Tag Archives: Google Calendar

Improvements for scheduling large scale meetings on the web

What’s changing 

We’re making several changes which will make scheduling large scale meetings (up to 100k guests per event) easier and guide schedulers through the process with more context. Once you’ve created and saved a Calendar event which contains a large group of attendees, you can open the event to check on the invitation progress. As groups are successfully added, they will appear in the guest list and you will see an “invitation in progress” message as invitations are being sent.

Note the “invitation in progress” message as invitations are being sent.

As groups are successfully added, they will appear in the guest list



You’ll see these updates when using Calendar on the web and as such we recommend using Calendar on the web to schedule larger events.




Who’s impacted

End users



Why it’s important

Coordinating events with a large number of attendees can be complex — including ensuring that all attendees have been successfully invited. We've introduced these updates to help you more confidently schedule large group events. Specifically, you will now have clarity whether the event was successfully saved and invitations sent to all participants, or still in progress. If the scheduling fails, you’ll be informed of the exact status including who has been invited and who has not, to make it easy for you to fix the issue. We hope this improved experience helps you confidently schedule larger meetings, like all-hands meetings or town halls. 



Additional details

If there’s a problem inviting guests, you’ll see an error message when you open the Calendar event, as well as a notification via email. In both cases, we’ll share more context regarding the error and how to fix it. For example, we’ll let you know if you’ve exceeded the Calendar event limit of 100k guests and recommend that you add smaller groups or duplicate the event to accommodate more attendees.



Getting started

  • Admins: There is no admin impact or action required for this update.
  • End users: You’ll notice these improvements automatically. Visit the Help Center to learn more about inviting groups to calendar events.

Rollout pace

  • Rapid Release domains: Gradual rollout (up to 15 days for feature visibility) starting on November 10, 2023
  • Scheduled Release domains: Extended rollout (potentially longer than15 days for feature visibility) starting on November 20, 2023


Availability

  • Available to all Google Workspace customers

Resources



A more consistent experience for the guest list in Google Calendar

What’s changing 

We’re updating the way meeting attendees names are displayed in Calendar invites and invite updates sent via email. Currently, you may notice only email addresses or in some cases, a mix of email addresses and names within a calendar invite. Going forward, you’ll see more names included in the calendar invite, including the names of those in your organization, and those guests whom you have interacted with previously.

Before

After




Getting started


Rollout pace


Availability

  • Available to all Google Workspace customers and users with personal Google Accounts 

Resources





New Google Calendar appointment scheduling features

What’s changing

Appointment scheduling allows you to manage your availability and let customers and partners book time with you directly within Google Calendar via a personal booking page. To improve upon the current experience, we’re adding: 

  • Five to fourteen minute appointment slots that are customizable. Previously, the minimum duration was fifteen minutes. 
    Five to fourteen minute appointment slots that are customizable.

  • The option to hide or show Appointment schedules within the Calendar view on web. 
The option to hide or show Appointment schedules within the Calendar view on web.


We hope these highly requested features help you to set more relevant meeting durations and tailor your Calendar view to match your preferences. 


Getting started 

  • Admins: There is no admin control for this feature. 
  • End users: 
    • To set up your appointment schedule, open Calendar > at the top left, click Create > select Appointment schedule > Set up the schedule. 
    • To customize appointment slot durations, create or edit an Appointment Schedule. Under Appointment duration, select the dropdown > click Custom > Enter a duration. Visit the Help Center to learn more about setting your appointment duration
    • Appointment schedules will show by default. To hide Appointment schedules, go to the View Switcher and deselect Show appointment schedules. Visit the Help center to learn more about creating an appointment schedule
      • Note: if Appointment schedules are hidden and you create a schedule or add time to an existing schedule, appointment schedules will reappear in your Calendar view.

Rollout pace 


Availability 

  • Available to Google Workspace Business Standard, Business Plus, Enterprise Standard, Enterprise Plus, Education Fundamentals, Education Standard, Education Plus, the Teaching and Learning Upgrade, Nonprofits, Workspace individual subscribers, and users with personal Google Accounts 

Resources 

Displaying Microsoft Outlook users as organizers in Google Calendar

What’s changing

Previously, if a Microsoft Outlook user invited a Google Calendar user to a meeting event, the Outlook user’s display name would not appear at all in the list of meeting attendees on Google Calendar. Starting today, we’re updating this experience so that the Outlook user who organized the meeting is listed amongst the other meeting attendees in Calendar as the meeting organizer. 


Getting started 

  • Admins and end users: No action required as you’ll automatically see these updates. Visit the Help Center to learn more about Calendar Interop

Rollout pace 

Availability 

  • Available to all Google Workspace customers and users with personal Google Accounts 

Resources 

Programmatically read and write working locations with the Calendar API, now generally available

What’s changing 

Previously available in beta through our Developer Preview Program, the ability to read and write a user’s working location using the Calendar API is now generally available. 


