Calendly’s round robin event type helps you share meetings between team members. There are two ways to do this:
1. Maximize for availability
Let invitees book with any team member who’s free. Use this setting if you want to book as many meetings as possible and don’t need to evenly share them across your team.
2. Optimize for equal distribution
Calendly will spread meetings fairly across your team. This can mean fewer bookings overall because availability is limited to keep things even.
How “Maximize for Availability” Works
Calendly looks at your team’s calendars to find any time at least one host is free. If more than one person is available, Calendly uses priority stars to decide who gets the meeting.
Here’s how it works:
- Calendly only schedules meetings with team members who are available.
- Availability includes Calendly meetings and anything on connected calendars.
- The teammate with the highest priority will be booked first.
- If two teammates have the same priority and both are available:
- The one who hasn’t had a recent meeting will be booked.
- If it’s still a tie, Calendly will choose someone at random.
- You can adjust priorities in the Hosts section of your event type settings.
How “Optimize for Equal Distribution” Works
Calendly tracks how many round robin meetings each teammate has. It compares meeting counts to make sure no one is more than three meetings ahead.
If someone is ahead by 3 or more meetings:
- Their availability is hidden until others catch up.
- Once things are even again, their time slots will show up.
Example:
- Jim has 3 meetings and Karen has 0.
- Calendly hides Jim’s availability.
- Once Karen gets a meeting, Jim is eligible again.
- If Jim gets another, and the count goes back to 4–1, Calendly hides his availability again.
Note: If you add or remove a host from the event, the meeting count resets to zero for everyone.
What Happens If I Change My Distribution Setting?
Your new setting takes effect right away. The next booking will follow the new rules. Past settings or meeting counts won’t apply.
View Meeting Distribution
Want to see how meetings have been shared across your team?
Check out our guide: How to export event details.
Troubleshooting Availability
If you or a teammate isn’t showing as available:
- Use the Troubleshoot tool in your event type preview.
- If you see the error “UNFAIR”, it means meeting counts are too uneven for someone to be scheduled.