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Use cases → Reporting and data

Report on meeting room utilisation across the domain

Aggregate and analyse meeting room bookings to understand how spaces are used, directly from the domain’s Calendar data.

Who it is forFacilities and IT teams monitoring room usage or planning office space.
APIsCalendar API, Admin SDK
Typical scopescalendar.readonly, admin.directory.resource.calendar.readonly

The problem

Without centralised reporting, usage data is anecdotal or based on ad-hoc calendar exports. Missed insights lead to poorly utilised rooms and wasted real estate.

How it works

  1. List all calendar resources using the Admin SDK.
  2. For each room resource, impersonate and read its events via the Calendar API.
  3. Aggregate bookings by time, organiser, and room over the reporting period.
  4. Correlate with actual meeting attendance if available, to distinguish booked-but-unused slots.

What changes

A factual, up-to-date view of how each meeting room is booked and actually used, supporting decisions on space allocation.

The trap in this one. Recurring events with exceptions are not expanded by default when querying resource calendars; the Calendar API will return the master event, silently omitting modified or cancelled instances. Always use the singleEvents=true parameter to expand recurrences, or you will significantly under-report actual bookings.

Questions people ask

Can I get attendee no-shows from this data?

Only if organisers use the RSVP feature and invitees respond. Most room resources do not auto-track check-ins or actual presence.

How far back can I report?

You can query as far as the room calendar retains events, but beware retention policies or manual deletions truncating history.

Want this built?

This is a pattern we run in production. We will set up the delegation and build this on top of it — $500 per hour, most of it working the same day.

Talk to us Or read the setup guide

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