Round Robin meeting

Round Robin meetings are designed to assign meetings among your team members. Please note that in Round Robin meetings, your clients can not choose a host. The client chooses an open slot, and NeetoCal will assign that slot to one of your team members.

Each team member can set up their availability based on their schedule. This means your team has full control over when they’re open for meetings, while still sharing the overall meeting load fairly.

For example, you're part of a sales team, and any of the five sales reps can handle new client calls. Instead of having each client choose who to book with, you can set up a Round Robin meeting, and NeetoCal will automatically assign the meeting to whoever is available, based on your selected assignment method.

Round robin meetings have two assignment methods: Balanced assignment and Priority-based assignment.

Balanced assignment

This Assignment ensures that meetings are distributed evenly among team members, preventing overload or imbalance based on availability. When multiple hosts are available for a selected time slot, the meeting is automatically assigned to the host with the fewest existing bookings.

Example 1: Let's say there's a round-robin meeting with two members, and both members are only available on Mondays but at different times.

In the booking calendar, the available slots will be from 9:00 AM to 7:00 PM. John will be assigned the meeting if a client books any slot from 9:00 AM to 2:00 PM. If the client picks a slot between 2:00 PM to 7:00 PM, the meeting will be assigned to Mary.

Example 2: Now, let's consider a scenario where both John and Mary are available during the same hours.

As expected, the booking calendar will show slots from 09:00 AM till 5:00 PM. However, each slot will be available twice. Let's say client A books a meeting for 10:00 AM, and the meeting is assigned to John. 10:00 AM slot will still be available because Mary is available.

If client A books 10:00 AM to 10:30 AM (John is assigned the booking), and then client B tries to book 11:00 AM to 11:30 AM, then Mary will be picked even though John is available at the time. This is done to evenly assign bookings between John and Mary.

Priority-based assignment

In this setting, you can set the priority for your round-robin hosts. When a slot is picked where multiple hosts are available then the meeting will be assigned to the host with the higher priority until that host is completely booked or becomes unavailable.

Example 1: Let's say there's a round-robin meeting with two members Jacob and Sasha, and both members are only available on Mondays but at different times.

In the booking calendar, the available slots will be from 9:00 AM to 7:00 PM. Jacob will be assigned the meeting if a client books any slot from 9:00 AM to 2:00 PM. If the client picks a slot between 2:00 PM to 7:00 PM, the meeting will be assigned to Sasha. Here the priority order does not matter.

Example 2: Now, let's consider a scenario where both Lily and James are available during the same hours and Lily has a higher priority than James.

As expected, the booking calendar will show slots from 09:00 AM till 5:00 PM. However, each slot will be available twice. If say client A books a meeting for 10:00 AM, then Lily will be picked even though both Lily and James are available. This is because Lily has a higher priority.

If client A books 10:00 AM to 10:30 AM (Lily is assigned the booking), and then client B tries to book 11:00 AM to 11:30 AM, then Lily will still be picked despite having more meetings than James. This is again because Lily has higher priority. Every new booking will be assigned to Lily until Lily is fully booked or becomes unavailable.

Creating a Round Robin meeting

1. Click on the Scheduling links tab from the left sidebar.

2. Click on the Add new scheduling link button.

3. Select the Round Robin option and click Continue.

4. You will be redirected to the What tab, where you can specify your meeting details.

5. Click on the Members tab.

6. Choose either Balanced assignment or Priority-based assignment depending on your needs.

7. Add all the members to whom a meeting can be assigned.

8. Click on Save.

Setting availability for the Round-Robin meeting

Each member of the meeting can set their availability using the Availabilities tab from the left sidebar. You can apply any of your availability to the round-robin meeting. See the article Setting Up Availabilities to know more details.

Video integration

Each member is required to integrate their video conferencing account individually. If any member has not integrated chosen platform, NeetoCal will create video link using Jitsi for that meeting.

Getting notified when one of your team member gets a booking

1. Click on Settings tab.

2. Select Email notifications.

3. Click on Booking confirmation email for host.

4. Add your email in the CC input text.

Changing the host of a Round Robin meeting

Here is a step-by-step walkthrough of how you can change the host of a round robin meeting after a booking has been scheduled.

1. Open booking details of the scheduled booking and click on meeting time.

2. Click on the Resend confirmation.

3. Now check the checkbox Change host and select the new host from the dropdown.

4. Clicking the Resend button will send a confirmation email to both the new host and the client.