What are Resources in Zeeg?
Resources are physical or virtual resources (such as conference Rooms, meeting spaces, equipment, or video call links) that can be automatically assigned and booked when appointments are scheduled in Zeeg. By connecting your calendar's room resources to Zeeg, you ensure that meeting spaces are allocated correctly, prevent double-bookings, and maintain synchronized availability across your organization. Resources can be added manually or imported directly from your connected calendars (Outlook or Exchange.
Plan requirement
The Resources feature is available exclusively on the Enterprise plan. You must upgrade to Enterprise to create, manage, and use Rooms in your appointment bookings. Please contact our support team, if you want to upgrade to Enterprise.
Why use Resources?
Managing Resources in Zeeg provides several key benefits:
Prevent double-bookings: Automatically check room or Resources availability when scheduling appointments to avoid conflicts.
Streamline resource allocation: Assign the right meeting space to each appointment based on capacity, equipment, or location.
Calendar synchronization: Keep room calendars in sync across your organization, ensuring everyone sees accurate availability.
Professional experience: Provide invitees with complete meeting details, including location and room information.
Multi-location support: Manage Rooms across different offices or locations from a single dashboard.
Understanding Resources in Zeeg
Zeeg supports two types of Resources/ room management:
1. Calendar-connected Rooms
Rooms that are configured as resources in your calendar provider (Outlook or Exchange) can be imported into Zeeg. When you add these Rooms, Zeeg synchronizes availability in real-time and automatically blocks time on the room's calendar when appointments are booked.
2. Manual Rooms
You can also create Resources manually in Zeeg without connecting them to a calendar resource. These Resources track bookings within Zeeg but don't sync with an external calendar.
Prerequisites
Before setting up Resources in Zeeg:
✅ Enterprise Plan: Ensure your organization is subscribed to the Enterprise plan
✅ Calendar connection: Connect your Outlook or Exchange to Zeeg if you want to import calendar-based Rooms
✅ Admin access: You need organization owner or admin permissions to manage Rooms
✅ Room resources Configured: If importing from calendar, ensure room resources are properly set up in your calendar provider
How Resources booking works
When someone books an appointment:
Zeeg checks availability of assigned team members
Zeeg checks availability of the room(s) configured for that scheduling page
If a room is available, it's automatically assigned to the appointment
If the room is connected to a calendar, Zeeg blocks time on the room's calendar
The invitee receives meeting details including the room information
How to add or create Resources
Method 1: Adding Rooms from Calendar Connections
If your organization already manages room resources through Outlook or Exchange, you can import these directly into Zeeg.
Step 1: Make sure your Outlook or Exchange Calendar is connected
You can check the connection when clicking on your name on the Zeeg dashboard → Calendar Connections.
Step 2: View Available Rooms
Navigate to Workspace settings → Rooms
Click the Calendar Connections tab
You'll see all connected calendar accounts
Under each account, you'll find a list of resources available in that calendar
Step 3: Add a Room from calendar
In the Calendar Connections tab, locate the room you want to add
Or, click the Active Rooms tab and then + Add room
In the "Add new room" dialog:
Name: Enter a display name for the room in Zeeg (e.g., "Conference Room A")
Description: Add details like capacity, equipment, or location (e.g., "10-person capacity, TV screen, whiteboard, 3rd floor")
Calendar Connection: Select the calendar account and specific room resource
Click Save
The room is now active in Zeeg and will sync availability with your calendar.
Method 2: Creating Rooms manually
If you want to track Rooms without calendar integration, you can create them manually.
Go to Workspace settings → Rooms
Click + Add room (top right)
In the "Add new room" dialog:
Name: Enter the room name (e.g., "Video Call Room 1")
Description: Add relevant details (e.g., "Zoom link: zoom.us/j/123456789")
Calendar Connection: Select "Don't add to calendar"
Click Save
The new room will appear in your Active Rooms list.
Managing your Resources
Viewing Active Resources
Navigate to Workspace Settings → Rooms → Active Rooms tab to see all Rooms you've added.
