Setting Up a Shared Funnel Link with Round Robin for a Team

In this tutorial, we'll show you step by step how to set up a single funnel link that automatically distributes appointments across multiple team members. Each team member can manage their own availability independently, and if someone goes on vacation or gets sick, bookings can seamlessly be picked up by the other team member.

Typical use case: Two or more colleagues share an area (e.g. admissions, sales, support) and want to be reachable through a single booking link, with fair appointment distribution and individual working hours.

Prerequisites

Before you start, make sure that:

• All team members have a meetergo account in the same organization
• Each team member has connected their calendar (Google, Outlook, or iCloud) so existing appointments correctly block availability
• You have admin rights in your meetergo organization

Overview

Setup consists of three parts:

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Step 1: Create the round-robin booking page

The booking page is the meeting type the funnel link points to. Since multiple people should receive appointments, we'll use the Round Robin type.

1. Log in to your meetergo account
2. Click the blue Create button in the top menu and select Booking Page. Or navigate directly to my.meetergo.com/new
3. Choose Round Robin as the booking page type
4. Name the booking page (e.g. "Admissions Consultation") and configure duration, description, and location
5. Click Publish

Add team members as hosts

6. Open the booking page you created and switch to the Hosts & Attendees tab
7. Under Round-Robin Pool, click Select Users
8. Add all team members who should receive appointments (e.g. Karolin and Lorena)
9. Save the changes

Choose the round-robin mode

Under the Hosts & Attendees tab, you'll find the Round-Robin Mode setting. For most teams, we recommend:

Recommendation for a small team with different working hours: Choose Maximize Availability. This way, bookers see all available time slots from both colleagues and can choose flexibly.

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Step 2: Set up individual availability

Each team member can configure their own availability independently. This happens through personal availability settings, not through the booking page itself.

Set regular working hours

Each team member performs the following steps themselves:

1. Log in to your meetergo account
2. Go to Availability in the left navigation
3. Configure your weekly schedule, setting the times you want to be available for bookings on each day of the week

Example with different working hours:

In this example, the booker sees slots from 8:00-18:00 on most days, the combined availability of both colleagues.

Connect your calendar (if you haven't already)

1. Go to Settings → Calendar Integrations
2. Connect your Google, Outlook, or iCloud calendar
3. Enable Conflict Detection so existing calendar appointments automatically block your booking availability

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Step 3: Connect the funnel link to the booking page

If you already have a funnel link (e.g. https://my.meetergo.com/form/...), you need to make sure it points to the round-robin booking page you just created.

Adjust an existing funnel

1. Go to Booking Links → Funnels in the left navigation
2. Open the existing funnel
3. Make sure the funnel points to the round-robin booking page you created in Step 1
4. Save the changes

Create a new funnel (if none exists yet)

1. Go to Booking Links → Funnels
2. Click Create
3. Set up the funnel steps you want (e.g. contact details, area selection)
4. Connect the last step to the round-robin booking page
5. Publish the funnel

The resulting funnel link (e.g. https://my.meetergo.com/form/...) is the only link you share with bookers. Through this link, bookers see all available time slots from both hosts.

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Vacation, sick leave, and coverage

One of the biggest advantages of the round-robin setup is that when a team member is unavailable, the other automatically takes over all bookings.

Record vacation or absence

When a team member goes on vacation or is sick:

1. Go to Availability in the left navigation
2. Click the calendar day you'll be absent
3. Create a blocker rule (🚫 Blocker):
   • Choose All Day for a full day
   • Or choose a specific time range
   • For multi-day vacation, create a blocker that covers the entire period
4. Click Save

What happens then?

• The booking page automatically shows only the other team member's availability
• The booker won't notice a difference. They simply see the available slots
• All new bookings automatically go to the available team member

Hand off existing appointments

If a team member is unexpectedly unavailable and already has booked appointments, you can transfer them to the covering team member using the handoff feature:

Reassign a single appointment:

1. Go to Bookings in the left navigation
2. Open the appointment in question
3. Click Reassign and select the covering team member
4. The new host and all attendees are automatically notified by email

Reassign all appointments at once (bulk handoff):

1. Go to Bookings → Reassign Appointments
2. Select the unavailable team member as the source and the covering team member as the target
3. Choose the absence period
4. Optionally enable Block Availability to prevent new bookings during the same time
5. Review the preview and click Reassign

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Setup checklist

Use this checklist to make sure everything is set up correctly:

• Round-robin booking page created
• All team members added to the round-robin pool
• Round-robin mode chosen (recommended: "Maximize Availability")
• Each team member has connected their calendar
• Each team member has configured their individual availability
• Funnel link points to the round-robin booking page
• Test: open the funnel link in an incognito window and check that time slots from both team members appear

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FAQ

Can team members see who received which appointment?

Yes. Under the Hosts & Attendees tab of the booking page, you'll find the Host Selection History. It shows, for every booking, which host the appointment was assigned to and why.

What happens if both team members are available at the same time?

The appointment is assigned to the next host in the round-robin rotation. In "Maximize Availability" mode, hosts rotate in order. In "Even Distribution" mode, the host with the fewest bookings receives the appointment.

Can bookers choose who they book with themselves?

Yes, you can enable Host Selection in the booking page settings. This lets bookers see the available hosts and choose one themselves. This option isn't available in "Even Distribution" mode.

What happens if a team member is unavailable for a longer period?

Create a blocker covering the entire absence period. All new bookings then automatically go to the remaining team members. Appointments that are already booked need to be handed off manually.

Can I add more team members later?

Yes. Open the booking page, go to the Hosts & Attendees tab, and add more users to the round-robin pool. New team members need to configure their availability and connect their calendar.

Does each team member need their own booking link?

No. That's exactly the advantage of this setup: a single funnel link is enough. It automatically shows the combined availability of all hosts.

Related Articles

• Reassigning Appointments to Other Team Members
• How to Have a Single Booking Link for Your Team
• Understanding Round Robin Scheduling
• Configure availability for a specific time span
• Availability Exceptions
• Meeting Type-Specific Availability