How to set up a round robin shared event

Round robin events let you and other team members automatically rotate when booking and let invitees pick a time when any of you are available. Use this procedure to set up a round robin event type.

  1. On your Calendly Home page, select New Event Type.

  2. Select Create next to the Round robin event type.

  3. Enter the names or emails of all other hosts for this event type.

  4. Select Next.

  5. Enter an Event name and optionally a Description for your invitees.

  6. Select a preset Duration for the event or enter your own.

  7. At Date Range, click Edit and select the number of days in the future that invitees can book this type of event.

  8. (Optional) On the calendar, set the time frame for when you and other hosts are accepting meetings for this type of event. (Note: we already block times marked as “busy” in the calendar(s) you and other hosts connected to Calendly.) See How to set up host availability for multi-person scheduling for more information.

  9. (Optional) To set advanced availability settings, select Advanced at the top of your calendar view. You can set your Availability Increments, Event Max Per Day, Minimum Scheduling Notice, and Event Buffers.

  10. Select Next.

  11. At Hosts & Location, set the logic for how Calendly will assign meetings to team members. At Round Robin Distribution, select:

    •  Optimize for 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 3 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. A team member cannot be scheduled for more than 3 meetings ahead of the others. Once a team member is added or deleted, the algorithm will reset.

  12. At Location, select where the event type will be held per host. Choose from an online meeting app you or other hosts have already connected to Calendly or enter a location description.

  13. Select Next.

To see your scheduling page for the event, click view live page.

To share your event with others, from your Home page next to the event you’ve created, select Copy Link then paste it into an email or text message and send it to your invitees. See Sharing your link for additional ways to share your link.

See also:

How to set up a collective shared event
How to edit hosts for shared events

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