What is Flexible Round robin meeting type? How to create it?

What is flexible round robin meeting type?

Flexible Round robin meeting type enables customers to book meetings with dedicated co-host(s) and a rotating team member. Meeting slots are shown only when all fixed hosts and at least one team member from the round-robin pool are available. 

Suitable for: Product demos and Discovery Calls

A perfect example would be setting up a sales representative within a specific region and rotating through members of the pre-sales team who need to be on the call. Leadmonk ensures that availability only shows where the salesperson and at least one pre-sales rep is available.

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

How it works

1. Define Your Team: Set up a dedicated co-host (or co-hosts) who will be present at all appointments. Additionally, create a round-robin pool of team members available to participate in the scheduled meetings.

2. Meeting Visibility: The scheduling system only displays available time slots where all co-hosts and at least one team member from the round-robin pool are free. This ensures that all attendees can be present at the scheduled time.

3. Booking and Confirmation: Once a customer selects a suitable time slot, the appointment gets booked with the confirmed co-host and a team member from the available pool. The system automatically notifies both the customer and all attendees about the confirmed appointment details.

How to create a Flexible 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 dedicated host(s) and the team members for the round robin pool. Once you add members, click the Create button.

Optimize for availability

The round robin pool follows "Optimizing for availability" logic which offers maximum availability to appointment invitees and reduces wait times. The open time slots represent common availability between the pooled availability of all team members and the dedicated host(s). Once a customer selects a suitable time slot, the appointment gets booked with the confirmed co-host and a team member from the available pool. The system automatically notifies both the customer and all attendees about the confirmed appointment details.

But what if an invitee selects a time slot when more than one person from round robin pool 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, Email + Mobile number.

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

Sections 'Availability Preferences', '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 flexible 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, dedicated co-hosts, 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 flexible round-robin event type, the appointment will be reassigned to the same team members 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.

Benefits in Action

Scenario 1: Product Demos

Imagine you're a software company offering product demos. You have a dedicated sales representative (co-host) who understands your product inside-out. However, you also have a team of product specialists with varying areas of expertise.

Flexible Round Robin allows customers to book demos with the sales rep while ensuring a product specialist with relevant knowledge is also present to address specific questions.

This streamlines the process for customers while ensuring they get the most out of the product demo.

Scenario 2: Discovery Calls

You run a marketing agency and offer initial consultations (discovery calls) to understand a client's needs. Your senior marketing consultant acts as the co-host, bringing their strategic expertise to the table. You also have a team of account managers with diverse industry experience.

Flexible Round Robin enables potential clients to schedule discovery calls with the senior consultant while also benefiting from the relevant industry knowledge of an available account manager.

This method allows you to present a well-rounded understanding of your services while ensuring efficient use of your team's time.

Note

• Only the active team member(s) can be added to a flexible 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 dedicated co-host will be used to send the meeting invite when the invitee books the time.
• 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 and the dedicated co-host see 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 event types he/she was part of.
• If the owner of the team deletes the team, then all the flexible 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 flexible round-robin event types he/she was part of.