Use cases → Reporting and data
Analyse usage of calendar-based resources across the domain
Aggregate and report on how frequently meeting rooms and shared resources are booked, using delegated access to every relevant calendar.
| Who it is for | Facilities managers and IT teams responsible for optimising shared resource allocation. |
|---|---|
| APIs | Calendar API |
| Typical scopes | calendar.readonly |
The problem
Meeting rooms and other bookable resources are frequently under- or over-utilised, but there is no native Workspace report that gives a full utilisation history. Without clear data, space is wasted or double-booked.
How it works
- Enumerate all resource calendars using the Admin SDK or an asset inventory.
- Impersonate a delegated service account to read each resource calendar’s events.
- Aggregate events by time, duration, and organiser, handling recurring and all-day bookings.
- Produce utilisation metrics and surface anomalies such as ghost bookings or extended holds.
What changes
Facilities teams receive concrete data on which resources are in demand and when, enabling data-driven changes to room allocation policies.
Watch it explained
“Google Workspace Studio Just Made Automation EASY (Tutorial)” — Analytics with Adam on YouTube. Third-party video, included because it covers this ground well. We are not affiliated with the channel.
Questions people ask
Can this approach handle hundreds of rooms at once?
Yes, but batching and rate-limiting are required. Exceeding quota will result in 429 or 403 errors and partial data.
How do you identify which calendars are resources?
Resource calendars are usually listed in the Admin console under Buildings and Resources, or can be queried with the Admin SDK's resources API.
Want this built?
This is a pattern we run in production. We will set up the delegation and build this on top of it — $500 per hour, most of it working the same day.
Talk to us Or read the setup guideRelated use cases
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