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.
Manage Resource Scheduling Settings in Outlook on the Web (End User)
Resource owners (or users with appropriate access) can configure basic scheduling behavior directly in Outlook on the web. This is the recommended interface for managing resource booking settings.
Important: Not all settings are available in Outlook on the web. Some advanced options (such as detailed booking policies, room lists, or automation rules) can only be configured by administrators. To request advanced changes, contact oithelp@colorado.edu.
Access Resource Scheduling Settings
- Go to Outlook on the web.
- Select your profile picture (top right), then select Open another mailbox.
- Enter the resource account name or email address and open it.
- Select the Settings (gear icon).
- Navigate to: Settings > Calendar > Resource scheduling.
You are now viewing the configurable scheduling options for that resource.
Key Settings You Can Configure
Setting: Automatically process event invitations and cancellations
- When enabled:
- The resource automatically accepts or declines requests based on availability
- When disabled:
- The resource does not automatically process requests
- Delegates are responsible for approving or declining all requests
Important clarification: When automatic processing is turned off, approval responsibility shifts entirely to delegates, but delegates are not visible or configurable in Settings > Calendar > Resource scheduling.
Setting: Sharing and permissions
To view who has delegate access to the resource calendar:
- In Outlook on the web, locate the resource calendar in the left pane.
- Right-click the calendar.
- Select Sharing and permissions.
Scheduling Options
You can configure:
- Maximum number of days in advance a resource can be booked
- Maximum meeting duration
- Allow or prevent recurring meetings
- Restrict booking to working hours
- Allow or prevent conflicts
These settings control how the resource can be used across your department.
Scheduling Permissions
You can define:
- Who can book automatically when the resource is available
- Who can submit a request for approval
- Whether everyone can request bookings
These settings determine whether bookings are self-service or require approval.
Understanding Booking Behavior
| Mode | Behavior |
|---|---|
| Auto-Accept (Recommended) | Requests are automatically approved if available |
| Approval Required | Requests are routed to delegates for manual approval |
Important Limitations
The Outlook on the web interface does not allow you to manage:
- Advanced booking policies
- Some enforcement rules (e.g., conflict thresholds, automation behavior)
Best Practices for Resource Owners
- Leave Automatically process requests enabled unless approval is required.
- Before disabling auto-accept:
- Confirm who the delegates are.
- Ensure they understand they must handle all requests manually.
- Always use Outlook on the web for managing resource settings, not Outlook for desktop.
- Test changes with a sample meeting booking.
