🎼On the twelfth day of Calendly, my community gave to me: advanced multi-person scheduling, finally!🎼
Welcome to the 12 Days of Calendly, a series of guideposts where we give you the gift of product knowledge and understanding!
Welcome to the final festive day of our fun-fact-frenzy! We’ve had a blast curating topics for you over the past 12 days and hope that you feel more informed and equipped than ever to maximize your usage of Calendly and simplify your scheduling. Happy dance!
In case you missed it, Kelsi’s article yesterday went over some of the most helpful Calendly integrations and I highly recommend checking that one out here. Today I have the pleasure of going over a very cool new feature that we’ve had in the works for a while now– Host Pools for Round Robin or Collective Event types.
Who can use this?
Host pools for Collective and Round Robin event types are available to users on our Teams and Enterprise plans.
To learn about the features in each plan, feel free to check out our pricing page!
What are Host Pools for Round Robin and Collective Event Types?
Host pools allow you to create multi-person events with a mix of “host(s) that will always attend” and a “rotating pool” of other hosts.
Examples of when you could use a host pool in a Round Robin or Collective event type:
- A product demo with the Account Executive and a Sales Engineer.
- A meeting where a specific Account Executive would always attend, and a Sales Engineer will be assigned from a Round Robin pool.
- A panel interview with a specific hiring manager, as well as a team leader, and a peer.
- The hiring manager would always attend, and the team leader and peer would be assigned from two different Round Robin pools.
How Do I Create a host pool in my Round Robin or Collective Event Type?
You may have noticed from my previous articles that I ✨adore✨ team page event types, but for now, host pools are only available in Shared event types.
To create an event type with host pools, here are the steps you’ll want to follow:
- From your Calendly homepage, click ‘+ Create’ and select ‘Event type’ as shown below.
- Select ‘Round Robin’ or ‘Collective’ as your event type format.
For this example, I will be selecting ‘Round Robin’.
- After creating the event, you will automatically pull into the available round robin hosts (You can edit this later, keep reading 😋).
- To set the host(s) that you wish to always attend, add their names under ‘Hosts’ where it indicates “Add hosts and round robin pools” as shown below.
For context, these will be the hosts that must be available in order for the event type to be bookable.
- To add the hosts you wish to “round robin” with the required host(s), select ‘+ Add Round Robin hosts to pool’, as shown below.
▶️ This is where you will have the option to remove yourself as an available round robin host, if desired. - If you want to add additional round robin pools, you can do so by clicking ‘Add hosts and round robin pools’ again and selecting ‘+ Create a round robin pool’ as shown below.
In the example event type shown below, I have set myself to always attend meetings that I will co-host with two other team members—one from each of the round-robin pools I have configured.
💡Tip: When creating a shared round robin event type without required hosts in host pools, be careful not to add your other round-robin hosts to the ‘Add hosts and round robin pools’ section shown below. This will add the user as a required host.
~That’s a wrap~ on the twelfth and final day of ⭐12 Days of Calendly!⭐ Thank you for joining us for our holiday hoorah, and we look forward to continuing to connect and foster Calendly Community in 2024!
Have ideas for Community topics you’d like explored? Looking to flex your Calendly skills and expertise? We’d love to hear your voice here in the Community!
Cheers to you and yours,
Your friendly neighborhood Cal Pals ♥️
Related Community Articles
Round Robin Event Creator & Pool Host
12 Days of Calendly, Day 4: Creating a Round Robin in a Team Page
12 Days of Calendly, Day 6: Creating a Collective Event in a Team Page
