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Setting Permissions for Editing Calendar Events

Last updated: November 2025

Important

This guide helps resolve common permission-related issues with Google Calendar. These include problems booking from the Roomminister plugin or room display (e.g., unable to check-in, end, or extend meetings), which use separate user permissions.

Overview

By default, only events booked through Roomminister will be able to auto-extend or end early. To enable these features for any event booked on your domain’s calendars (including employees), you must give your booking account (e.g., booking@yourdomain.com) additional permissions.

Analogy

If you hire a new employee, you can see their calendar and invite them to meetings—but you can’t change their schedule unless they grant you permission (or you have admin rights). In this case, your new “employee” is a room.

Skip to the Action

Once the booking user is connected to Roomminister, no one should ever need to sign in to the booking account. Roomminister uses an OAuth connection that generates an app token limited to calendar permissions. This token is unaware of any other permissions the account might have.

We strongly recommend not sharing booking credentials internally.

How Roomminister Manages Calendars

For most events, Roomminister will attempt to update the event organizer’s calendar when meetings end early or are extended. This is preferable to only updating the room resource calendar.

Example scenario:

  1. Alice schedules a 60-minute meeting and invites a conference room.
  2. The meeting ends 30 minutes early.
  3. She taps “End Meeting” on the room display.
  4. Roomminister adjusts Alice’s calendar event to end at the current time.
  5. Everyone invited (including the room) automatically sees the updated time.

By updating the organizer’s event, everyone’s schedule stays accurate and in sync. This also helps clear schedules when meetings are canceled due to no-shows.

For events booked directly through Roomminister (via room displays, web, or mobile apps), the booking user acts as the organizer on behalf of your team, and these permissions are granted automatically. If Roomminister cannot edit the organizer’s event, it will fall back to updating the room calendar instead.

How to Set Up Permissions for the Booking User

There are two ways to provide your booking user with the necessary permissions:

  • Option #1 (Recommended): Give the booking user Super Admin privileges.
  • Option #2: Share your calendar resources directly with the booking user.

You can watch the video tutorial or follow the step-by-step instructions below.

Option #1: Give the Booking User Super Admin Privileges

You do not need to grant super admin privileges for Roomminister to work, but it simplifies permission management.
  1. Log in to your Google Admin account.
  2. From the left menu, select Account → Admin roles.
  3. Hover next to Super Admin and click Assign Admin.
  4. Select your booking user from the list or search for it using Assign users, then assign the Super Admin role.

Note

According to Google, it may take up to two weeks for super admin permissions to fully take effect.

Option #2: Share Managed Calendars with the Booking User

    1. Open Google Calendar. In the sidebar, under My Calendars, find the resource calendar you want Roomminister to edit.
    2. Click the three dots (⋮) next to the calendar name → Settings and sharing.
    3. Under Share with specific people, add your organization’s booking account email.
    4. In the permissions dropdown, select “Make changes and manage sharing.”
    5. Repeat this for each resource calendar that Roomminister should manage.

Once complete, Roomminister will be able to automatically edit events on the room’s behalf.

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Q: What kind of permissions does Roomminister have through the booking user?

The Google app token issued to Roomminister via OAuth is limited strictly to calendar operations. It cannot be used for other actions. You can view the exact list of permissions in your Google Workspace app management settings.

Q: Can I assign global edit permissions instead?

Unfortunately, Google Workspace does not offer a global edit option for calendars (only global read access). To allow editing, permissions must be manually granted per calendar—except for Super Admins, who can edit all calendars automatically.

Q: What happens if I don’t use a Super Admin?

Without sufficient permissions, the booking user may be unable to update or end certain events early. Events will still display normally, and you can continue using Roomminister as usual. Alternatively, you can delegate permissions manually as described above.