When managing a team's scheduling, coordinating everyone's availability can become complex. If you use Calendly, their round robin feature helps distribute meetings among team members. In this article, we’ll tell you everything you need about it and how to set it up. And we’ll also show you how Zeeg can help you with your meetings, including round robin scheduling, for a low price and maximum security.
What is round robin scheduling?
Round robin scheduling automatically rotates meetings among team members, letting clients book appointments with any available team member. Think of it as a digital receptionist that intelligently assigns meetings based on your team's availability and workload. When a client requests a meeting, the system looks at factors like schedule openings, previous assignments, and team member capacity to make the best match.
This method eliminates the manual work of figuring out who should take each meeting. Instead of checking multiple calendars or asking around for availability, the system handles the distribution automatically. It also helps prevent any single team member from getting overloaded while others remain underutilized.
Round robin scheduling proves especially valuable for teams that need quick response times and fair distribution of meetings. Therefore, this approach works particularly well for:
- Sales teams handling demo requests and intro calls
- Support teams managing customer inquiries
- HR teams conducting initial interviews
- Customer success teams handling onboarding sessions
👉 Read more: Round robin: Optimizing the sales process
How Calendly's round robin distribution works
Calendly offers two distinct methods for distributing meetings among team members: maximizing for availability and optimizing for equal distribution. Each approach serves different scheduling priorities, so understanding their differences helps you choose the right option for your team.
1. You can maximize for availability
When you choose to maximize for availability, the system focuses on offering as many booking options as possible. It displays all time slots where at least one team member is available, increasing the chances of successful bookings. The system checks both Calendly-scheduled meetings and connected calendars to avoid conflicts before making assignments.
To determine which team member receives a specific meeting, Calendly uses a priority system. Team members can be assigned different priority levels using a star rating, and when multiple team members are available, the system first considers these priority ratings. If there's a tie in priority, it looks at recent scheduling history – and the team members who haven't had recent meetings get prioritized. In cases where these factors are equal, the system makes a random selection to ensure fairness.
2. You can also optimize for equal distribution
The equal distribution method is a bit different, as it focues on balancing workload across the team. This system tracks the number of meetings assigned to each team member and actively works to keep these numbers relatively even.
To maintain this balance, Calendly implements a three-meeting threshold. When any team member gets three or more meetings ahead of their colleagues, the system temporarily stops showing their availability. Their time slots become visible again only after other team members catch up, ensuring no single person becomes overloaded.
It's worth noting that this method might result in fewer available time slots overall since the system prioritizes equal distribution over maximum availability. Additionally, the distribution count resets whenever you add or remove team members from the rotation, starting everyone at zero to maintain fairness.
👉 Read more: Calendly routing forms
Setting up a round robin scheduling in Calendly
Step-by-step to create a round robin event
- Click '+ New Event Type'
- Select 'Round robin'
- Enter your event name and duration
- Add team members as hosts
- Configure scheduling settings:
- Set availability hours
- Add a buffer time
- Set minimum scheduling notice
- Define daily meeting limits
- Choose your distribution method
- Set up location preferences
- Configure permissions and sharing options
Step-by-step to create a team round robin event
Team round robin events offer more structured scheduling for established teams. This option works best when you regularly schedule similar types of meetings. Here's the process:
- First, make sure you have a team page set up in Calendly. From here, things will be similar as on the process above
- From your Team Page, click '+ New Event Type'
- Select 'Round Robin' as your event type
- Enter an event name and select the duration
- Under 'Hosts', select team members to include in the rotation
- Configure your distribution preferences:
- Set your preferred distribution method
- Define reschedule preferences for the team
- Set location settings:
- Choose between host-specific locations
- Or set a single location for all team members
- Configure availability:
- Set your date range for scheduling
- Choose between host-specific hours or unified team hours
- Click 'Create' to establish the basic event
Steps to create a shared round robin event
A shared round robin event works well when you want to quickly set up meeting rotation among team members without creating a full team page.
