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How to Set Work Locations in Google Calendar

Wouldn’t it be great if there was a way to find out where everyone in your company works from, so you could schedule meetings more easily? Well, that’s exactly what Google Calendar thought when they released the work locations, and you can use it to better organize the whole team.

Here’s why you should consider adding workplaces to your system and how to use it.

Why define workplaces?


Workplace option in Google Calendar

Now that the working class has shifted to remote work, coordination within a company has become more difficult to achieve.

Managers no longer have the ability to know where their employees are and exactly how to connect with them. Google Calendar introduced Workplaces as a solution to the problem of absent employees.

With Workplaces, companies have a more efficient system for hosting in-person meetings in a hybrid home and office environment. Work locations will be in the same area of ​​Google Calendar as work hours.

Related: How to set working hours in Google Calendar

A business of any size can benefit from setting up its own workplaces, allowing employees or freelance contractors working around the world to let employers know where they are.

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However, to use Workplaces, you need a specific Google Account. Google Workspace Business Standard, Business Plus, Enterprise Standard, Enterprise Plus, Education Plus, Nonprofits, and G Suite Business all have access.

G Suite Basic customers, Google Workspace Essentials, Business Starter, Enterprise Essentials, and Education Fundamentals plans will not be able to access Workplaces.

How to Set Work Locations in Google Calendar

In order for your team to see your workplace, you need to make the person have free or busy visibility.

You will have four main options to choose from when defining your workplace; Work, Home, Unspecified and Add location. When you select Add location, you can enter any custom text to describe where you work.


Related: How to create a work-from-home schedule using Google Calendar


Workplace settings
  1. Open Google Calendar.
  2. Click the gear icon > Settings.
  3. Click on Business hours or scroll down.
  4. Check the Activate the workplace check box.
  5. Choose the days you work.
  6. Select the workplace for each day.

Disabling your slots is just as easy, uncheck the box next to Activate the workplace. Any workplaces you have previously set will be automatically removed from Google Calendar.

How to show that you are out of the office

If you can’t work at all, you’ll need to select “Out of Office” to automatically decline all meeting requests you receive during this time. Here’s how you can let employees know you won’t be available.


Out of office setting in Google Calendar
  1. Open Google Calendar.
  2. Select the date.
  3. To select Out of office.
  4. Choose the dates when you are not available to work.
  5. Click on to safeguard.

When you select “Out of Office”, you can provide your team with specific information about your situation.

You can also choose the Out of office selection to repeat so you don’t have to make manual adjustments each time. There is also an option to customize your own rejection message and settings.

Since choosing to be out of the office means you automatically decline meetings, you need to make sure the follow-up message reflects your exact sentiment.

Workplaces in Google Calendar

As the world continues to push more toward a hybrid work environment, Google Calendar is doing what it can to help you and your team stay organized. You are able to let everyone know exactly where you will be every day you are “in the office”.

Once you get the hang of it, Workplaces is just the tip of the iceberg when it comes to Google features that help optimize your remote work.


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