TL;DR: Monitor meeting room reservations from Google Calendar on a centralized monday.com board — see which rooms are booked, when, and by whom. Each room manager (or office admin) connects their Google account, and room bookings flow in as items.
The scenario
You're a facilities manager or office admin who needs to track meeting room usage. Your rooms are booked through Google Calendar, but you want a centralized view in monday.com — to spot double bookings, track utilization, and plan room allocation across offices or floors.
Sync direction: Google Calendar → monday.com (incoming)
When to use it
Office or facilities managers tracking room utilization
Admins who need a shared view of all room bookings across the org
Teams planning events who need to see room availability alongside project timelines
Before you start
Personal sync syncs from individual Google accounts. If room calendars are managed under a specific service account, that account's owner needs to connect.
Create a dedicated board for meeting rooms (don't mix with other use cases).
Decide how you want to organize rooms — by group (one group per room), by status label (floor/building), or by board (one board per location).
Board setup
Create a "Meeting Rooms" board with these columns:
Name — mapped to the event title (e.g., "Quarterly review — Conference Room A")
Date — mapped to the event start date
Hour — mapped to the event start time
Date (second) — mapped to the event end date
Hour (second) — mapped to the event end time
Numbers (optional) — mapped to duration in minutes
Text — mapped to attendees (who booked the room)
Location — mapped to the event location field
Status or Label (optional) — manually tag rooms by floor, building, or capacity
Sync configuration
The person with access to the room calendar opens the board and connects their Google account in the Google Calendar 2-Way Sync view tab.
Sync scope — select the calendar that contains room bookings (this could be a shared calendar if your account has access to it, or your personal calendar if you receive room booking invites).
Field mapping — map event fields to the columns listed above.
Incoming data — enable incoming sync so room bookings create items on the board.
Conditional triggering (optional) — filter by location or title keyword. To send each room's events to its own group, choose groups based on rules in Step 3.
Common gotchas
For org-wide room calendar management with shared/resource calendars, consider the Teams feature available on the Advanced plan and above — see Personal vs. Team for details.
Use monday.com's Calendar or Timeline views for a visual layout of bookings across rooms.
Group your board by room name or floor to quickly see availability per room.