Adding Resource Mapping to your SchoolCal

Once resource reservations are enabled for your school, if you have added resource mapping to an existing Outlook school (Google schools should be fine) you will likely need to re-authorize your Microsoft connection to include the new access to your resources:

Log in to SchoolCal with an account that is also Domain admin. Go to the "connections" tab and press "manage connection" for the microsoft record. Click the "Authorize" button to authorize the new scopes for your Microsoft Connection. 

Next, click on the resources tab. It will load both your SIS resources, as well as your Google or Outlook resources that currently exist. If the name matches, it will add a suggested mapping button. Click on that button to add that to your mapped resources. 

You need only map the resources for which you want to have calendar invitations issued to. 

Once you have mapped all the resources you wish to map, then it is merely a matter of setting up a flow for your resources (you can clone a current flow to copy all of the settings), click the filters tab, do not include teachers or students but for the include mapped resources section, you would click the radio button to "Include Mapped Resources", select your SchoolCal user as the event owner, and save your changes. You can then do a light sync and that will create all the invitations for your calendar events to that resource. 

If it is an academic schedule flow, it will create calendar invitations for all academic classes. If it is an athletics schedule flow, it will create calendar invites for the resources that are internal to your organizations. Finally, if it is a group event or resource reservation flow, it will create invitations to that resource for all group events for which that resource is the location. 

One caveat for event invitations for resources is that if you use multiple event flows, you may consider creating one calendar with all of your event types, and then including mapped resources for that only flow. It's essentially a hidden calendar that you don't share with anyone, but it avoids having your resources double booked. For example, if you had an Upper School calendar and a Development calendar, and they both included Upper School events as well as resources, then whichever calendar synced first would book that resource and then the second calendar would create a conflict.

Resources that are not mapped will not be synced. 

For Veracross Schools:

You may need to adjust the location field on the Template tab so that it will include the internal resource, if the location doesn't exist. The following code snippet will set the location as the "location" field for the event, if it exists, otherwise it will use the Internal Location Resource Name to set the location. You may copy it and replace the text in the Location field on the event template tab and click Save to see your changes.

{{#if GroupEvent.Location}}{{GroupEvent.Location}}{{else}}{{GroupEvent.ResourceName}} {{/if}}

Of note: if your events in the Outlook Resource Calendars only have "SchoolCal" as the title rather than the class name, then you may need to adjust the permissions. Here is an article with instructions: https://m365scripts.com/exchange-online/fix-room-mailbox-calendar-showing-organizers-name-instead-of-subject/

For Google: If you are unfamiliar on how to add the SchoolCal user as an admin on the resource, here is a video outlining the process: