How to Connect Meeting Rooms to Sense Scheduler
This guide walks you through connecting your organization's meeting rooms so recruiters can book them directly when scheduling interviews.
Who should do this? Any Scheduler Admin. For some steps (especially Google), you may need to loop in your IT or Google Workspace admin if you don't have directory access yourself.
Step 1 — Go to Scheduler Settings
Navigate to Settings → Scheduler → Calendar Sync: go to Meetings Rooms.
You'll see your existing calendar connection here. Meeting rooms are connected separately, so this won't affect your calendar.
Step 2 — Connect Your Room Account
Click Connect Rooms and sign in with the same account your organization uses to manage meeting rooms (this is typically your work email).
You'll be asked to grant permission for Sense to read your organization's room directory. Approve the permissions when prompted.
⚠️ Important: Room access and calendar access use separate connections. If you ever redo the room connection, make sure the product is working as expected, reconnect your calendar if only required.
Step 3 — View Your Rooms
Once connected, Sense will automatically fetch all available rooms from your organization's directory. You'll see them listed with details like room name, building, floor, and capacity.
If you add new rooms later or don't see a room you expect, click Refresh to sync the latest list.
Step 4 — You're Done!
Recruiters can now select from these rooms when creating scheduling templates or booking meetings via direct scheduling. No further setup is needed on your end.
Additional Steps for Google Workspace Admins
If your organization uses Google Calendar, there's one extra step required before rooms will appear - even after granting permissions.
This is because Google requires users to explicitly subscribe to room calendars before they can be accessed.
Here's what to do:
- Open Google Calendar in your browser
- In the left sidebar, scroll to Other calendars and click Browse resources
- Find the rooms you want to make available in Sense
- Click the + next to each room to subscribe to it
Once subscribed, go back to Sense and hit Refresh — your rooms should now appear.
If you don't see the "Browse resources" option, you may need your Google Workspace admin to enable room resource visibility for your account.
Things to Know
- What if a room isn't available when a meeting is booked? The meeting will still be confirmed.
- Can Sense tell if a room declined a calendar invite? Not currently — room acceptance/decline status isn't visible in the system.
- Microsoft 365 users — no extra steps beyond the initial permission grant. You're good to go after Step 2.