How to set up a round robin shared event

Round robin events let you and other team members automatically rotate which team member is booked for the meeting and let invitees pick a time when any of you are available. Use this procedure to set up a shared round robin event type.

Before you begin...

  • To create a shared event type with another person, that person must be a user on your Calendly account. Read more about shared event types here. 

How to create a round robin shared event

  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. Select Next.

  4. At What event is this, enter an Event name and add a Description (optional) for your invitees. Select Next

  5. At Hosts & Location, set the location for each host under Location and set the logic for how Calendly will assign new 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.

    • Read more about how round robin distribution works here.  
  6. At When can people book this event, select a preset Duration for the event from the drop-down menu or enter your own. At Date Range, click Edit and select the number of days in the future that invitees can book this type of event.

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

  8. (Optional) To set advanced availability settings, select Additional rules for your availability. You can set your Start time increments, event max per day, minimum scheduling notice, and Timezone.

  9. Select Next to save your new round robin shared event type

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

You are able to edit which users can edit, share, or view your event. To do so:

  1. From the home menu, select the gear icon for your event type.

  2. Select Edit Permissions/Edit hosts

    • You can also find this button from the event type edit screen.
  3. Type in and select which user you want to grant permissions to.

  4. You have three options to choose from:

    1. Can edit: can make changes to an event type’s settings (see how to edit an event type here)

    2. Can view: can see the event type in their account and share the event’s booking link, but cannot make any edits to the event itself

    3. Remove from event type: remove any existing permissions for a user

  5. Save any changes.

Note: This feature is currently in beta.

See also:b5607998-e0c5-4ab6-a9af-22bfcd69e720.png


NOTE: These permissions will not work on Managed or Team events.

How to share your round robin shared event 

  1. From your Home page, locate the Collective shared event you just created and select Share. 
  2. Next, choose how to share your link. Select Copy link to make a copy of the link. 


See also:

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