Google Workspace has introduced the working location feature.
This feature let's you easily visualize your working location status across Google Calendar.
Comeen Workplace, as a Recommended for Google Workspace application, provide a seamless integration with this feature.
Across this documentation we'll first explain how the integration works and then explain to you how to deploy it.
How does the Google Calendar working location integration works with Comeen Workplace
Comeen Workplace lets you update your status accross different applications: our Google Calendar add-on, our Google Chat application, our Slack application or from My Comeen (our Web application).
The available Comeen Workplace status are:
At the office,
Remote work,
Other,
Out of office.
Now, some of those status can be automatically synchronized with the Google Calendar working location feature.
The available Google Calendar working location status are:
Office,
Home,
Another location.
The Comeen Workplace's Google Calendar working location integration works both ways.
The Comeen Workplace status "At the office" correspond to Google Calendar working location "Office".
The Comeen Workplace status "Remote work" correspond to Google Calendar working location "Home".
Synchronization from Comeen Workplace to Google Calendar
When you set your Comeen Workplace status to "Remote work"
From Comeen Workplace, when you set a status to "Remote Work", your Google Calendar working location will be automatically updated.
Here is how it'll look on Google Calendar:
When you set your Comeen Workplace status to "At the office"
From Comeen Workplace, when you set a status to "At the office", your Google Calendar working location will be automatically updated.
Here is how it'll look on Google Calendar:
Synchronization from Google Calendar to Comeen Workplace
When you set your Google Calendar working location to "Office"
We'll book an in-office attendance to the user's Favorite Location.
If your user hasn't set his Favorite Location
We'll remove his working location.
He will receive this notification :
If the building is using desk booking feature
We'll book a desk in the user's Favorite Location.
The user will receive this notification (in Google Chat and/or Slack):
We'll update his working location:
If the building is not using desk booking feature
We'll book a desk in the user's Favorite Location.
The user won't receive any notification.
We'll update the working location with booking informations:
When you set your Google Calendar working location to an office that is synchronized with Comeen Workplace
From the working location, select your office:
We'll book an in-office attendance in that office and update your working location:
If the building is using desk booking feature, we'll book a desk automatically in this office.
The user will receive this notification (in Google Chat and/or Slack):
We'll update the working location with booking informations:
When you set your Google Calendar working location to an office that is not synchronized with Comeen Workplace
The user will receive this notification (in Google Chat and/or Slack):
When you set your Google Calendar working location to a building that is full
The user will receive this notification (in Google Chat and/or Slack):
We'll remove his working location.
When you set your Google Calendar working location to "Home"
The user status in Comeen Workplace will be set to "Remote work":
When you remove your working location
We'll remove your status in Comeen Workplace.
Your desk will be released if you had a desk booking.
When you set a recurring working location
In Google Calendar settings, you can define a recurring working location:
We'll synchronize your recurring working location.
We'll book an office attendance, and a desk if your building is using desk booking, only for the upcoming weeks according to your setting "Users bookable weeks in advance" in Comeen Workplace administration dashboard:
What happen if I book half day?
Currently we're not supporting half day booking with the Google Calendar working location integration. It will be available soon.
How to deploy the Comeen Workplace's Google Calendar working location integration
Before setting-up the integration, make sure that all the targeted users have the role "Manage his/her weekly planning".
Set-up
First, you need to turn on the working location on Google Workspace for your users.
Optionnaly, to ensure users set their working location, you can activate a banner to users who haven't set their working location.
Create a dedicated Google Workpsace user to synchronize the Google Calendar working location of all your users. The user needs to have the Google Workspace role "Super Admin. Keep in mind that the role can take up to 24h to be effective (believe it or not, we've experienced it).
We highly recommend to name this Google Workspace user "Comeen Workplace" since his name will be visible on user's working location:
Create a Comeen Workplace account for the newly Google Workspace user created and give him the "Super Admin" role.
Activate the "Allow working location sync from Google Calendar" scope in Comeen Workplace administration dashboard. Warning, once you do that, we'll start the initial synchronization.
Initial synchronization
When you activate the scope "Allow working location sync from Google Calendar" in the Comeen Workplace administration dashboard, we'll run an initial synchronisation, for all the users with the role "Manage his/her weekly planning" of your Comeen Workplace dashboard.
The synchronization takes all "At the office" and "Remote work" status defined in Comeen Workplace and create the corresponding working locations in Google Calendar. Existing Google Calendar working locations created by the users will be removed.
Once the initial synchronization is done, changes from Google Calendar working location or Comeen Workplace status will be watched and synch both ways.
What happen when I add new users?
When a new user is added in Comeen Workplace, manually or synchronized from Google Workpsace, the same process will happen. We'll first to an initial synchronization and then changes in both ways will be watched.