Round robin meeting location options

In this guide we will discuss the following topics as they relate to round robin meetings:

• Video conferencing

• Outbound calling

• Offering multiple locations

Connecting video conferencing options

Each host on a round robin event type can choose their own meeting location. This means that one member of a round robin event can use video conferencing while another can choose to have a phone call or an in-person meeting.

Each individual host is responsible for setting up their integrations with their preferred video conferencing option(s). If you see an error message like the one below when selecting video conferencing, the host has not yet set up their integration for that platform.

Individual hosts can complete the setup for any of the video conference platforms by logging into Calendly and navigating to the Integrations & apps page. For more info, see How to schedule with video conferencing.

Outbound calling for round robin event types

Because of how hosts and locations are assigned, Calendly currently does not support the standard “I will call my invitee” phone call option for round robin event types. You can see this option is greyed out in the image below.

Workaround

If you need to create an “I will call you” experience in a round robin event type, you can use a custom location in combination with an invitee question.

1. Set your location in the round robin event type to Custom and include text such as “I’ll call you!” as the description.
   
   
2. Create a required invitee question and choose phone number as the answer type to capture the invitee's phone number. 
   
   

How to offer multiple locations for round robin event types

For round robin event types, each host sets their desired location in advance. In order to honor your distribution preferences, invitees are not offered the option to select their meeting location.

Here we'll guide you through how you can offer invitees the option to choose their location for events with more than one available host. 

Workaround

Add a custom location to let invitees choose their meeting spot. After they book, you can manually update the invitation with their choice.

This question will appear for all invitees, so ensure the location options work for every host.

1. Set your location in the round robin event type to Custom and include text such as “Please choose a meeting location” as the description.
   
2. Create an invitee question (make it required) to allow the invitee to select their desired meeting location.
   
   

Be sure to update the calendar invitation with the invitee’s desired location once they schedule.