- Navigate to your Event Types page and click '+ Create'
- Choose 'Round Robin' from the options
- And from here, the steps are the same as for the other event types
Additional configuration options
Setting up round robin scheduling involves several important configuration options that affect how your team handles meetings. Let's explore these key settings in detail.
Video conferencing setup
Calendly provides flexibility in how team members conduct their meetings. Each person on your team can customize their own meeting location preferences according to their needs and workflow. Some might prefer video calls through platforms like Zoom or Google Meet, while others might opt for phone calls or in-person meetings.
However, it's important to note that team members are responsible for setting up their own video conferencing integrations. They'll need to connect their preferred platforms through their individual Calendly accounts to ensure smooth operation of virtual meetings.
Location handling
Location management in round robin events functions differently from standard scheduling. Instead of offering location choices during booking, each host pre-sets their preferred meeting location. This approach helps maintain the integrity of the round robin system, though it does create some limitations in flexibility.
To work around these limitations, you can implement custom locations combined with required questions during the booking process. This setup allows you to gather location preferences from invitees while maintaining the round robin structure. For more complex location-based scheduling needs, you might want to consider using Calendly's routing forms, which can direct meetings to specific team members based on location requirements.
Managing permissions
Proper permission management ensures your round robin system remains secure and well-organized. Through Calendly's permission settings, you can control exactly who has access to what aspects of your scheduling system. You can set specific editing permissions for team members who need to modify event settings, while restricting others to view-only access. Additionally, you can define sharing capabilities to control who can distribute scheduling links and configure various team access levels to match your organizational structure.
These granular permission controls help maintain consistency in your scheduling process while giving team members appropriate levels of access to manage their schedules effectively.
When should you use round robin scheduling?
Round robin scheduling isn't ideal for every situation. Also, it can't be used on Calendly free plan. However, it can significantly improve efficiency under the right circumstances. It works particularly well in environments where team members share similar responsibilities and skill sets. When your team regularly handles comparable types of meetings, such as sales demos or support calls, round robin distribution helps maintain a steady workflow.
This scheduling method proves especially valuable when workload distribution is a priority. By automatically rotating meetings among team members, it prevents any individual from becoming overwhelmed while others remain underutilized. This equal distribution helps maintain team morale and ensures consistent service quality.
Quick response times also make round robin scheduling particularly effective. Instead of waiting for a specific team member to become available, clients can book with the next available representative. This approach significantly reduces wait times and improves customer satisfaction.
Additionally, round robin scheduling shines in situations where team members possess similar skill sets. This ensures that regardless of who takes the meeting, the client receives consistent service quality. However, if your team members have highly specialized roles or significantly different expertise levels, you might want to consider other scheduling approaches.
👉 Read more:
- Calendly pricing plans (comparison)
- Calendly free
- Calendly for Teams
- Calendly Standard plan
- Calendly Enterprise plan
Best practices for effective round robin scheduling
Regardless if you're using Calendly or if you're looking into Calendly alternatives, there's some common ground on how round robin should be used, as this is a feature available on other scheduling tools. Let's look at that now.
Set and maintain clear team availability
Establishing accurate availability settings forms the foundation of effective round robin scheduling. Each team member should regularly update their calendar and block off any time they're unavailable, including regular commitments, planned time off, and breaks. Consider implementing standardized working hours across the team to ensure consistent availability patterns. Clear communication about schedule changes helps maintain system accuracy and prevents booking conflicts. Teams should also account for different time zones when setting availability, especially for international operations.
Implement strategic buffer times
Calendly buffer times between meetings play a crucial role in preventing burnout and ensuring proper preparation. Adding both pre-meeting and post-meeting buffers gives team members time to review materials, take notes, and handle any necessary follow-up tasks. The ideal buffer duration varies based on meeting type – sales calls often require longer preparation time than quick support check-ins. Consider your team's specific needs when setting these times, and adjust them based on feedback and performance metrics.
Monitor and analyze distribution patterns
Regular monitoring of meeting distribution reveals important insights about your scheduling system's effectiveness. Track how meetings are distributed among team members throughout the day and week. Pay attention to peak booking periods and identify any patterns in cancellations or rescheduling requests. Watch for signs of uneven distribution or overloading of certain team members. Use this information to fine-tune your settings and create a more balanced system that works for everyone.
