Create a Round Robin Meeting Scheduler link Follow

Round Robin

Round Robin meetings are made so that an equal share of participation can be ensured within users in your account. If you are getting the invitations in Bulk and you want to equally distribute the meeting across your teammates, then you can create this type of Meeting scheduler. 

Topics Covered:

• Creating Meeting Link
• Host and Location
• Date and Time Availability

Creating Meeting Link

To create a Round Robin Meeting Schedule link:

• Navigate to the More Icon from the left menu bar
• Click on the Meeting Scheduler
• Head over to Create Meeting Link

• Select "Round Robin" meeting

Once you select the Meeting type, you will be directed to the page wherein you can customize the meeting details:

• Meeting Name: The meeting name will appear on the browser to your invitees while they are booking the event.
• Meeting description: The description will appear as an additional context to customers for booking any new meeting.
  • Give your invitees a hint of how this meeting can help them.
• Meeting URL: The meeting URL is the unique link you can share with your customers to book a meeting on your calendar. Please note that the meeting URL can't be changed once it has been created

• You will need to specify the teammates who are also going to be a part of the meeting, add the information in the "Select Teammates" Box

• Activity Types: This option helps you to choose the new activity being created with the selected activity type.
• Add Tags: The Selected tags will get applied to the newly created activity which would help plan any automation or segmentation.

Click on the Save button, to be directed to the next set of actions to configure availability and advanced options as per your requirement.

Host and Location

Select the Round Robin distribution policy criteria following which the scheduled calls would be assigned to the teammates.

• Assign by Priority: Here, you would need to set the priority for each user where we can assign numbers in order to set the priority preference.
  • Eg: User A, be on top then User B, and so on so forth. Users with the 1st position (User A) will get the activity first, then the user at 2nd or 3rd priority.
  • For example, if two users are available on a particular date and time, who should get the first meeting? That's when this option comes in handy.

•  Assign by Equal Distribution: Upon this selection, Meetings will be assigned in a Round-Robin manner i.e. 1st scheduled meeting to User A, 2nd to User B, 3rd to User C, and then back to User A (in a team of 3).

• Meeting Location: The location field helps your customer to understand where both parties will connect at a scheduled time.
  • In-Person: It will be a blank section where the user can add the location of the meeting. You can add your unique conferences link via which invitees can join an online session or just the name of the place where the meeting would take place.

• Phone Call: This selection means that the meeting will be a phone call wherein the user will either call their customer or vice versa
  • I will call Invitee: This will give the invitee an option to feed their number at the time of booking  
  • My invitee should call me: You will get an option to enter your number on which the invitee would be calling at their preferred time

• • Zoom: It is a simplified video conferencing and messaging tool that helps you connect over screen sharing with your customers

Date and Time Availability

• Meeting Date Range: Define the date range for which you can accept the meetings, following are the option through which you can set up the date range
  
  • Calendar Days: If you select this option, invitees can book a call for any day in the next 30 days.
  • Business Days: If you select this option, invitees can book a call on any weekdays i.e. except for the weekends(Sat/Sun).
  • Custom Date Range: This allows you to select the date range of your choice like Current - Week, Month, Quarter, or Year. Alternatively, you can define your custom start and end date.
  • No Date range: There will be no date range on this selection, invitees will be able to book a meeting even for the next year.

• Availability: Choose your daily time availability for which you can accept the calls/ meetings

List view for custom schedule selection

• The view helps you in defining Day(s) and hours by selecting the Time Zone and managing date overrides using a List of days as a selection menu.

• Use an Existing schedule: By default business days (Mon - Fri) and common business hours (9 AM - 5 PM) will be selected along with your personal time-zone
• Use Custom Schedule: Here you can create multiple schedules by selecting:
  • Custom business days of the week
  • Custom business hours of the day
  • Custom Timezone
• Set as new schedule: It helps you to save custom portfolios to be shared with other users. This saves hours to be reused with other events types. You can manage all your schedules under availability.

• Date Override: Users can add dates when their availability changes from regular weekly hours.

• By clicking on "Add date override" user's can define the date(s) and hours of their availability for the limited duration for which the meeting schedule can be booked.

Calendar view Date(s) and Hours selection

• The current view offers defining Day(s) and hours by selecting the Time Zone using a Calendar view along with a custom schedule screen.

• Select Business Days
• Select the Available Time Slots

• Meeting Duration: Select how long your meeting can go on, you can book a meeting for up to 12 hours.
• Buffer Time: Allot time before or after the meeting to prepare for the next one or wrap the current. 
• Show available start times in increment of: Select the frequency of the slots to be displayed
  
  • Eg: if you have select 1 hour here, then the slots will be shown as 8:00 AM, 9:00 AM, 10:00 AM & so on
• Minimum Notice Time: Set the minimum amount of time before a meeting that someone can book with you.
  • Eg: If you select this as 4 hours and it's 12:00 pm right now then the invitee will see the next available schedule after 4 pm

• Maximum Allowed Events: Select the maximum events that can be booked in a day
• Timezone Display: 
  • Automatically detect and show the times in my invitee's time zone: It will auto convert your available time slots into their timezone slots
  • Lock the timezone (best for in-person events): A single timezone will be locked where the invitee can only see the timezone you have locked
• Private Event: Select the check box to make this a Private event which the invitees can only see if they have a Scheduling link for this meeting

Once this has been personalized proceed with Setting up Form Questions and Email Notification.