Whenever someone schedules time with your company, you can think of them as connecting with a meeting host. Without a host, the attendee would have nothing to engage with and the times would not correspond to anything.
So for a sales demo, the host might be a single sales representative or even multiple sales personnel. If you run a marketing agency, clients might be meeting with a designer or scheduling an all-hands meeting with everyone from a certain department.
Appointlet can handle both single and multi-host scenarios. In this article we'll outline the possibilities and give you some information on what to expect with each one. To get started, navigate to the Pages screen and click on the meeting type that you want to edit:
Once you've opened the meeting type editor, click on the Host Assignment tab in the left navigation menu to explore your options. The dropdown menu will present you with the options for Specific Members or Round Robin:
Note: if you are scheduling resources (rooms, chairs, etc) instead of human members of a team, the same logic applies. You will just need to think of your resources as the hosts of your meeting. This may seem counter intuitive, but it simply means that they are the thing being booked.
Option 1: Specific Team Members
When the “You will determine the member(s) which attend” option is selected, you are communicating to Appointlet that this meeting type should only ever be hosted by a single entity. In the image above, that would be the team member named John Henry. The radial option next to each member on your Host Assignment list indicates the person selected.
When multiple team members are going to host a meeting, each member will have a toggle switch next to their name. You should select the people who should be included and uncheck those who will not. All of the members who are selected here will be expected to attend the meeting, every time a meeting is scheduled.
This host assignment strategy works by checking the availability of everyone involved and omitting times where at least one person is unavailable. The scheduling page will only show time slots where all hosts are available at the time of booking.
You will find a Host indicator box next to the member who is considered the meeting lead. If the meeting location is virtual (i.e. on a conferencing service like Zoom) then the virtual conference room will be generated under their connected account. This is important to note because if they fail to show up on time, nobody else will be able to join the meeting. Your meeting host cannot be changed once the meeting has been registered.
To the right of the meeting host name, you will find a Set as Host button which can be clicked to set a different meeting host. Once the meeting type editor is saved, this will take effect for future bookings only.
Option 2: Round-Robin (Pooled Availability)
The final host assignment option is Round Robin, which you’ll find under the “A member will automatically be assigned based on round-robin” label. This scheduling scenario means that only one member will host and attend the meeting type. Our round robin algorithm will attempt to distribute the scheduled meetings evenly across everyone in the pool. This is a premium feature, so you will not be able to use it on the free plan.
Next to each member you will find the familiar toggle switch that indicates who should be included in the pool. However you will also find three star icons, representing tiers of priority. Our system will always try to assign meetings to the members with most stars first. If multiple members are assigned the same number of stars, it will apply the standard round robin algorithm. Once those options are exhausted, it will move down to the remaining members and apply the same round robin logic.
To the right of the member, the web conference icons indicate which services have been integrated for that user account. Click the ellipses calendar icon to edit and customize the member's availability for this meeting type.
The update availability screen allows you to define their availability for this particular pooled meeting type. If you set this up at some point and decide you want to revert back to the meeting type's default, an option is provided in the bottom left of the screen:
If you have not assigned a custom schedule to a member in the pool using the "Edit Availability" option, then Appointlet will default to the availability indicated on your Meeting Type's availability section: