars in G Suite / Calendar:

  • Go to Google Calendar via https://calendar.google.com
  • Log in with your company G Suite administrator account
  • Please check you’re really logged in with your company G Suite administrator account in to top right corner, where you can see the active user.

Then follow these steps for each room calendar you want to link to BrightBooking:

  • First you need to add the room calendar to ‘my calendars’, otherwise you cannot configure the settings of the calendar.
    Choose the ‘+’ icon left from the calendarview, the choose ‘Browse resources’ and choose the room calendar(s):

  • Then choose the room calendar on the left, to go to its settings:
  • Go to ‘Auto-accept invitations’ set this to: ‘Auto-accept invitations that don’t conflict’:
  • Share the calendar with the service account:
    • Go to ‘Share with specific people’
    • Click ‘Add people’
    • Choose your service account (e.g. brightbooking@yourdomain.com) and set the permission to ‘Make changes and manage sharing’.
  • Repeat these steps for all your room calendars.

 

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