Reading a user’s working location helps better understand the flow and volume of people through physical campuses. Using this information, you can better adapt on-site resources and update other third-party surfaces, such as hot desk booking tools. 


Writing a user’s working location makes it easier to update a user's working location in their calendar based on when and where they’ve booked a hot desk, or if they’ve scheduled a trip via a travel booking tool, and more. 


Getting started 



Rollout pace


Availability 

All developers can use the API, however the working location feature is only available for eligible Workspace editions: 
  • Available to Google Workspace Business Standard, Business Plus, Enterprise Standard, Enterprise Plus, Education Fundamentals, Education Plus, Education Standard, the Teaching and Learning Upgrade and Nonprofits customers, as well as legacy G Suite Business customers 
  • Not available to Google Workspace Essentials, Business Starter, Enterprise Essentials, Frontline, G Suite Basic customers 

Resources 

Programmatically read and write working locations for a portion of the day with the Calendar API

What’s changing 

Recently, we introduced the ability for users to set working locations in Calendar that indicate where they’re working for specific portions of the day. Now, we’re adding the ability to programmatically read and write working locations for specific portions of the day. This update expands on the existing reading and writing functionality announced earlier this year. 


Getting started 


Rollout pace 

  • This feature is available now for all eligible Google Workspace editions. 

Availability 

All developers can use the API, however the working location feature is only available for eligible Workspace editions: 
  • Available to Google Workspace Business Standard, Business Plus, Enterprise Standard, Enterprise Plus, Education Fundamentals, Education Plus, Education Standard, the Teaching and Learning Upgrade and Nonprofits customers 

Resources 

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 


Availability 

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

Resources 

Google Workspace Updates Weekly Recap – July 14, 2023

4 New updates 

Unless otherwise indicated, the features below are fully launched or in the process of rolling out (rollouts should take no more than 15 business days to complete), launching to both Rapid and Scheduled Release at the same time (if not, each stage of rollout should take no more than 15 business days to complete), and available to all Google Workspace and G Suite customers. 


Improved media viewing on Android devices in Google Chat 
We’re introducing a new media viewer in Google Chat on Android devices that significantly improves the media browsing experience. Now, media thumbnails open faster in full screen, repeat playback is quicker, and you can swipe between all of the media in the conversation. We've also added a shared media option that allows users to quickly browse through all media shared in a Chat conversation, which is accessible from the conversation as well as from the full-screen view of every media item. | Learn more about sending & sharing files in Google Chat messages.




Extending long running queries within Connected Sheets
Currently, we timeout any queries that take longer than 5 minutes for Connected Sheets. This week, we extended the timeout time from 5 minutes to 10 minutes for BigQuery and Looker. This means Connected Sheets users will be able to analyze data from queries that scan even larger data sets in Sheets.  


Filter by measures and value in a pivot table with Connected Sheets for Looker
Previously, Connected Sheets users could filter by dimensions in pivot tables, but not measures. Now, Looker users are able to filter by measures in a pivot table, which allows for even more targeted analysis on Connected Sheets. Additionally, Looker users will be able to filter by value in a pivot table on Connected Sheets. | Learn more about measure types on Looker and creating & using pivot tables




Add emojis in Google Sheets
Emojis are a great way for people to express themselves across Google Workspace. We’re excited to announce that you can now insert emojis into a Google Sheet by:
  • Typing “@” > “Emoji” > select the desired emoji
  • Going to “Insert” > “Emoji” > select the desired emoji

Scale meetings to 1,000 attendees, with 500 attendees being viewers, now available for Google Workspace Education Plus
In June 2023, we announced viewer mode for Google Meet. For certain Google Workspace editions, viewer mode can be used to scale their meetings to 1,000 attendees, with 500 attendees being viewers. We’re now expanding this functionality to Google Workspace Education Plus customers. | Learn more about scaling meetings with viewer mode.


Previous announcements

The announcements below were published on the Workspace Updates blog earlier this week. Please refer to the original blog posts for complete details.


Add hyperlinks to text in Google Chat
You can now hyperlink text on web and Android when composing or editing a message in Google Chat. This update also includes the ability to copy over hyperlinks from other places like Gmail, Docs, Sheets and Slides. | Available to all Google Workspace customers and users with personal Google Accounts. | Learn more about adding hyperlinks to text in Chat.


Paid appointment bookings now available in Google Calendar
To improve upon the current capabilities of appointment scheduling, the Google Calendar feature that allows users to share their availability via a booking page, we're now integrating paid appointment bookings into Google Calendar. | Available to Business Standard, Business Plus, Enterprise Standard, Enterprise Plus, Education Fundamentals, Education Standard, Education Plus, the Teaching and Learning Upgrade, Nonprofits and Workspace Individual only. | Learn more about paid appointment bookings in Google Calendar.


