Round-Robin Handover allows hosts to reassign scheduled appointments to other team members in just a few clicks. This feature is most useful when team members are unexpectedly unavailable, when specific expertise is needed, or when you want to re-balance workload across your team. The participant is automatically notified of the host change via email.
The Round-Robin Handover feature is available to all users with a Business, Scale or Enterprise subscription plan. Users on Starter and Professional plans can upgrade to access this functionality.
How to hand over a Round-Robin appointment
1. Navigate to the Meetings page on your Zeeg dashboard and click on the round-robin event you want to change
2. In the Event Details section on the right side, locate the Host field and click on it or on the edit icon next to it
3. A smaller window will pop-up for you to choose the new host. Make your choice from the dropdown menu and confirm the handover. The appointment will be immediately reassigned to the selected team member.
What happens after a handover
When you hand over a Round-Robin appointment to another team member:
Automatic notification: The participant receives an email notification informing them of the host change with updated meeting details.
Calendar updates: If calendar integration is enabled, the appointment is removed from the original host's calendar and added to the new host's calendar.
Host assignment: The new host becomes fully responsible for the appointment and can see it in their Meetings list.
Activity log: The handover is recorded in the appointment's activity log, showing who made the change and when.
Important considerations
Team member availability: Ensure the new host is actually available at the scheduled appointment time. Zeeg does not automatically check for conflicts when you hand over an appointment.
Participant experience: While participants are notified automatically, consider sending a personal message to explain the reason for the change, especially for important meetings.
Permissions: Only organization owners, administrators, and the original host can hand over Round-Robin appointments.
One-time change: Each handover is a one-time action. If the new host also becomes unavailable, you'll need to perform another handover.
Troubleshooting
Can't see the handover option?
Make sure you're on a Business or Enterprise plan
Ensure the appointment is a Round-Robin type (not a regular one-on-one or group appointment)
Check that you have the needed permissions (owner, admin, or original host)
Intended new host not appearing in the list?
Confirm the team member is part of your organization
Verify they have an active Zeeg account
Check that they're assigned to the same Round-Robin scheduling page
Participant didn't receive the notification?
Check that the participant's email address is correct
Ask them to check their spam or junk folder
Double check that email notifications are enabled in your organization settings