The table displays:
Name: The room's display name
Calendar Connection: Which calendar (if any) the room syncs with
Description: Room details and features
Editing a Resource
In the Active Rooms list, click on the room you want to edit
Update the Name, Description or the calendar connection as needed
Click Save
Deleting a Resource
In the Active Rooms list, click on the room you want to delete
Click Delete room
Confirm the deletion
Warning: Deleting a room does not cancel existing appointments that have been assigned to that room - the room stays assigned. Only after deleting the room, new bookings won’t be assigned to that deleted room anymore.
Using Resources in appointment bookings
Once you've added Resources, they become available when creating or editing scheduling pages.
Assigning Resources to scheduling pages
You can assign Resources to any event type. But note, that for a Group event you can only assign one room per scheduling page.
Go to your Scheduling Pages in the Zeeg dashboard
Edit an existing scheduling page or create a new one
In the scheduling page Base Settings, find the Rooms section
Choose which Room(s) should be assigned
When only one room is assigned to a scheduling page, that room's availability determines whether bookings can be made. Even if you're available as the host, time slots remain unbookable if the room is already occupied.
For scheduling pages with multiple rooms assigned, you can define a priority order in your settings, by dragging the rooms in the desired order. During the booking process, Zeeg checks rooms in this order from top to bottom and automatically assigns the first available room as the meeting location. At least one room must be available for the time slot to remain bookable.
Real-world use cases
Here are practical examples of how different organizations use Resources in Zeeg to streamline their scheduling and prevent resource conflicts.
Use Case 1: Consulting firm with multiple office locations
Organization: Mid-size consulting firm with offices in Berlin, Munich, and Hamburg
Resources setup:
12 conference rooms across three locations
Each room imported from Exchange calendar
Room names include location: "Berlin - Strategy Room", "Munich - Client Suite", "Hamburg - Project Room"
How they use it: The firm's 45 consultants book client meetings across different offices. They create separate scheduling pages for different meeting types:
"Client Workshop" scheduling page → assigned to "Berlin - Strategy Room"
"Board Meeting" scheduling page → assigned to "Munich - Client Suite"
"Quick Consultation" scheduling page → round-robin across 3 smaller Berlin meeting rooms
When a consultant shares the Client Workshop scheduling link, Zeeg automatically:
Checks if "Berlin - Strategy Room" is available for the requested time
Blocks the room calendar to prevent double-bookings
Sends meeting details with room location to the client
Use Case 2: Business coaching firm with presentation equipment
Organization: Leadership coaching firm running in-person workshops with 6 coaches
Resources setup:
2 "Beamer" resources created manually in Zeeg
Resource descriptions: "Beamer 1 - Full HD, HDMI + USB-C, includes presenter remote" and "Beamer 2 - 4K, wireless connection, lapel microphone included"
Round-robin assignment configured
How they use it: The coaching firm runs half-day and full-day workshops that require projection equipment:
"Leadership Workshop" scheduling page → round-robin across both beamers (first available)
"Executive Presentation Skills Training" → assigned specifically to "Beamer 2" (needs wireless connection)
When corporate clients book a workshop for Tuesday at 9 AM, Zeeg checks:
Coach availability
Beamer availability
If both beamers are already assigned to other workshops at that time, the time slot won't appear as available. This prevents coaches from scheduling workshops when presentation equipment isn't available.
Use Case 3: Insurance agency with demo tablets
Organization: Insurance agency demonstrating digital policy tools to clients
Resources setup:
5 "Demo iPad" resources added manually
Resource descriptions include: "Demo iPad 3 - Preloaded with life insurance calculator and retirement planner"
Not connected to calendar (tracked within Zeeg only)
How they use it: Agents use iPads to show interactive policy comparisons and calculators during consultations:
"Policy Comparison Consultation" scheduling page → round-robin across all 5 Demo iPads
"Retirement Planning Session" → round-robin across 3 specific iPads (preloaded with retirement tools)
When a client books a Policy Comparison Consultation at 3 PM, Zeeg assigns one of the 5 available Demo iPads. If all 5 are already assigned to other consultations at that time, the slot becomes unavailable.
The assigned iPad number appears in the agent's appointment details, so they know which device to prepare and bring to the meeting.
