Round robin meetings are needed when the meeting host could be you or one of your team members. Let's say that you are part of a sales team, and any of the five sales team members can take up a new client meeting. In that case, you should be using Round Robin meetings.
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.
Each team member is free to have their own custom availability and thus have complete freedom when working.
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.
John is available from 09:00 AM to 10:00 AM, and Mary is available from 10:00 AM to 11:00 AM. In the booking calendar, the available slots will be from 09:00 AM to 11:00 AM. If a client books the 9:00 AM slot, John will be assigned the meeting. If the client picks the 10:30 AM slot, then the meeting will be assigned to Mary.
Example 2: Now, let's consider a scenario where both John and Mary are available at the same time, from 09:00 AM to 10:00 AM. As expected, the booking calendar will show a single slot from 09:00 AM to 10:00 AM. However, this slot will be available twice, allowing any two clients to book these slots.
Here are the steps to create a round-robin meeting:
Click on the Meeting links tab from the left sidebar.
Click on the Add new meeting link button.
Select the second option, Round Robin and click Continue.
You will be redirected to the What tab, where you can specify your meeting details.
Click on the Members tab and add all the members to whom a meeting can be assigned.
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 one of your availability to the round robin meeting.