How to schedule with multiple groups of hosts

On Teams and Enterprise plans, you can create advanced Event Types that include both required and rotating hosts. This setup combines Collective and Round Robin logic. Some hosts always attend, while others are assigned from one or more rotating pools.

For example, you can set up:

• A product demo with an account executive and a rotating sales engineer. The account executive always attends, and the sales engineer is assigned from a Round Robin pool.
• A panel interview with a hiring manager, a team lead, and a peer interviewer. The hiring manager always attends, while the other two are pulled from separate Round Robin pools.

Before you begin

• We recommend learning how to create a shared Collective Event Type and a shared Round Robin Event Type.
• The hosts must already be users in your Calendly organization.
• When you reschedule an event with multiple host pools from your Meetings page, you won’t see the option to choose hosts. You’ll go directly to the booking page, and the meeting will be rescheduled using Round Robin logic.

Create an advanced Collective and Round Robin event

1. Go to the Scheduling page.
2. Select the + Create button, then Collective or Round robin.
3. Enter an Event name and set the Duration.
4. Add your Hosts:
   • Select + Add co-host to add teammates as hosts who will always attend.
   • Select Create rotating host pool to include hosts in a Round Robin pool.
     • For each pool, you can edit its name, members, and distribution method.
5. Set your Rescheduling preferences to reassign through Round Robin or to keep original hosts.
6. Set the Location for this event type.
   • If a co-host is included, you can offer one location or let invitees choose from multiple options.
     • For video conferencing, assign one co-host to be the meeting organizer.
   • If all hosts are in Round Robin pools, set the location individually for each host in the first pool.
7. Set the Availability settings for this event type.
   • Set the date range options.
   • Choose to set the schedule for each host or apply the same hours to all hosts.
8. Select Create.

What's next?

Share your link or manage your shared event to update hosts and booked meetings.