This article reviews best practices on how to manage Resource calendar:

Permissions

There are two types of access to the resource calendar:

Delegate access:

The admin can set up Resource mailbox delegates via HostPilotĀ® Control Panel. The delegates are the users that have been delegated the management of the resource mailbox. Read the Knowledge Base article on Managing Resource Mailboxes for more information. 

Non-delegate access:

Other users who are not granted delegate permissions are able to add and access the Resource Mailbox Calendar. By default, non-delegates can view the free-busy information of the Resource Calendar. There are two ways for delegates to assign different permissions to non-delegate users:

  • Share Resource calendar with some of the non-delegate users. To do that:
  1. Open Outlook > Calendar
  2. Right-click on Room Calendar > Properties > Permissions > add non-delegate user > assign necessary permissions

    Read the Knowledge Base article on What Do The Outlook Permissions Levels Mean? for more information.
  • Share Resource calendar will all users. To do that:
  1. Open Outlook > Calendar
  2. Right-click on Room Calendar > Properties > Permissions > change the access level for default user

    Read the Knowledge Base article on What Do The Outlook Permissions Levels Mean? for more information. This way all users across the organization would be able to access Outlook with the same permissions.

Add Resource Calendar to Outlook 

Delegates:

If your domain has CNAME record, the resource mailbox will be automapped to the delegate's Outlook profile. 

Note: If the user does not want the Resource mailbox to be automapped, contact support and request to disable automapping. 

If the domain does not have the CNAME record, the delegate can add the Resource Mailbox as a Shared Mailbox. Read the Knowledge Base article on How Do I Add Someone Else's Mailbox To My Exchange Outlook Profile? 

If the user needs to have access only the Resource Mailbox calendar, he can add Resource Mailbox as a shared calendar. Read Knowledge Base on How Do I Open Shared Folders In Outlook 2007/2010/2013/2016?

Non-delegate users:

Non-delegate users can add the Resource Mailbox Calendar as a shared calendar. Read the Knowledge Base on  How Do I Open Shared Folders In Outlook 2007/2010/2013/2016?