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We have multiple events, set up as Round Robin, and most of the time these are held over the phone or a video call, but around 20% of the time, clients insist on a meeting in-person.  We have one meeting room in our office, which is a shared resource.  The Meeting Room is on our Outlook Calendar and can be “booked” and has its own diary, which can be set to “busy/available/etc”.

 

How can we use the Round Robin (which we need, because we have multiple people offering the same consultation), while also being able to automatically check the Meeting Room for availability if a client insists on an in-person meeting?

 

Happy to have an additional Calendly licence for the Meeting Room if required.

Thanks

Gary

Hi Gary!

Such a good question. You’re very much on the right track with giving the conference room its own account. You can learn a bit more about how to do that here: https://help.calendly.com/hc/en-us/articles/12303248557719-Scheduling-with-Conference-Rooms-

As for the Round Robin element, you’ll be glad to know that we’re in the process of gradually rolling out a feature to Teams and Enterprise accounts called Collective Round Robin. Collective is the part that ensures required attendees are present (ie, the conference room if the invitee selects the event type for in-person) and Round Robin ensures that you can put all of your consultants in a pool of hosts. I’m trying to find out when your account will be getting this new feature, so bear with me as I do some digging. It’ll be within this quarter as far as I know!

Sounds really promising!  Thank you for the really quick reply!

Hey Gary!

Ok, we dug and now I get to be the bearer of good news. 😎

Looks like your teams account does in fact have this brand new feature enabled, which means you can schedule these collective round robin events. You can find more info about the functionality here: https://help.calendly.com/hc/en-us/articles/17861547344663

Now a few things to note:

  • This is a shiny brand new feature that is being gradually rolled out. This is because while we definitely did our own testing internally, we want to make sure it’s working perfectly for our customers before it goes wide. If you see anything at all that doesn’t feel like it’s working like it should (think interface, wording, scheduling at wrong time, etc), please let us know. This feedback helps us get it perfect.
  • Because you don’t always need the conference room, you’ll want to consider making two different event types: one with, one without. The other benefit to this is that you could further lock down which days are available for in-person meetings versus virtual instead of a free for all based on conference room availability.

Check it out and let us know how it goes!

Hi Jillian - thank you so much - that’s really exciting news!

Thank you!!!!

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