Round Robin meeting

Round Robin meetings are designed to distribute meetings evenly among your team members. It ensures that each team member receives an equal share of the meetings, avoiding overload or imbalance based on availability. Please note that in Round Robin meetings your clients can't choose a person. Client chooses an open slot and NeetoCal will assign that slot to one of your team members.

Each team member is free to have their own custom availability and thus they have complete freedom in terms of setting their own availability.

In a Round Robin meeting, the meeting host could be you or one of your team members. Let's say you are part of a sales team, and any of the five sales team members can conduct a new client meeting. In that case, you should be using Round Robin meetings.

Let's discuss a few examples to understand better how round-robin meetings work.

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 Oliver and Eve are available simultaneously.

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 Oliver. 10:00 AM slot will still be available because Sophie is available.

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

Creating a Round Robin meeting

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

2. Click on the Add new meeting link button.

3. Select the second option, Round Robin 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 and add all the members to whom a meeting can be assigned.

6. Click on Save.

Setting availability for the Round-Robin meeting

Each member of the meeting can set their availability using the normal Availabilities tab from the left sidebar. You can apply any of your availability to the round-robin meeting.

Get 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

Change the host of a Round Robin meeting

You can change the host of a round robin meeting after a booking has been scheduled.

Step-by-step video guide: https://app.supademo.com/demo/cm5kx6xlj06ta7lw0trx80e5j

1. Open booking details of the scheduled booking and click three dots in the header next to the meeting name.

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.