Scheduling with multiple groups of hosts

If you are on our Teams and Enterprise plan and need a more advanced multi-person event, you can take advantage of our enhanced Collective and/or Round Robin features. This lets you set a multi-person event with a mix of “hosts that will always attend” and a “rotating pool” of other hosts.

For example, you can set up:

  • A product demo with the Account Executive and a Sales Engineer. The Account Executive would always attend, and the Sales Engineer will be assigned from a Round Robin pool.

  • A panel interview with the hiring manager, a team leader, and a peer. The hiring manager would always attend, and the team leader and peer would be assigned from two different Round Robin pools.  

Setting up advanced collective and round robin meetings

First, decide if you want to include users that will always be included in the meeting as hosts. If so, you should begin with the Collective event.

  1. Select New event type

  2. Choose the Collective event option.

  3. Add the hosts you want to be included in the meeting.
  4. Name the event and provide a location.

    • Hosts added at this point will be considered as always attending.

      CRR1.gif

  5. You can add more pools of users to the event by clicking the Create a round robin pool button. Then repeat step three.crr2.gif

  6. Edit the event type as you desire.

If you do want all your users to rotate, then you can begin with the round robin event.

  1. Select Create, then Event Type.

  2. Choose the round robin event option.

  3. Add the hosts you want to be included in the meeting. Your added users will be put in a pool of round robin hosts. For information about how round robin availability is determined, please view this help center article.

     

    CRR3.gif
  4. Then edit the event name, description, and event color.

  5. You can add more pools of users, either standing or round robin, to the event by clicking the Hosts and invitees button. Then repeat step 3.CRR$.gif

    • These host pools can be either standing hosts that will always attend a meeting, or round robin hosts that follow a distribution pattern.
  6. Edit the event type as you desire.

No matter which route you take, your new event will be shared with all included users as a Round Robin event and will be visible on their Calendly home pages. You can also see these events in your mobile app and browser extension.

You can edit host pools at any time by:

  • selecting the + icon to add users
  • removing a user from the host pool
  • deleting the host pool entirely by selecting the pool's trash can icon

Determining location for events with multiple user pools

For events that have at least 1 host in a Standing host pool, the location will be set at the event type level. For events that have only Round Robin host pools, the location will be set for each individual part of the first Round Robin pool.

 

Note

An event with multiple groups of hosts cannot be rescheduled and/or re-assigned to a team member via Calendly's Scheduled events page. More information on this feature can be found here