How to Have a Single Booking Link for Your Team
For small businesses that need to let customers book appointments with different members of their team, you can create a single booking link that rotates between multiple hosts. Example use cases include:
A customer support team where incoming requests get distributed evenly between reps
A sales team that needs to share inbound lead assignments
A panel of interviewers that take candidate calls in a rotating order
No matter the scenario, having a single booking link that automatically assigns the next available team member saves huge amounts of time and administrative overhead.
To get our booking link, we need to set up a round robin meeting type in meetergo.
Login to your meetergo Account or create one and invite your colleagues.
Click the blue "Create"-Button in the top menu and choose "Meeting Type". Or click this link to go there directly.
On the create meeting type page, choose "Round Robin" to create a Round Robin Meeting Type.
Name the meeting type (e.g. "Customer Support Team") and provide a description. Set the meeting duration, location, and any other basic options. Once you're done, click "Publish".
Your meeting type has been created. In the meeting type settings, go to the "Hosts and Invitees"-Tab.
Under "Hosts & invitees", you'll see a "Round Robin Pool". Click "Select user" to add the team members who should receive bookings rotationally.
Once you've added hosts to the round robin rotation, your booking link is set! Finally, click "Share" in the top bar to copy your booking link or embed appointment bookings on your website.
When someone books through the shared link, they'll see the combined availability of all hosts in the pool. Once they pick a slot, the lead gets assigned to the next host in the rotation in a fair manner.
To better understand why appointments are assigned to different hosts, you can see the host selection history. Under the "Hosts" tab, there is a "Host Selection History" showing why a booking was assigned to a particular host.
The hosts will rotate in the same order as shown in the round robin pool. If the next host in the queue is not available, it skips the host and assigns to the next available host. In that case, the host selection history will show you that a host was chosen due to their availability.
A customer support team where incoming requests get distributed evenly between reps
A sales team that needs to share inbound lead assignments
A panel of interviewers that take candidate calls in a rotating order
No matter the scenario, having a single booking link that automatically assigns the next available team member saves huge amounts of time and administrative overhead.
Setting Up Round Robin Bookings
To get our booking link, we need to set up a round robin meeting type in meetergo.
Login to your meetergo Account or create one and invite your colleagues.
Click the blue "Create"-Button in the top menu and choose "Meeting Type". Or click this link to go there directly.
On the create meeting type page, choose "Round Robin" to create a Round Robin Meeting Type.
Name the meeting type (e.g. "Customer Support Team") and provide a description. Set the meeting duration, location, and any other basic options. Once you're done, click "Publish".
Your meeting type has been created. In the meeting type settings, go to the "Hosts and Invitees"-Tab.
Under "Hosts & invitees", you'll see a "Round Robin Pool". Click "Select user" to add the team members who should receive bookings rotationally.
Once you've added hosts to the round robin rotation, your booking link is set! Finally, click "Share" in the top bar to copy your booking link or embed appointment bookings on your website.
How Round Robin Rotation Works
When someone books through the shared link, they'll see the combined availability of all hosts in the pool. Once they pick a slot, the lead gets assigned to the next host in the rotation in a fair manner.
To better understand why appointments are assigned to different hosts, you can see the host selection history. Under the "Hosts" tab, there is a "Host Selection History" showing why a booking was assigned to a particular host.
The hosts will rotate in the same order as shown in the round robin pool. If the next host in the queue is not available, it skips the host and assigns to the next available host. In that case, the host selection history will show you that a host was chosen due to their availability.
Updated on: 20/06/2024
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