Manage team changes carefully
Timing is crucial when modifying your round robin team composition. Plan additions or removals of team members during slower periods to minimize disruption to ongoing operations. Since adding or removing hosts often resets distribution counts, consider the impact on workload balance before making changes. Document any modifications to team composition and communicate these changes clearly to all stakeholders to maintain smooth operations.
Conduct regular system reviews
Periodic system reviews ensure your round robin setup continues to meet your team's evolving needs. Schedule monthly or quarterly assessments to examine distribution settings, booking patterns, and availability rules. Review and adjust buffer times based on team feedback and performance data. Check notification settings to ensure they're working effectively for both team members and clients. These regular check-ins help maintain system efficiency and identify opportunities for improvement.
Provide comprehensive team training
Effective training ensures every team member can use the system confidently and consistently. Cover the essentials of updating availability, managing calendar integrations, and handling booking modifications. Teach team members how to respond to rescheduling requests and manage follow-up tasks effectively. Provide guidance on using advanced features that can improve their workflow. Regular refresher sessions keep everyone updated on best practices and new features.
Establish clear scheduling policies
Well-documented scheduling policies create consistency and set clear expectations. Define specific requirements for minimum notice periods before meetings and establish standard procedures for cancellations and rescheduling. Create guidelines for meeting durations that align with your team's capabilities and client needs. Develop protocols for following up after meetings and handling no-shows. Make these policies easily accessible to both team members and clients to ensure smooth operations.
Integrate with other tools
A well-integrated scheduling system creates efficient workflows across your entire operation. Connect your round robin scheduling with your team's primary communication platforms to ensure smooth information flow. Link it to your CRM system to maintain accurate customer records and track interactions. Set up integrations with your project management tools to align meetings with project timelines. Ensure your video conferencing software connects seamlessly with your scheduling system for virtual meetings.
Collect feedback regularly
Continuous improvement relies on regular feedback from both team members and clients. Create easy ways for users to share their experiences and suggestions about the scheduling process. Ask team members about their challenges and ideas for improvement. Gather client feedback about the booking experience and meeting quality. Use surveys and direct conversations to understand pain points and identify areas for enhancement. This ongoing dialogue helps you refine the system and better serve everyone's needs.
Why choose Zeeg for round robin scheduling?
While Calendly offers round robin scheduling capabilities, Zeeg provides these same features along with several advantages that make it particularly appealing for modern businesses. Here's some of the things you'll get with Zeeg:
Complete round robin functionality: Zeeg delivers comprehensive round robin scheduling that matches all standard capabilities you'd expect. The system efficiently distributes meetings among team members, maintains scheduling fairness, and handles complex availability scenarios. You get intelligent meeting assignments, customizable distribution rules, and detailed analytics to track meeting patterns.
Advanced routing capabilities: The round robin experience is connected to smart routing forms that qualify leads before distribution. The system can automatically direct meetings to specific team members based on criteria like industry, company size, or meeting purpose. This intelligent routing ensures each inquiry reaches the most appropriate team member.
Elevated data protection: Data security is fundamental to Zeeg's design. The platform ensures complete GDPR compliance through end-to-end encryption and ISO27001 certified data centers, making it ideal for businesses handling sensitive information or working with customers in the EU and UK.
Full calendar integration: Unlike Calendly, which no longer supports iCloud Calendar for new users, Zeeg maintains full Apple Calendar integration. This means your scheduling system works seamlessly across all Apple devices while also supporting other calendar services, as well as Google Calendar and Microsoft's.
Powerful workflow automation: With its automated workflows, Zeeg can trigger custom email sequences, send SMS reminders, and integrate with your existing tools through Zapier. This automation extends to CRM systems like Pipedrive, where bookings automatically create leads and update deal stages.
Complete analytics dashboard: Understanding your team's scheduling patterns helps optimize operations. Zeeg provides a complete analytics feature that tracks your meeting history, helping you refine your scheduling strategy and improve team efficiency over time.
