Reassigning Appointments to Other Team Members

The handoff feature lets you reassign appointments to other team members. This is especially useful when someone falls ill, goes on vacation, or is unexpectedly unavailable. meetergo offers two ways to do this: single reassignment for a specific appointment and the bulk handoff wizard for multiple appointments at once.

Reassigning a Single Appointment

To hand off a specific appointment to another team member:

1. Go to Bookings in the left navigation
2. Open the appointment you want to reassign
3. Click Reassign (or the reassign icon)
4. Select the team member who should take over the appointment from the dropdown

5. Click Reassign to complete the handoff

What happens next:

• The new team member is set as the host
• The appointment appears in the new host's calendar
• The appointment is removed from the previous host's calendar
• For online meetings, a new meeting link is automatically generated
• All attendees and the new host are notified by email

Availability Warning

If the selected team member has a calendar conflict at the appointment time (e.g. another event in their connected calendar), a warning appears. You can then decide:

• Cancel — and choose a different team member
• Proceed Anyway — to complete the handoff despite the conflict

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Reassigning Multiple Appointments at Once (Bulk Handoff)

When a team member is unavailable for an extended period (e.g. illness, vacation), you can use the bulk handoff wizard to reassign all affected appointments at once.

1. Go to Bookings in the left navigation
2. Click Reassign appointments in the top bar

The wizard guides you through four steps:

Step 1: Select Source and Target

• Hand off appointments from: Select the team member whose appointments should be reassigned
• Hand off to: Choose between:
  • Specific user — All appointments go to one person
  • Team — Appointments are distributed across team/workspace members (based on calendar availability)

Step 2: Select Date Range

Choose the time period for which appointments should be reassigned:

A preview shows how many appointments are affected in the selected period — split into available (green) and conflicting (yellow).

Step 3: Preview and Reassign

The preview shows each affected appointment with:

• Green checkmark ✅ — Target team member is available, handoff can proceed
• Yellow warning ⚠️ — There is a calendar conflict for the target (e.g. another appointment) — the conflict reason is shown

Reassignment options:

• Reassign available — Only appointments without conflicts are reassigned
• Reassign all anyway — All appointments are reassigned, including those with conflicts

Blocking the Source User's Availability

In the preview step, you can optionally block the source user's availability:

1. Check the Block availability for [Name] checkbox
2. Optionally enter a reason (e.g. "Sick leave", "Vacation")
3. meetergo automatically creates an availability exception (blocker rule) for the selected period

Step 4: Results

After the handoff you see a summary:

• How many appointments were successfully reassigned
• Whether availability was blocked (with time period and reason)
• If any appointments could not be reassigned, they are listed separately

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Covering for Sick Leave or Vacation — Step by Step

Here is the recommended workflow when a team member is unexpectedly unavailable:

1. Hand Off Existing Appointments

1. Open the bulk handoff wizard (Bookings → Reassign appointments)
2. Select the unavailable team member as the source
3. Select the covering team member (or team) as the target
4. Select the absence period
5. Enable Block availability and enter the reason (e.g. "Sick")
6. Review the preview and click Reassign

2. Automatically Redirect New Bookings

By blocking the availability in the previous step, the following happens automatically:

• For round-robin meeting types: New bookings only go to the available hosts
• For single-host meeting types: The booking page shows no availability (if only one host is assigned)

3. After the Return

When the team member returns:

1. Delete the blocker rule under Availability → List view
2. New bookings will immediately be distributed to all team members again

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Permissions

The handoff feature can be restricted at the organization level:

You can find this setting under Settings → Organization → Permissions.

Email Notifications

Emails are automatically sent with every handoff:

• To the new host: Notification that an appointment has been assigned
• To all attendees: Information that the host has changed

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FAQ

Can I reassign an appointment to someone who has a calendar conflict?

Yes. meetergo shows a warning, but you can proceed with the handoff by clicking "Proceed Anyway" (single reassignment) or "Reassign all anyway" (bulk handoff).

Are attendees notified about the reassignment?

Yes, by default all attendees receive an email informing them that the host has changed. This notification can be disabled per meeting type.

What happens to the online meeting link?

During reassignment, a new meeting link is automatically generated (e.g. for Google Meet, Microsoft Teams, or Zoom) that is associated with the new host.

Can I undo a reassignment?

There is no direct "undo" function. However, you can reassign the appointment again — back to the original host.

What is the difference between single reassignment and bulk handoff?

Single reassignment is for a specific appointment. The bulk handoff wizard is designed for scenarios where all of a person's appointments in a time period need to be reassigned — e.g. due to illness or vacation. The bulk handoff additionally offers a preview with conflict detection and the option to automatically block the source user's availability.

Does reassignment work with team distribution?

Yes. If you select Team as the target in the bulk handoff wizard, appointments are distributed across team members — taking calendar conflicts into account. meetergo distributes appointments to minimize conflicts.

Related Articles

• Availability Exceptions
• Understanding Round Robin Scheduling
• How to Have a Single Booking Link for Your Team
• Rescheduling a Meeting as a Host