Round Robin meeting

Round robin meetings are needed when 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.

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 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.

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. Client B can also book at 10:00 AM or any other time Eve is available. Regardless of the slot booked, the meeting with client B will be assigned to Eve, avoiding imbalances and ensuring no team member is overloaded.

Here are the steps to create 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.

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.

How do I get notified when one of my 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

How to change the host of a Round Robin meeting?

You can change the host of a round robin meeting after a booking has been scheduled. Here are the steps to do this.

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.