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Round Robin: Distribute meetings across a team
Round Robin: Distribute meetings across a team

How to set up pooled availability for a meeting type

Updated over a week ago

Ensure your team's workload is evenly distributed by enabling the Round Robin host assignment feature. This tool evenly cycles through all assigned team members, ensuring each one receives an equal number of meetings based on their priority level and availability.


  • An active Appointlet account.

    • Free users may add up to 2 members to the host assignment list.

    • Premium users may add as many members to the host assignment list as desired.

  • At least one existing meeting type.

How It Works & Benefits

  1. Automatic Host Assignment: Appointlet will automatically assign a meeting host while using Round Robin host assignment. This means that if a time slot share between multiple members is selected by an attendee, the meeting will be assigned based on your team’s priority level and availability. If a time slot only offered by a single member is selected, the meeting will be assigned specifically to that member.

  2. Distribute Fairly: Share new meetings amongst all team members.

  3. Maximize Productivity: Ensure that no team member is overwhelmed and that meetings are allocated in the most efficient manner.

Setup & Configuration

  1. Access Meeting Type Editor

    • Open the desired meeting type to bring up the editor.

  2. Enable Round Robin Host Assignment

    • Head to the Host Assignment section within the editor.

  3. Set Priority for Members

    • Observe the star icons next to each user's name; these determine priority levels.

    • The more stars a member has, the higher their priority. High-priority members will be the first to be assigned to new meetings.

    • If top-priority members are unavailable, Appointlet will then cycle through the others based on their respective star counts and availability.

  4. Activate Team Members

    • Enable the toggle switch adjacent to a team member's name so that it is blue to make them eligible for booking through the meeting type.

  5. Adjust Individual Availability

    • Click the calendar icon next to each member to modify their personal availability schedule. Keep in mind this personal schedule will override the default schedule configured in the Availability tab.

    • The Update Availability screen that appears lets you specify availability for a team member under this specific pooled meeting type.

    • If you ever wish to revert to the default availability set in the meeting type, an option is available at the bottom left of this screen.

  6. (Optional) Default Availability

    • If you skip the "Edit Availability" option, Appointlet will utilize the availability settings defined in your Meeting Type's availability section.


  1. Members not being assigned meetings:

    1. Ensure that the team member's toggle switch is activated (turned blue) in the host assignment section.

    2. Click the calendar icon beside the team member's name and confirm their set availability times. If everything appears to be configured properly in this menu, please see this guide to troubleshoot other potential availability issues.

  2. Imbalanced meeting distribution: Double-check the priority levels (star counts) for each member. Ensure that they're set as intended.

  3. Web Conferencing Links Failing: Validate that the respective services are correctly integrated by checking the web conference icons next to each member.

  4. Still experiencing issues? Reach out to Appointlet support for further assistance.

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