Routing Overview

meetergo's routing features help you automatically distribute bookings and direct attendees to the right people or resources. This includes round robin scheduling, collective meetings, and conditional routing based on form responses.

Routing Methods

Conditional Routing (Routing Forms)

Route attendees based on their form responses:

• Ask qualifying questions upfront
• Route to different meeting types based on answers
• Redirect to external resources when appropriate
• Show custom messages or collect contact info

Best for: Lead qualification, department routing, service selection

This is what the rest of this article covers.

Distributing Bookings Across a Team

Routing also happens on the meeting type itself, without a form. A round robin meeting type hands each booking to the next available host in the rotation, which suits sales, support, and any consultation where anybody on the team can help. A collective meeting type does the opposite and only offers times when every required host is free, which suits panel interviews and team presentations.

• How to have a single booking link for your team for round robin setup
• Understanding round robin scheduling for how the rotation picks a host
• Setting up a group meeting with multiple hosts for collective meetings

Routing Forms

Routing forms let you qualify attendees and direct them appropriately.

Create a Routing Form

1. Go to Forms or Routing
2. Click Create Form
3. Add questions (fields)
4. Add routing rules (qualifiers)
5. Publish the form

Routing Actions

Based on form responses, you can:

Building Routing Rules

Each routing rule (qualifier) has:

1. Conditions: When this rule applies
2. Action: What happens when conditions match
3. Priority: Order of rule evaluation (first match wins)
4. Fallback: Default action if no rules match

Condition Operators

Match form responses using:

Condition Targets

You can route based on:

• Email address
• Full name, first name, last name
• Phone number
• Custom form field responses
• Language preference
• Timezone

Example: Sales Qualification

Rule 1: If "Company Size" = "Enterprise" (500+)
→ Route to Enterprise Sales Team

Rule 2: If "Company Size" = "Mid-Market" (50-499)
→ Route to Mid-Market Sales

Rule 3: If "Company Size" = "Small Business" (1-49)
→ Route to SMB Sales

Fallback: Show contact form for unqualified leads

Example: Regional Routing

Rule 1: If "Phone" starts with "+1"
→ Route to Americas Team

Rule 2: If "Phone" starts with "+44" or "+49"
→ Route to EMEA Team

Rule 3: If "Phone" starts with "+81" or "+86"
→ Route to APAC Team

Fallback: Route to Global Team

Combining Routing Methods

You can combine different routing approaches:

1. Routing Form → Round Robin Queue

   • Form qualifies the lead
   • Routes to appropriate team queue
   • Queue distributes via round robin

2. Routing Form → Collective Meeting

   • Form determines meeting type
   • Selected meeting requires full team

3. Multi-Level Routing

   • First form routes to department
   • Department form routes to specific team member

Best Practices

For Round Robin

• Keep queue sizes manageable (3-8 members)
• Ensure all members have similar availability
• Monitor distribution for fairness
• Train all members on meeting handling

For Collective Meetings

• Minimize required attendees (availability compounds)
• Use collective only when truly needed
• Provide generous availability windows
• Consider timezone differences

For Routing Forms

• Keep forms short (3-5 questions max)
• Ask qualifying questions first
• Have clear fallback actions
• Test all routing paths
• Review routing analytics periodically

Troubleshooting

No Available Slots

If round robin shows no availability:

• Check all queue members' calendars
• Verify availability schedules
• Review calendar connections
• Check for scheduling conflicts

Wrong Routing

If forms route incorrectly:

• Review rule conditions
• Check rule priority order
• Test with sample responses
• Verify fallback rule exists

Uneven Distribution

If round robin seems unfair:

• Check member availability patterns
• Review who's actually being skipped
• Ensure calendars are connected
• Monitor booking distribution over time

FAQ

Can I have multiple queues?

Yes, create different queues for different purposes and assign them to different meeting types.

Does round robin consider availability?

Yes, unavailable members are automatically skipped and the next available member receives the booking.

Can routing forms have multiple steps?

Yes, you can create multi-step forms with questions appearing across different steps.

What happens if all queue members are unavailable?

No slots will be shown. Consider having broader availability or more queue members.

Can I route based on CRM data?

Routing is based on form responses. You can pre-fill forms from CRM data if integrated.

Can attendees choose their preferred host?

With round robin, the system chooses. For attendee choice, create separate meeting types per team member.

Can I offer a form in another language?

Yes. The form builder has a language picker in the toolbar, but it only lists the languages that are active for your account, so with a single language there is nothing to switch to. Add the language first under Admin Center → Organization settings → Languages, then translate every question label, help text and button text for that language. Fields you leave empty fall back to the default language. See Language settings: change the language and translate forms and emails.

Related Articles

• Language settings: change the language and translate forms and emails
• Team Availability
• Booking questions and the booking button text
• Configure Availability