Before you start
Your Google Workspace super administrator must do or approve most of these steps. Only a super admin can authorise domain-wide delegation.
RICOH Spaces needs three things from Google:
A service account with a JSON key. A service account is an identity that RICOH Spaces signs in as. The JSON key is its password, stored as a file.
Domain-wide delegation. This lets the service account act as users in your domain, limited to four API (application programming interface) scopes.
A booking account. This is a generic Workspace user, such as [email protected]. This account runs bookings and directory sync.
No Google API key is used. RICOH Spaces authenticates with the service account's JSON key.
Note: Allow up to 24 hours for delegation changes to take effect. If you give the booking account the Super Admin role in step 3, Google says it can take longer.
Step 1 – Create the service account and JSON key
This step creates the JSON key file for RICOH Spaces and the service account's numeric Client ID for step 2.
1a. Create a project
Sign in to console.cloud.google.com with your Workspace admin account.
Select your projects
Select New Project.
Give it a name, such as ricoh-spaces-integration. Then, fill in the details and select Save.
1b. Enable the Google Calendar API
With the new project selected, go to Menu > APIs & Services > Library.
Search for Google Calendar API, open it and click Enable.
1c. Create the service account
Go to Menu > IAM & Admin > Service Accounts, then click Create service account.
Enter a name, such as ricoh-spaces. The ID fills in automatically.
Skip the optional role and user-access steps, because Google Cloud roles don't grant Workspace access. Click Done.
1d. Create the JSON key
Click the service account's email address, then open the Keys tab.
Click Add key > Create new key, select JSON, then click Create.
Store this somewhere safe, as you can only create it once.
1e. Copy the service account's Client ID
On the service account's details page, click Advanced settings.
Under Domain-wide delegation, copy the Client ID. It's a long number of about 21 digits.
The same number also appears as Unique ID on the Details tab, and as OAuth 2 client ID in the service accounts list.
Step 2 – Authorise domain-wide delegation
This step lets the service account act inside Google Workspace, limited to the four scopes RICOH Spaces needs. Only a super admin can do it.
In admin.google.com, go to Menu > Security > Access and data control > API controls.
Click Manage Domain-wide Delegation, then Add new.
In Client ID, paste the 21-digit number from step 1e.
In OAuth scopes, paste this line exactly
https://www.googleapis.com/auth/calendar
5. Click Authorise. Open the new entry and check that the scope is listed.
Scope | What RICOH Spaces uses it for |
.../auth/calendar | Reading room availability, and creating, changing and cancelling bookings |
Step 3 – Give the booking account rights over room calendars
The service account acts as the booking account, so the booking account must be able to edit every room calendar. There are two ways to do this.
Option | How | Trade-off |
A. Super Admin role (recommended) | In admin.google.com, go to Account > Admin roles > Super Admin > Assign users, then add the booking account | No per-room sharing. The account gets full admin power, and Google notes the role can take time to apply. |
B. Share each room calendar | Share each room's calendar with the booking account at Make changes and manage sharing (steps below) | Least privilege. Repeat this for every new room. |
To use option B, sign in to Google Calendar as an admin:
Open calendar.google.com. Next to Other calendars, click + > Browse resources and tick each room so it appears in your list.
Point to a room calendar, click the three dots, then click Settings and sharing.
Under Share with specific people or groups, click Add people and groups.
Enter the booking account's email, set Make changes and manage sharing, then click Send.
Repeat for every room.
Step 4 – Find your Customer ID
In admin.google.com, go to Menu > Account > Account settings > Profile.
Copy the value next to Customer ID.
Step 5 – Enter the details in RICOH Spaces
In RICOH Spaces, A global admin will need to go to Organisation Settings > Integrations > Google Workspace.
Fill in Client ID and Admin Email, click Choose File to upload the JSON key, then click Update.
RICOH Spaces field | Value from Google |
Client ID | The Customer ID from step 4, not the service account number. |
Admin Email | The booking account, such as [email protected]. |
Private Key | The JSON key file from step 1d |
Step 6 - Link each room
Go to Organisation Settings > your location > Spaces and edit the room.
In its Calendar section, enter the room's email address.
Click Create Watcher, then Save. Each room needs its own watcher to keep its bookings in sync with Google. Once created, the watcher shows a URL and an expiry date.
Repeat for every room.