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Meeting distribution is a feature used in assigned or round-robin calendars when there are two or more users sharing the calendar. When using a round robin calendar, appointments are typically assigned to the selected users in a rotating order but the allocation of appointments amongst users can be adjusted by changing the Meeting Distribution settings.
Adding Users to Round Robin Calendar Scheduling
To include a user in the round-robin calendar scheduling, follow these steps within a Calendar’s Settings:
Click on dropdown box under "Select team members" in the calendar interface
Select the desired user from the drop-down menu.
Appointment Distribution Options
Optimize for Availability
By selecting "Optimize for Availability," you can prioritise which User gets a booking for a particular time slot. Here's how it works:
To change priorities, you can assign users as either high, medium or low priority
When a booking request is made, the system uses the following priority order:
If all users are set to medium priority, bookings will be evenly distributed:
If a high-priority user is available, the booking is assigned to them:
If a high-priority user is unavailable, & the medium & low priority users are available, the medium priority user receives the booking:
If both high and medium priority users are unavailable, the low-priority user gets assigned the booking:
If no users are available within their office hours and personal availabilities, no available slots will be displayed on the calendar for that time.
Optimize for Equal Distribution
By selecting "Optimize for Equal Distribution," all bookings will be distributed equally among the available users. Here's what you need to know:
Appointments will be as evenly distributed as possible, with consideration to the User's, and Office Hour availabilities
This option ensures a fair allocation of meetings among team members
Advanced Settings - Contact Routing Preference
Reschedule Preference
Under rescheduling preference you can choose to re-assign a rescheduled appointment using the round robin method or keep the same appointment owner.
For example, if the default setting assign through round robin was left on, if a lead rescheduled a phone appointment with staff member Sam and then based on the round robin, the next person who should be assigned a phone appointment was John, the rescheduled appointment for this lead would be with John.
New Appointment Preference
By toggling on New Appointment Preference, priority will be given to a contacts original assigned user if the contact books in another meeting .
Additional Settings
Maximum bookings per slot (per user)
Another important aspect of appointment distribution is the maximum number of bookings allowed per slot for each user on the calendar. It is important to note the following:
The "Maximum Bookings Per Slot (Per User)" setting determines the maximum number of bookings a user can have for a specific time slot
If a user reaches this maximum limit, the system can handle it in two ways:
Switch over to the next user in the round-robin queue, allowing them to receive the booking
(If no additional User's available) Mark the slot as unavailable for future bookings, preventing additional appointments