What They Are
Resource accounts are used for conference rooms, equipment and other shared items within a department.
Note: Use the campus's Event Management System (EMS) to schedule a room for a meeting, presentation, study group or similar event for less than 200 people.
Features
- The AutoAccept feature allows calendar invites to be automatically accepted by the resource if there are no scheduling conflicts.
- Double-booking of resources is available, but is not set by default.
- Only CU Boulder email users can view the calendars for resource accounts.
- Permissions can be set so that only certain users can add events.
Request a Resource Account
To request a new equipment or room scheduling calendar account, submit the Resource Calendar Request Form in ServiceNow.
You'll need to provide the following information:
- The calendar owner's IdentiKey username or CU Boulder email address. The owner will have full mailbox permissions and can set resource scheduling options. If you would like the delegate to be a security group, then you will need to provide an additional person to act as the owner of the account (owners cannot be security groups).
- A username for the calendar. Craft an appropriate username by following the resource naming guidelines.
- The format should be determined by the type of resource and fit into the following format: [Campus Department Code]-[Resource Type]-[Resource Name]-[Room Location].
- A display name. This is the name that will be visible to users. If desired, the calendar's username can be used as the display name.
- The calendar type. Choose either Equipment or Room.
An OIT specialist will create the account and get in touch with you once it's created.
*Note: Please be aware that OIT will not add additional (individual) permissions on the calendar. The resource delegate will have full mailbox rights and will be able to set additional permissions as necessary.
Resource Account Settings
Once the account has been created, the delegate can customize the account settings.
Account Options and Permissions
By default, all resources will be set to auto-accept meetings. This can be changed using Outlook on the web (for best results, use Internet Explorer on Windows).
Additional settings include:
- Resource Scheduling Options (conflicts, reminders, recurrences, etc.)
- Resource Scheduling Permissions (everybody can schedule, only select users or groups)
- Resource Privacy Options (customize the kind of information that is displayed in events)
- Response Message (write a custom response message that gets sent to those that schedule the resource)
How to Change an Account Setting
- Log in to Outlook on the web with the owner's IdentiKeyUsername@colorado.edu email address and IdentiKey password.
- Open account manager by clicking on the profile icon in the upper right-hand corner, then select Open another mailbox.
- Type in the resource name or use the search directory to find the account. Once selected, click Open.
- The mailbox will open in a new window. Click the Settings icon on the upper right, then select Options.
- Select Preferred settings from the list of options on the left-hand side panel.
- After selecting the options that best meet your needs for the resource, select Save and log out.
- Your primary account window should still be open. Be sure to log out of that account too.
Inviting, Viewing and Reserving a Resource
- To reserve a resource (e.g., a conference room), include the resource in your meeting invitation as you would a colleague.
- Resource calendars can be opened in Outlook, Entourage, or iCal the same way as a colleague's calendar or a folder. If the resource is available for you to see, then you can open it.
- In most instances, resource accounts begin with the department name and contain the building name or code.
