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3 Coaches Sharing 5 Event Types Across 7 Locations (Need Help Choosing Teams, Groups, or Round Robin)

  • December 3, 2025
  • 1 reply
  • 19 views
S

SUBJECT: 3 Coaches Sharing 5 Event Types Across 7 Locations (Need Help Choosing Teams, Groups, or Round Robin)

Hi there! I’m the Calendly admin for our coaching team inside a multi-site industrial laundry company. We have 7 depots across Michigan, Indiana, and Kentucky. Our territory is split into North Region and South Region, and each depot has an assigned coach who visits once a month on standing “road days.”

Right now, we duplicate the same events for each coach (resulting in 60+ events). I’m working to simplify both (1) our coach landing pages and (2) our team scheduling page so employees can easily schedule the right session in the right location.

I’m trying to determine whether Teams, Groups, Round Robin, or a combination is best for our use case.

Our User Setup

User A (Director) – Indiana-based; visits all 7 depots monthly
User B (Coach – North Region) – Michigan-based; visits 2 northern depots monthly
User C (Coach – South Region, also Admin) – Indiana-based; visits 3 southern depots monthly

All three coaches offer the same standardized 5 event types:
• 15-min Touchpoint
• 30-min 1:1
• 60-min Coaching
• 45-min 30-Day Stay (New Hire / Getting to Know You)
• 60-min Welcome Session

(Plus one 60-min Corporate Event type that remains hidden until registration opens.)

What We Need Calendly to Do

 

1. Location-specific visibility (our top requirement)

Employees should only see a coach’s availability for their depot, and only during the days that coach is physically on-site.

Examples:
• Someone in Ft Wayne should only see User A or User C when one of them is scheduled to be in Ft Wayne.
• Someone in Michigan should not accidentally book with their coach on a day that coach is in Indiana.

This is essential to prevent confusion and rescheduling.

 

2. Primary coach first… with optional fallback (possibly Round Robin?)

Every employee has a primary, region-assigned coach.

However, if their primary coach is:
• on PTO
• fully booked
• or not scheduled in that depot that week

…we want Calendly to optionally show another coach who is scheduled to be in that depot during that same week.

Example:
• An employee in Indianapolis normally works with Coach C
• Coach C is unavailable
• But Coach A is visiting Indy that week
→ Employee should be able to book with Coach A as a fallback

We believe Round Robin may help, but we are unsure whether Round Robin respects:
• depot-specific schedules
• coach-specific working hours
• location-based availability
• and still prioritizes the primary coach first

Any clarity here would be helpful.

 

3. Shared event types, different schedules

We want one unified set of event types, but each coach must have unique availability windows tied to the depots they visit.

Currently, we maintain 15–20 cloned events per coach, which is not scalable.

 

4. Location-based routing (if possible)

Ideally, when an employee schedules, the flow would look like this:

  1. The employee selects a session type (Calendly event type).
    → That event type should automatically display only the coaches who are available in the employee’s depot based on their standing road-day schedule.

  2. Calendly should show their primary coach first.

  3. If their primary coach is unavailable, Calendly should display any backup coach visiting that depot that week.

We’re not sure whether this requires Teams, Groups, Round Robin, or a combination.

 

Main Question

Given our need for:
• shared event templates
• per-user, per-depot availability
• location-based visibility
• optional fallback to another coach
• and potential Round Robin logic

Should we be using Teams, Groups, Round Robin, or a hybrid?
And what is the recommended best-practice structure for building this model?

I can provide a map of our 7 depots and one month of travel schedules if that helps.

Thank you so much — we haven’t found another scenario quite like this in the Community yet, so any guidance is greatly appreciated!

    1 reply

    David
    Community Manager
    • David
    • Community Manager
    • December 4, 2025

    Hi ​@Samuel77 - Thanks for reaching out! I promoted this to a new topic to keep track of the information a bit better.

    You’ve got a lot of moving parts here so I’ll go down this list one-by-one.
     

    TL;DR - Round Robin would be best, but you would want to create a Round Robin event for each location


    Solving Issue 1: Location Based Scheduling

    Making sure Calendly keeps track of which host is where can be doable, but might require a bit of leg work on the front end.

    We have a Overlapping Meetings feature that will allow Calendly to book over specific meetings in your Calendar (You can read more on how this is done here!) If you’re able to have the hosts put an All-Day event in their calendar for the time they’ll be at each location, we can set the Round Robin event to be able to book over that time when they’re at that specific location.

    As an example:
    Week 1 - You’re in Michigan, so I’ll add a Michigan Event in my calendar for that week
    Then, I’ll go into our Michigan Round Robin event and add an exception for any meetings that match the Michigan Event exactly.

    The result is that my availability will only show when I’m scheduled to be in Michigan, but the weeks where I have Kentucky or Indiana scheduled, it will block off my time, heres what this looks like alltogether:
     


    Then you would just repeat this process for each place the host will visit.


    Solving Issue 2: Primary Host first

    This can all be solved through the Round Robin Distribution Settings, we have an article that goes over this here: Round robin distribution overview. You’ll want to use Maximize for Availability here.

     

    Solving Issue 3: Unified events

    Yes I think this is where the Round Robin event will be key. Once you setup the Round Robin event for each location, you can scale this with any amount of hosts.


    Solving Issue 4: Location Based Routing
     

    Once we have all of this setup, then we can configure our Routing. On our teams plan we include Routing Forms as a feature. So instead of sending specific links to each depot, you can just send them a routing form. This is where you’ll be able to configure a questionnaire that the employees can fill out with questions like Name, Email & Depot Location. From there, Calendly will route them to the correct booking page based on their answers.

    Within that booking page we can configure who is marked as the primary host/secondary host.

    In closing

    An issue we may run into is if each employee has a different coach. There is not a way to tie a specific coach with an employee in Calendly. You could use Routing Forms and have the employee specify who their coach is, then from there they’re taken to their booking page directly. But this would be more difficult to scale.


    There is a lot of information here so I’ll leave it here for now. Let me know what questions you have!

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