How to Set Up a Round Robin Team Event

This article covers how to create a Round Robin event for a Team Page. To create a shared Round Robin event, please see this article. 

Use round robin event types to increase your team's flexibility by allowing invitees to choose a time with any available member of your team. These event types are perfect for:

• Connecting leads with sales reps for intro calls and demos
• Connecting new customers with the client services team for onboarding and training
• Connecting existing customers with a member of the support team
• Connecting candidates with recruiters for phone screenings

Before you begin... 

• You will need to create a team page in order to create team events, such as Round Robin. 

How to create a round robin team event

1. From your Team Page, select +New Event Type.

2. Select Round Robin.
3. Enter your Event name and Event Duration. 
4. Under Round Robin Hosts, select which hosts you want to be included. 
   If you do not see a host's name, you will need to first add them to the team page. 

5. Select the Location for your hosts.

6. Select Continue.

7. Under Hosts and Invitees, select Round Robin Settings. Here, you will be able to set the logic for how Calendly will assign new meetings to team members. Within the Round Robin settings, you can select Maximize Availability or Optimize for Equal Distribution. To read more about these distribution options, please see this article. 

   •  Maximize Availability to allow invitees to book with any host that's available at their preferred time. (Note: Priority Stars let Calendly know which team member should be booked before all others, any time they are available for booking. These stars can be filled at 4 different levels to rank your hosts by selecting the stars until it is filled to the desired amount.)

   •  Optimize for Equal Distribution to distribute events equally across your hosts. This prevents any one team member from booking more meetings than others. Once a team member is added or deleted, the algorithm will reset.
     
     
     
     

8. Within your Scheduling Settings section, you can edit the Date Range, Hours and Calendar Settings, Event Limits, and Additional Options. 

9. Within your Booking Page Options section, you can edit your Event Link, Booking Form, and Confirmation Page.

10. Within your Notifications and Workflows section, you can edit your Notifications and view your applied Workflows. 

    Reassign meetings to different team members

    Reassign another team member to a round robin meeting by rescheduling it from the Meetings tab on your Home page. Find the meeting and click Reschedule, then Choose team member. Select a new team member from the list and pick the same date and time of the original meeting.
    
    

    

    
    The originally assigned team member, the new team member and the invitee will all be notified of the updated details once you confirm the rescheduled meeting. The time slot will also be freed up in Calendly for the originally assigned team member.