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Assigning a host to your meeting types
Assigning a host to your meeting types

How to choose the right host assignment strategy based on your needs

Updated over a week ago

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 you've configured would not correspond to anything.

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.

Important: This workflow only applies to meeting types configured within team pages. Members are automatically assigned as the host of their individual page meeting types.

For a scenario like 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.

Managing Staff Members

To get started, navigate to the Pages screen and click on the meeting type that you want to edit. Click over to the Staff Members tab to assign your meeting host(s) and determine how your attendees will book with them on the live scheduling page.

Note: This menu is only visible when more than one member is present in the account. If you need to invite additional team members, please see this guide to learn how.

By default, one member must be assigned as the designated host. This is how Appointlet determines which web conferencing and payment collection integrations will be used, as well as which Meetings Calendar will be used to generate calendar invitations and shared calendar events if you've enabled Email Invitations.

Adding Other Members

To add other members to the Staff Members list, click the Choose member box and select any other staff members you'd like to assign to the meeting type.

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. Check out this guide to learn how this can be done without inviting actual people into the account.

Customizing Member Availability

By default, all members assigned to a meeting type will use the schedule(s) configured in the Availability tab. However, if you'd prefer to override this shared schedule and assign your team members to their own unique schedules, click Add Custom Availability next to their names and configure a member-specific schedule for the current meeting type.

If you've opted to use member Schedules instead of custom meeting type availability, select which schedule each member should be assigned to via the "Schedule" column.

Choosing a Host Assignment Strategy

Whether your meetings are hosted by a single member or multiple members at once, Appointlet's host assignment options give you plenty of flexibility while also allowing attendees to either choose their host or assign one automatically. Let's review the three options below:

Multiple Staff

This is the default option for your meeting types. Before adding any team members, you'll be listed as the only host so all meetings will be directed to you automatically. Adding others to the list while using this strategy allows you to host meetings jointly with one or more other members.

Any members with a blue toggle switch beside their name are considered "active" and will be assigned to host meetings jointly.
​Important: When hosting meetings jointly, time slots will only be shown on the live scheduling page if all active members are available.

Round Robin

Appointlet's Round Robin host assignment option automatically assigns a host based on availability and priority level. This is a great way to ensure your team's workload is evenly distributed. Check out our comprehensive guide to learn more about this feature.

User Chooses

Lastly, the User Chooses option gives your attendees the freedom to choose which member they'd prefer to book with before choosing a time slot. This is a great strategy for booking returning customers or if your meetings are hosted by specialists who handle meetings differently.

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