If you have more than one team member attending a scheduled meeting as hosts, you can pool the availability of all hosts and ensure that each team meeting is staffed efficiently and without conflicts.
- Adding availability for multiple hosts
- Set reserved hosts and resources
- Set round-robin booking for hosts and resources
- Round robin priority
Adding availability for multiple hosts
- On your booking page, go to the event type that you want to edit.
- On the “1. Availability Page”, click on
Availability Settings, and add your availability. If you haven’t added any availability, please follow instructions this guide “Add availabilities to event types”.
In this example, Alex Wright has added his availability to the event “Estate Planning”, and he is automatically assigned as the event organizer:
- Add the second host’s availability by clicking on
Add availability.Under the Host drop-down menu, make sure you select the correct host, which is an important step.
In this example, we’re adding an additional host Meredith Finn to the event “Estate Planning”.
Set reserved hosts and resources
To set a host as a reserved host, under Multi-host options, click on the drop-down menu and select Set host as reserved. Don’t forget to click on the button Save Changes.
Then you will see that both hosts have the label Reserved hosts under their names, indicating that both of them will always be attending a scheduled meeting.
You can also add resources such as rooms to an event type. For instructions please follow this guide “Set up resource booking”.
In this example, the Large Conference Room is set as a reserved resource, ensuring that the availabilities of both hosts and the room are pooled for bookings.
Set round-robin booking for hosts and resources
You can also assign hosts as round-robin, where a host is auto-assigned to the booked meeting in a rotational manner, ensuring balanced workload.
To do this, click on the non-organizer host which is Meredith Finn in this example.
Under Multi-host options, click on the drop-down menu and select Choose host via round robin.
Now, you will see that both hosts have the label Round-robin under their names, indicating that they will be auto-assigned meetings in a rotational manner.
If you have more than 1 resource added to the event type, you can also set the resources to be round-robin.
In this example, the two hosts are reserved, but the two conference rooms are set to be round-robin so that only one room is assigned for a booked meeting.
Round robin priority
When setting round robin availability, Admins can set specific hosts or resources as "highest," "high," "medium”, “low”, or “lowest” priority. This ensures your most critical team members or spaces are prioritized accordingly.
To set round robin priority, go to the event type's Availability Settings, and click on the host's availability.
In the example below, there are 3 hosts added. Click on the host. Under Round robin priority, select the level of priority (”Highest” in this case).
Now, you will see each host’s round-robin priority ranking labels under their names.
