Team Availability Overview

When multiple team members handle bookings, availability becomes more complex. meetergo offers several ways to manage team scheduling—from distributing bookings among members to requiring everyone's availability for group meetings.

Team Scheduling Options

Round Robin Scheduling

Round robin automatically distributes incoming bookings among team members.

How It Works

1. Attendee visits the team booking page
2. meetergo finds the next available team member
3. Booking is assigned to that member
4. Next booking goes to a different member

Distribution Methods

Setting Up Round Robin

1. Create a Group with team members
2. Create a meeting type assigned to the group
3. Select Round Robin distribution
4. Configure distribution preferences
5. Share the team booking link

What Attendees See

• Available times from any team member
• May or may not see who they'll meet with (configurable)
• Confirmation shows their assigned host

See Understanding Round Robin for detailed setup.

Collective Meetings (Multiple Hosts)

Collective meetings require all selected team members to be available simultaneously.

How It Works

1. You select which team members must attend
2. Availability shows only times when ALL are free
3. Booking creates calendar events for everyone
4. All hosts receive the meeting details

Use Cases

• Panel interviews (multiple interviewers)
• Client meetings with account team
• Training sessions with co-facilitators
• Sales calls with technical support

Setting Up Collective Meetings

1. Create a meeting type
2. Enable Multiple Hosts or Collective
3. Select the required participants
4. Save the meeting type

Availability Calculation

meetergo finds time slots where:

• All required hosts are available
• No calendar conflicts for anyone
• All scheduling rules are satisfied

This can significantly reduce available slots—ensure hosts have aligned schedules.

See Group Meeting with Multiple Hosts.

Groups and Teams

Groups organize users for team scheduling features.

Creating a Group

1. Go to Team → Groups
2. Click Create Group
3. Name your group (e.g., "Sales Team")
4. Add members
5. Optionally assign group admins

Group Limits

• Up to 30 members per group
• Up to 20 admins per group
• Users can belong to multiple groups

Group Availability

A group's availability is the combination of all members:

• Round robin: Any member's availability
• Collective: Intersection of all members' availability

Individual Availability Impact

Each team member's personal availability affects team scheduling:

Calendar Connections

• Members should connect their calendars
• Busy times are automatically blocked
• Multiple calendars can be checked

Availability Settings

Each member sets their own:

• Working hours
• Buffer times
• Minimum notice periods

Vacations and Time Off

When team members block time:

• Round robin skips them during that period
• Collective meetings lose those slots entirely

Managing Team Availability

Dashboard View

Admins can see:

• Each member's connected calendars
• Current availability status
• Upcoming bookings per member

Coverage Gaps

Watch for times when:

• All team members are unavailable
• Only one person covers a time slot
• Certain days have limited coverage

Balancing Workload

Monitor booking distribution:

• Check who's getting more meetings
• Adjust priority settings if needed
• Ensure fair distribution

Best Practices

Ensure Calendar Connections

Before enabling team scheduling:

• Verify all members have connected calendars
• Check that calendars sync properly
• Test with sample bookings

Align Working Hours

For collective meetings:

• Coordinate team availability windows
• Consider time zone differences
• Set realistic overlapping hours

Regular Check-Ins

Periodically review:

• Are bookings distributing fairly?
• Is team capacity appropriate?
• Do availability settings need updating?

Clear Communication

Make sure team members know:

• They're part of team scheduling
• Their availability affects bookings
• How to block time when needed

Troubleshooting

No Available Slots

If the team booking page shows no availability:

1. Check each member's calendar for conflicts
2. Verify availability settings aren't too restrictive
3. For collective meetings, ensure schedule overlap
4. Review minimum notice and buffer settings

Uneven Distribution

If bookings aren't distributing evenly:

1. Check distribution settings
2. Verify all members have similar availability
3. Review priority configurations
4. Look for members with restrictive schedules

Wrong Host Assigned

If the wrong team member is assigned:

1. Check group membership
2. Verify round-robin order
3. Look for availability constraints
4. Review assignment logs

FAQ

Can a team member opt out of round robin temporarily?

Yes, they can block their calendar or be temporarily removed from the group.

What if a team member is sick?

They should block their calendar. Round robin will skip them automatically.

Can attendees choose which team member to meet?

With standard round robin, no. For choice-based scheduling, create individual meeting types or use a different configuration.

Do team members see each other's calendars?

Team members see aggregated availability but not each other's detailed calendar events (for privacy).

Related Articles

• Understanding Round Robin Scheduling
• Setting Up a Group Meeting with Multiple Hosts
• How to Set a User as Team Admin
• Configure Availability