Improved meeting room suggestions in Google Calendar

What’s changing 

Previously, there were two different room suggestion types based on a company’s Google Calendar settings. The first option lists frequently used rooms for you to pick from, while the second uses the structured meeting rooms feature to suggest rooms based on meeting attendees' self-selected working location. Note that structured meeting rooms refer to rooms that are assigned to specific buildings, with meeting hardware and capacity information. Use this article in our Help Center to learn more about structured meeting rooms

To better optimize meeting rooms and foster greater collaboration, especially in a hybrid work environment, we’re combining the two options in an updated structured meeting room setting. The working location set by a user is taken into account for all room suggestions, and in cases where location data is unavailable, proposed meeting rooms will be based on frequently used rooms. 

Who’s impacted 

End users 

Why it matters 

This update manages meeting rooms more efficiently by taking planned working locations into account. As a result, meeting rooms are only allocated for those who are most likely to need them. 

Additional details 

Google Calendar suggests rooms by taking the following into account: 
  • The main office building set by an admin or end user 
  • The working location set by the user
  • The user's response to an event:
    • Responding "Yes, virtually" or "No" suggests the user does not need a room 
    • Responding "Yes, in a meeting room" suggests the user needs a room 

Getting started 

Rollout pace 


  • Available to Google Workspace Business Standard, Business Plus, Enterprise Standard, Enterprise Plus, Education Fundamentals, Education Plus, and Nonprofits