Round robin meeting location options

In this guide, you'll learn how round robin meetings work with:

• Video conferencing
• Outbound calling
• Multiple meeting locations

Let each host choose their location

Each host in a round robin event can set their own meeting location. One host might use video conferencing. Another might choose a phone call or an in-person meeting.

Set up video conferencing

Each host must connect their video conferencing tools in their own Calendly account. If you see an error when selecting a platform, it means that host hasn’t connected their integration yet.

To set it up:

1. Log in to Calendly.
2. Go to Integrations & apps.
3. Choose and connect your video conferencing tool.

For more help, see How to schedule with video conferencing.

Outbound calling in round robin event types

Calendly does not support the “I will call my invitee” option for round robin events. This setting appears greyed out during setup.

Workaround: Use a custom location and invitee question

To create a call-based experience:

1. Set the event location to Custom. Add a message like “I’ll call you!”
2. Add a required invitee question that asks for the invitee’s phone number.

Offer multiple meeting locations

In round robin events, each host sets their location ahead of time. Invitees don’t get to pick.

But if you want invitees to choose a location, here’s how to do it.

Workaround: Let invitees choose a location

1. Set the event location to Custom. Add a message like “Please choose a meeting location.”
2. Add a required invitee question with location options.
3. After the invitee books, manually update the calendar invitation with their choice.

Want to automate this? Use a routing form to guide users to different event types based on their location preference. Learn more in Calendly Routing.