Negotiate time directly in Gmail to schedule meetings faster
We’re adding a feature into Gmail that helps you find convenient 1:1 meeting times with others much quicker. This is especially useful when scheduling time with customers, partners or people in your organization whose Google Calendars are not visible to you. | Learn more about scheduling meetings in Gmail.


Completed rollouts

The features below completed their rollouts to Rapid Release domains, Scheduled Release domains, or both. Please refer to the original blog posts for additional details.


Rapid Release Domains:

Negotiate time directly in Gmail to schedule meetings faster

What’s changing 

We’re adding a feature into Gmail that helps you find convenient 1:1 meeting times with others much quicker. This is especially useful when scheduling time with customers, partners or people in your organization whose Google Calendars are not visible to you. 
Negotiate time directly in Gmail to schedule meetings faster

While composing an email, you will see a new Calendar icon with all Calendar-related actions consolidated and easily discoverable. You can: 
  • Offer times you’re free: This option opens up your calendar on the right. You can select and insert proposed meeting times directly from your calendar into the email without leaving Gmail. The recipient of the email can then review the proposed times and select one directly from the email to automatically get an email with a calendar invite. 
  • Create an event: This is a quick way to schedule a meeting and share the event information back in the email. Starting the flow opens up a calendar event creation on the right with the recipients and title pre-filled from the email. An event summary will automatically be inserted into the email body for easy sharing. Previously, this feature was available in the three dot menu on top of the email conversation view. 
    Offer times you’re free or create an event

Who’s impacted 

End users 

Why you’d use it 

This feature makes scheduling much easier by reducing the back-and-forth in lengthy email threads when negotiating or scheduling meeting times. 

Additional details 

  • Offer times you’re free: Time suggestions can only be made for your primary calendar at this time and only work for 1:1 meetings. If multiple people are included in the recipient list, only the first person to book an appointment will be added to the event automatically. 
  • Create an event: If you are creating events from Gmail, you can create them on any of the primary or secondary calendars you have manage access to. 

Getting started 

  • Admins: There is no admin control for these features. 
  • End users: These features will be ON by default. 
    • To add proposed meeting times in an email, start composing or replying to an email > click “Set up a time to meet” in the menu bar > “Offer times you’re free” > follow the instructions in the right side panel to add times you’re available and other meeting details. 
    • To accept a meeting time, simply click on a time in the email and confirm your name and email. 
    • To create a new event, start composing or replying to an email > click “Setup a time to meet” in the menu bar > “Create an event” and follow the instructions in the right side panel. 
    • Visit the Help Center to learn more about scheduling events in Gmail. 

Rollout pace 


Availability 

  • Available to all Google Workspace customers and users with personal Google Accounts 

Resources 

Paid appointment bookings now available in Google Calendar

What’s changing

To improve upon the current capabilities of appointment scheduling, the Google Calendar feature that allows users to share their availability via a booking page, we're now integrating paid appointment bookings into Google Calendar. As a result: 
  • Appointment providers can connect their Stripe account to Calendar when creating an appointment schedule and set a price. You can also create a new Stripe account from Calendar.
set price for appt in Google Calendar
  •  The person booking the appointment will visit the booking page, choose their preferred time, and enter their credit card information. visit the booking page, choose their preferred time, and enter their credit card information

Who’s impacted 

Admins and end users 


Why you’d use it 

Requiring payment upfront can help small business owners reduce no shows and grow their business further. Additionally, this feature enables you to manage your time and payments in a simple and seamless manner. 


Additional details 

Google Calendar will redirect bookers to Stripe, does not process or store any payment info (such as credit card numbers), and will not charge any platform fees. Google cannot assist with any payment or refund issues. Canceling and refunding needs to be handled by providers and bookers via the Stripe dashboard. 

Getting started 

  • Admins: 
    • For users on Business Standard, this feature will be ON by default and can be disabled in the Admin console. 
    • For all other SKUs, the feature is OFF by default and needs to be enabled by the admin. 
    • Visit the Help Center to learn more about allowing paid appointment schedules in Calendar
  • End users: 
    • For users on Workspace Individual, as the appointment schedule provider, turn payments on by setting it up in the “Payments and cancellation policy” section of the appointment schedule editor. 
    • For all other SKUs, if enabled by your admin, as the appointment schedule provider, turn payments on by setting it up in the “Payments and cancellation policy” section of the appointment schedule editor. 
    • Visit the Help Center to learn more about requiring payments for appointments

Rollout pace 

Admin setting: 
End user setting: 

Availability 

  • Available to Business Standard, Business Plus, Enterprise Standard, Enterprise Plus, Education Fundamentals, Education Standard, Education Plus, the Teaching and Learning Upgrade, Nonprofits and Workspace Individual 

Resources