Best practices
Naming conventions
Use clear, descriptive room names that make sense to your team:
✅ "Building A - Conference Room 3 (12 people)"
✅ "Main Office - Board Room"
✅ "Virtual Room - Zoom Link 1"
❌ "Room 1"
❌ "CR3"
Detailed descriptions
Include helpful information in room descriptions:
Capacity (number of people)
Equipment available (TV, whiteboard, projector, video conferencing)
Floor and building location
Access requirements (key card level, booking procedures)
Virtual meeting links or dial-in numbers
Example:
Capacity: 8 people
Equipment: 65" TV screen, whiteboard, video conferencing camera
Location: 2nd floor, west wing
Access: Requires manager key card
Regular Audits
Periodically review your Rooms list:
Remove unused or decommissioned Rooms
Update descriptions if equipment or capacity changes
Ensure calendar connections are still active
Verify room names match your organization's current naming conventions
Calendar Permissions
Ensure the calendar account used to connect Rooms has appropriate permissions:
Read access to room calendars
Ability to create events on room calendars
Permissions should not expire (use service accounts if possible)
Troubleshooting
Room not appearing in Calendar Connections
Problem: I connected my calendar but don't see our room resources listed.
Solutions:
Verify the account you connected has access to view room resources
Check that room resources are properly configured in your calendar provider (Outlook/Exchange admin may need to set up Rooms)
Try disconnecting and reconnecting your calendar
Some organizations restrict room resource visibility—contact your IT admin
Room shows as unavailable when it should be free
Problem: A room appears unavailable in Zeeg but is actually free.
Solutions:
Check the room's calendar directly in Outlook/Exchange to verify availability
Ensure calendar sync is working (check Calendar Connections tab)
The room may have a booking that hasn't synced yet (wait a few minutes)
Verify that the correct room resource is connected (names can be similar)
Appointments not blocking Room calendar
Problem: I booked an appointment with a room, but the room's calendar doesn't show the event.
Solutions:
Verify the room is connected to a calendar (not a manual room)
Check that your calendar connection is still active (Settings → Calendar Connections)
Ensure the connected account has permission to create events on the room calendar
Try disconnecting and reconnecting the calendar
Can't delete a room
Problem: The delete button doesn't work or the room won't delete.
Solutions:
Check that you have admin/owner permissions for your organization
The room might be assigned to active scheduling pages—remove it from scheduling pages first
Try refreshing the page and attempting again
Contact Zeeg support if the issue persists
Wrong Room was assigned
Problem: An appointment was assigned to the wrong room or an unavailable room.
Solutions:
Check your scheduling page's room assignment settings (Specific vs. Round-Robin vs. First Available)
Verify room availability at the time of booking
If using Round-Robin, ensure all Rooms in the rotation have proper calendar sync
You can manually reassign Rooms in the appointment details after booking
Frequently Asked Questions
Can I assign multiple Rooms to one appointment?
Not currently. Each appointment can be assigned to one room. If you need multiple spaces (e.g., a main room and a breakout room), consider using the description field to note additional spaces manually.
Do Rooms work with group bookings?
Yes! Rooms work seamlessly with group bookings and team round-robin scheduling. Zeeg checks both team member availability and room availability before confirming the booking.
Can invitees choose the room when booking?
No, room assignment is configured at the booking page level by your team. Invitees cannot select Rooms during the booking process.
What happens if I delete a room that has future appointments?
Existing appointments will remain scheduled, but the room assignment will be removed. The team member and time slot remain unchanged. It's best to manually reassign appointments before deleting a room.
Can I import Rooms from Google Calendar?
Yes, if you have Google Workspace (formerly G Suite) with room resources configured. Connect your Google Calendar to Zeeg with an account that has access to those room resources.
Do manual Rooms (not connected to calendar) prevent double-bookings?
Manual Rooms track bookings within Zeeg only. If someone books the physical room through another system (like directly on the calendar), Zeeg won't know about it. For true double-booking prevention, use calendar-connected Rooms.
Can I use Rooms for equipment tracking?
Yes! Rooms don't have to be physical spaces. You can create Rooms for equipment (projectors, company cars, demo units) that need to be scheduled and shared across your team.
How many Rooms can I add?
There's no hard limit on the number of Rooms you can add, but consider your organization's actual needs. Most teams manage between 5-50 Rooms.
Can partners or guests add Rooms?
No, only organization owners and admins can manage Rooms. Regular users and partners can only view and use Rooms that have been set up by admins.