How to create a Round Robin meeting type?

Modified on Tue, 23 Jan at 11:21 PM


What is round robin meeting type?

A Round Robin meeting type lets you automatically distribute new meetings to team members, saving you the time of manually assigning them. The team members are placed in an order and are booked in that order. However, if one team member isn’t available, the next person will get booked, and so on. This lets you offer more availability to customers while managing your team’s workload more effectively.  

This is one of the best types of appointment scheduling for sales professionals, call centers, and support teams.

Only the active team members can be added to a round-robin event type. Check the 'Settings -> Admin Management' page in the Leadmonk app for team details.

How does Round Robin scheduling work?

Round robin meeting type pools the availability of all team members assigned to the meeting Type and shows the unique open slots. This optimizing for availability logic offers maximum availability to appointment invitees and reduces wait times. When a new appointment request comes in via a Round Robin event type, Leadmonk checks the availability of every team member connected to that event type and assigns the appointment based on the Round Robin logic. Because assignments are automated, team members no longer have to spend time messaging/emailing back and forth with invitees to confirm appointment times. This scheduling automation reduces the gap between when appointment requests arrive and when team members follow up and improves your team's responsiveness. 

How to create a Round Robin Meeting type?

Click the "+ Create" button on the Leadmonk app home page to create an event type and choose the 'Round Robin' option as shown below. 

In the below event type customizing window, click '+ Add a Host' to add the other team members to the round-robin event type. Once you add members, click the Submit button.

Optimize for availability

Optimizing for availability offers maximum availability to appointment invitees and reduces wait times. The open time slots represent the pooled availability of all team members assigned to the event type. Once the invitee selects a time slot, Leadmonk assigns the appointment to the next available team member. 

But what if an invitee selects a time slot when more than one person is available?

Leadmonk lets you prioritize which team member takes the meeting. The highlighted priority info indicates whose calendar to be booked if more than one team member is available on the invitee's requested appointment time. A team member having a higher star rating would be considered to book the appointment when more than one team member is available for the invitee's selected time. If the team members have the same star rating, then the rand function will be used to pick the team member to book the calendar.

In the Event Info section, enter the event type name, description, duration, location preferences, and how you want invitees to book an appointment. 

For round robin event type, options for invitees to book an appointment are any one of the following: Email only, Mobile number only, "Email + Mobile number", "Email or Mobile".

You have to specify appointment location info for each of the added team members. 

Once you enter these details, click Save and continue to proceed to the next section 'Availability Preferences'. Here you have to select the availability profile for each team member. 

Sections 'Invitee Preferences', 'Notification Preferences', and 'Payment Collection' are standard. Fill these sections as per your requirement. Once you save and go to the app home screen, you will see this event type under the 'Shared Event Types' section. All the co-hosts have shared ownership for this event type.

If you are part of any round-robin event types created by any other team member, then those event types also will be shown in this section for you. Share the event type link with your invitees to book time at their convenience without the back and forth. Once the invitees book time, a meeting invite will be sent to the invitee and the team member selected as per round-robin logic.

How does round-robin appointment rescheduling happen?

When a customer reschedules an appointment that was booked using a round-robin event type, the appointment will be reassigned to the same team member for the new timeslot. This behavior improves the customer experience. By assigning the appointment to the original team member, the customer can be sure that they will be meeting with the same person they had originally scheduled with. This can help to ensure a smooth and seamless appointment experience.

However, if a team member is not available due to circumstances like sick leave, within Leadmonk app there are 2 options for the organization owner/team-admin/event host to reassign the round-robin appointment to another team member.

These options are:

  1. Dynamic team member reassignment using Round Robin event logic via reschedule option. This feature is available in Leadmonk where another team member is identified based on the availability and distribution logic.
  2. Explicit team member assignment. Here you can specify who will take over the appointment of another team member). 

  • Only the active team member(s) can be added to a round-robin event type (check settings -> admin management page to know different team member status)
  • If a team member has not yet connected the calendar to his/her Leadmonk account, then that team member will be ignored in determining the team's pooled availability.
  • Calendar of the team member, selected as per round robin logic, will be used to send the meeting invite when the invitee books the time.
  • Any of the team members of round robin event type can
    • add/delete a team member to a round robin event type at any time. 
    • modify, delete or clone the round robin event type.
    • copy and share the round-robin appointment scheduling link with invitees to book the appointment. 
  • When an appointment is booked by an invitee using the round robin appointment scheduling link, only the team member who was picked as per round robin logic sees that appointment in his/her Leadmonk account.
  • If a team member is removed from the team, then that team member automatically gets removed from all the round-robin event types he/she was part of.
  • If the owner of the team deletes the team, then all the round-robin event types linked to that team get deleted automatically. 
  • If a team member deletes his/her Leadmonk account, then that team member automatically gets removed from all the round-robin event types he/she was part of. 

Other Help Pages

How to create organization (workspace) within Leadmonk

How to set up your team booking page

How to create organization level branding

How to set up shared event types

User roles and permissions

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