Cross-Organization Shared Room Calendars let multiple organizations book the same physical meeting room from their own Microsoft 365 or Google Workspace environments. GOGET synchronizes the linked room calendars so that a booking made by one organization blocks the same time in the other organizations.
Applies to: Admins with the Cross-Organization Shared Room Calendars add-on enabled.
This article covers:
- How cross-organization room booking works
- Before You Begin
- Configure Cross-Organization Shared Room Calendars
- Manage privacy for crossed events
- Change or remove linked calendars
- If you cannot add a cross-organization calendar
How cross-organization room booking works
A single physical room in GOGET can be connected to room resource calendars belonging to different organizations.
The first calendar assigned to the room is the main calendar. Additional room calendars are added as cross-organization calendars.
For example, a shared room can be connected to:
- Company A's Microsoft 365 room calendar
- Company B's Microsoft 365 room calendar
- Company C's Google Workspace room calendar
Employees continue booking the room through their own Outlook, Teams, or Google Calendar workflow. They do not need to change how they make reservations.
When a booking is created in one organization's room calendar, GOGET mirrors the booking to the other linked calendars. This keeps the room's availability synchronized across the participating organizations.
Mirrored events are marked as private by default to prevent meeting information from being exposed in another organization's calendar.
When Room Display X is assigned to the room, it uses the synchronized room availability. Reservations created directly from Room Display X are also synchronized across the linked room calendars.
Before You Begin
Before configuring a shared room:
- Make sure each participating organization's calendar integration has been added under "Manage -> Calendars" in the Web Admin Dashboard.
- Verify that the required room resource calendar is visible in each integration. So each for each company there needs to be eg meetingroom@companydomain.com. In the example of 2x companies, it's: meetingroom@companyA.com and meetingroom@companyB.com.
- Make sure the Cross-Organization Shared Room Calendars add-on is active for your GOGET subscription.
- Microsoft 365 and Google Workspace calendars can be selected as cross-organization calendars.
- Exchange EWS integrations cannot be selected as cross-organization calendars.
If you still need to configure a calendar connection, see Manage Calendar Integrations in the GOGET Help Center.
Configure Cross-Organization Shared Room Calendars
- Log in to the GOGET admin dashboard.
- Go to "Manage -> Workspaces".
- Select the physical meeting room you want to share between organizations.
- Open the "Room Settings" tab.
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Under "Add calendar", assign the room's first room resource calendar.
This becomes the main calendar for the room.
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Select "Add cross-org calendar".
The option becomes available after a main calendar has been assigned and another eligible calendar integration is available.
- Select the calendar integration for the other organization, then select the room resource calendar that represents the same physical meeting room.
- If the room is shared with additional organizations, repeat the process to add their room calendars.
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Review the "Keep crossed events private" setting.
This setting is enabled by default. Leave it enabled if mirrored bookings in the other organizations' calendars should remain private.
- Press "Save".
The calendars are assigned only after you press "Save". After saving, they are displayed in the order they were added, with the main calendar first.
Users in each participating organization can now reserve the shared physical room through their own calendar environment while GOGET keeps availability synchronized across the linked calendars.
Manage privacy for crossed events
GOGET marks mirrored events in the other organizations' room calendars as private by default.
For example, if a Microsoft 365 user creates a booking in their organization's room calendar, GOGET blocks the same time in the other linked room calendars. With "Keep crossed events private" enabled, those mirrored events are marked private.
To change this behavior:
- Go to "Manage -> Workspaces".
- Select the shared room.
- Open the "Room Settings" tab.
- Change the "Keep crossed events private" setting.
- Press "Save".
For shared offices with separate organizations, keeping crossed events private is recommended when meeting information should not be shared between tenants.
Change or remove linked calendars
Cross-organization calendars are ordered beneath the room's main calendar. Removing a calendar also clears any cross-organization calendars configured below it.
To remove a calendar:
- Go to "Manage -> Workspaces".
- Select the shared room and open "Room Settings".
- Remove the required calendar.
- Removing the main calendar also removes all cross-organization calendars assigned below it.
- Removing the first cross-organization calendar also removes any additional cross-organization calendars below it.
- Removing a later cross-organization calendar removes that calendar and any calendars below it.
- Press "Save".
Important: If the Cross-Organization Shared Room Calendars add-on is removed from your subscription, GOGET automatically removes the cross-organization calendar configuration from affected rooms. The room's main calendar remains assigned.
If you cannot add a cross-organization calendar
If "Add cross-org calendar" is unavailable or you cannot select the required calendar, check the following:
- Confirm that the Cross-Organization Shared Room Calendars add-on is active.
- Make sure a main calendar has already been assigned to the room.
- Make sure another eligible calendar integration has been added under "Manage -> Calendars".
- Verify that the required room resource is visible in the Microsoft 365 or Google Workspace integration.
- Exchange EWS integrations are not available for selection as cross-organization calendars.
- Press "Save" after changing the room configuration.
If a Microsoft 365 or Google Workspace room calendar is missing from its integration, follow the corresponding calendar integration troubleshooting guide in the GOGET Help Center.