Google Workspace (formerly G Suite) integration

The following configuration of Google Workspace (formerly G Suite) is needed to let GoBright communicate with the calendars in Google Workspace.

We assume you have the following already in your possession:

  • Administrator access to the Google Workspace environment

The configuration manual goes through the following steps:

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

Create a service account in Google Workspace

To set up the Google Workspace integration a ‘service account’ is needed, for example gobright@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 GoBright.

Follow these steps to create a service account:

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

Enable API access in Google Workspace

GoBright communicates with Google Workspace via the Google API’s. Therefore you need to enable ‘API access’ in your Google Workspace admin.

Follow these steps to enable API access:

  • Go to the Google Workspace admin console: https://admin.google.com
  • Log in with your company Google Workspace administrator account
  • Choose ‘Security’:
  • Choose ‘API Controls’:
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  • Select: ‘Manage third-party app access’:
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  • Configure a new app and select Oauth App Name or Client ID
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  • Search for 'GoBright' and select our logo when it pops up
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  • Select all checkboxes press next, select Trusted and finally press 'Configure'
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Create room calendars in Google Workspace

The room calendars, or ‘calendar resource’ in Google Workspace 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 Google Workspace:

  • Go to the Google Workspace admin console: https://admin.google.com
  • Log in with your company Google Workspace 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 GoBright:

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

Configure the room calendars in Google Workspace / Calendar

The room calendars need to be configured correctly, otherwise GoBright 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 Google Workspace / Calendar:

  • Go to Google Calendar via https://calendar.google.com
  • Log in with your company Google Workspace administrator account
  • Please check you’re really logged in with your company Google Workspace 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 GoBright:

  • 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. gobright@yourdomain.com) and set the permission to ‘Make changes and manage sharing’.
  • Repeat these steps for all your room calendars.

Within the GoBright Portal

  • Log in to the GoBright portal with your manager account, and choose Settings > Integrations.
  • Create a new integration and press the Link with G Suite button
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  • Log in with the Service account that has been created
  • Grant the permissions to GoBright and press confirm
  • When done correctly it will display a green text that states that the service account has been successfully linked
  • Press Save to finish the integration

Now that the integration has been finished it's time to add the rooms

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