Event host priority is a feature inside the Hosts section of the AI Scheduler → Events builder, and the full access for events with multiple hosts is available to users with super admin or sales manager roles.

Host priority is a menu where you can assign priority level of how you want calls allocated between event hosts:

High
Medium
Low

To be put into place, you'd need to have a min of two Hosts assigned to the event.

Learn more on how to add hosts to the event here.

If you're wondering what happens when all or several hosts are assigned with the same priority, the answer is: That's where powerful iClosed round-robin kicks in.

iClosed will distribute calls evenly among the hosts, taking into account their availability settings, Google Calendar events and additional setup from iClosed features that will affect availability.

How it works and why setting it properly matters?

How does Priority works?

iClosed host priority is powered by a complex algorithm that determines the order in which appointments are assigned to hosts.

The call assignment process follows a round-robin approach, ensuring fair and efficient distribution of calls (leads) among your hosts. Here’s how it works:

Priority order

Hosts are ranked by priority defined (High, Medium, Low). The system first sorts the hosts in order from highest to the lowest priority.

Lead allocation

When a new lead books a call, it will be assigned to the highest-priority host who is waiting the longest to receive new lead.

This ensures that high-priority hosts are favored, but keeping a balance between all hosts at the same time.

Round-and-Robin cycle

After the host with highest-priority receives an appointment, the system moves to the next host in the priority list. This cycle continues, ensuring that no host is overwhelmed or left out.

Balancing Assignments

Even within the same priority level, the system distributes leads evenly among the hosts, ensuring fairness across the board.

This prevents scenarios where one host handles all leads while others remain idle.

Round-and-Robin with rescheduling a call

The system will attribute the meeting to the available host according to the priority set and algorithm explained above.

Why it's important to set priority properly?

Setting the correct priority levels helps you align lead distribution with your business strategy.

For instance, top-performing closers can be given higher priority to maximize conversion rates, while newer team members can be assigned with lower priority, to prevent burnout and to help them ramp up slowly.

By understanding how to configure call assignment and priorities effectively, you will be able to optimize your team's performance and ensure that every lead receives well deserved attention.

Understanding hosts priority warning badges

Priority warning messages

There are cases when you will not be able to select host priority because minimum technical requirements are not met yet. Here's the breakdown of potential scenarios:

"Availability not set"
Host didn't set availability yet.
"User didn't accept invite yet"
User needs to join the account first, to be taken into consideration. You will have additional option here to resend the invite to the user.
"Incomplete profile"
with additional option to send email to User to complete profile

These warning messages will appear red color, visually presenting why the host is blocked to participate in the event.

But you may notice additional warning badges showing in yellow, that will allow host to participate, but it's highly advisable to be set into place before a host start to receive calls.

Here are the examples of yellow badge warnings:

"Zoom not connected"
if Zoom has been selected as event location, and the user didn't connect it's Zoom account yet.
"Calendar not connected"
Host didn't connect Google Calendar with iClosed yet, and the host will not be able to:
- receive scheduled events into his Google Calendar
- send emails from his Gmail (instead, emails will go from iClosed "no-reply")
- have auto-generated Google Meet links (if event meeting location is set as Google Meet), and will have to send links to leads manually

Additional warning message

"Some of the selected host(s) have either not accepted invite or set their availability. They will start getting calls once they have done both"

This message will appear in the host priority menu notifying super admin/sales manager that one or more Hosts haven't met minimum criteria for accepting calls.

Very useful for events with more than five hosts, when a host unavailable for taking calls may be hidden below the hosts previewed on the screen.

Additional features that can affect priority

Apart from standard Availability that is a minimal technical requirement, and as such has sits on top of all other features, we'll cover several scenarios that will affect how hosts will receive calls.

Event → Conditional Routing

Conditional routing is one of the iClosed premium features that helps you to increase chances for successful conversations and to maximize ROI, by allocating sales calls to the most qualified closers, based on the invitees answers.

Conditional routing is available with Business and Enterprise plans.

By setting any of the custom invitee questions, that are in radio button or checkbox formats (example - age group or company size), and routing calls to one or more hosts per answer selected, Conditional routing will take over host priority setup, no matter the priority allocation set.

In this scenario, prioritization will be applied as follows:
#1 Conditional routing → #2 Priority allocation → #3 Round-and-Robin priority

Availability → Add Date override

Availability refers to setting up standard times when a host is going to be available to receive calls and Date override feature helps with overriding the standard Availability schedule set. This means, Date override set will prioritize over your standard Availability.

Here're several examples that will help you understand better how it works:

Example - simple

Phil, Mike and Eric are assigned to one Event
Conditional Routing is not set
Phil will be out of office on Sep 20th
Mike and Eric will take calls according to their Host priority allocation

Example - medium complexity

Phil, Mike and Eric are assigned to one Event
Conditional Routing is set
1. Phil is assigned to leads between 18-25 years old
2. Mike is assigned to leads between 25-30 years old
3. Eric is assigned to leads between 30-35 years old
Phil will be out of office on Sep 20th
Mike and Eric will take calls according to their Conditional routing set but
Mike and Eric will share Phil's calls, according to their Host priority allocation

Example - complex

Phil, Mike and Eric are assigned to one Event
Conditional routing is set
1. Phil is assigned to leads between 18-25 years old
2. Mike is assigned to leads between 25-30 years old
3. Eric is assigned to leads between 30-35 years old
Phil will not be able to work on Sep 20th as per his standard schedule.
1. Instead, he will be in the office for 3 hours only

During that 3 hour block when Phil is available prioritization will be applied as follows: #1 Conditional Routing → #2 Host Priority Allocation → #3 Round-and-Robin Priority

But, outside of that block, Phill will not be available, meaning that:

Mike and Eric will take calls according to their Conditional routing set
Mike and Eric will share Phil's calls, according to their Host priority allocation

Quick recap. When Date override is added to Availability for a specific date or dates, it will be on top of prioritization. Therefore it will be applied as follows:

#1 Date override → #2 Conditional routing → #3 Priority allocation → #4 Round-and-Robin priority

Automations → Rules

Automations - Rues are also one of the premium iClosed features, that may also affect prioritization of the call and lead allocation between the hosts.

Automations are available with Business and Enterprise subscription plans.

By adding rules to your events, you can automatically remove Closers if they reach "maximum call limits" or if they are not meeting the "stop loss" criteria.

Maximum call limits
Used for limiting maximum number of calls the Closer can receive for one event. Perfect for onboarding new talents, preventing over-burning them.
Stop loss
For setting the stop loss criteria. Perfect feature for Closers who are under-achieving, allowing you to prevent additional loss by removing them from an event if the criteria is met.

Rules automation will be at the top of the priority hierarchy, and no matter if a host included in the rule has a set conditional routing or it has High priority allocation, such user will be removed from the event if he reached maximum call limit or has hit stop loss criteria set.

#1 Automation - Rules → #2 Date Override → #3 Conditional Routing → #4 Priority Allocation → #5 Round-and-Robin Priority

Technical setup is not in place

Even though it may be obvious, it doesn't hurt to mention this scenario as well.

Highest on the priority hierarchy are the changes made in technical setup, where minimum technical requirements for participating in events are changed:

Changes made to originally set Availability
Host will be able to receive calls within newly set availability.
User has been deactivated
And as he's not part of the account anymore.