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Combine Round Robin and Group Meeting

  • May 20, 2024
  • 5 replies
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Is there any plan to create an event type that acts as both a round robin in terms of availability and a group to allow multiple attendees? Are there any known work arounds?  

 

I work in a training department where a team of trainers host group trainings that multiple clients can attend. These trainings are (for the most part) recurring. For example, Group Training #1 is offered on Mondays and Tuesday at 10am and 2pm.

Because we can only assign one trainer as the host of an event, the event can only be offered for that one trainer’s availability - 10 & 2. Additionally,  if the trainer wants to change their availability or switch topics with another trainer, we must create a new event which creates a new event link. 

We don’t want to create multiple instances of these group events because we currently use our Calendly landing page (for now). We hope to embed our event links in our own landing page soon, but are concerned with the maintenance of updating links each time trainers would like to switch up topics or times. 

Thank!

Best answer by Kelsi

Hey there @Shelby - great question!

While there’s currently no workaround that will allow round robin style hosts for a group event type, there is a workaround for your booking page option that might make it so that creating multiple event types is a non-issue. 

I understand you’re currently using your Calendly landing page to allow invitees to book, and that embedding the event types is not an option (yet).

However - you can work around this by using a routing form instead of your landing page. You’d share it the same way, but it would be cleaner and allow for you to create multiple event types for this use case!

Routing forms let you request information such as industry, company size, specific interests, etc. from website visitors and automatically direct them to a specific scheduling or web page based on their responses. It's great for screening and qualifying sales leads on a website or matching clients or students to the booking page of the right subject-matter expert based on their interests, program, or other criteria. You can read more about setting up routing forms, here!

With that in mind, you’d do something like: 

  • create multiple event types for this use case
  • create a routing form
  • create questions on that routing form with answers that tell you which event type the invitee needs to book
  • use routing logic to auto-route the invitees to the appropriate event types
  • you’re all set!

Here’s some more info: 

 

I know this isn’t perfect - but hopefully it’s helpful. Let me know if you have any more questions!

Also - check out our Company Admin Guide. It’s a great resource as you learn the ropes, too! 

This topic has been closed for replies.

5 replies

Kelsi
  • Kelsi
  • CalPal Emeritus
  • Answer
  • May 20, 2024

Hey there @Shelby - great question!

While there’s currently no workaround that will allow round robin style hosts for a group event type, there is a workaround for your booking page option that might make it so that creating multiple event types is a non-issue. 

I understand you’re currently using your Calendly landing page to allow invitees to book, and that embedding the event types is not an option (yet).

However - you can work around this by using a routing form instead of your landing page. You’d share it the same way, but it would be cleaner and allow for you to create multiple event types for this use case!

Routing forms let you request information such as industry, company size, specific interests, etc. from website visitors and automatically direct them to a specific scheduling or web page based on their responses. It's great for screening and qualifying sales leads on a website or matching clients or students to the booking page of the right subject-matter expert based on their interests, program, or other criteria. You can read more about setting up routing forms, here!

With that in mind, you’d do something like: 

  • create multiple event types for this use case
  • create a routing form
  • create questions on that routing form with answers that tell you which event type the invitee needs to book
  • use routing logic to auto-route the invitees to the appropriate event types
  • you’re all set!

Here’s some more info: 

 

I know this isn’t perfect - but hopefully it’s helpful. Let me know if you have any more questions!

Also - check out our Company Admin Guide. It’s a great resource as you learn the ropes, too! 

Kelsi - Calendly Community
S
  • Shelby
  • Author
  • New Community Member
  • May 21, 2024

@Kelsi at Calendly  Thanks for the response!

 

Do you have any examples of what an embedded form would look like in a client’s website? Would it be similar to the embedded event link but a form? 
(Reference used: https://help.calendly.com/hc/en-us/articles/223147027-Embed-options-overview)

 

Kelsi
  • Kelsi
  • CalPal Emeritus
  • May 21, 2024

Hey @Shelby - the embedded routing form would be very similar, yes. I do not have a live example right now, but, I would suggest creating one and testing it out before making it live, anyway! So you can see what it looks like and how it would work. 

In this help center article that goes over how to embed a routing form, the second GIF (in step 2) shows what an embedded form looks like (briefly). 

Kelsi - Calendly Community
S
  • Shelby
  • Author
  • New Community Member
  • May 21, 2024

@Kelsi at Calendly  

For testing purposes, I created 3 instances for each group training topic (one per trainer) but am still running into an issue. For the routing form question, we went with “What is your preferred time of day to attend training?” and allowed three options that are basically morning (8-11), midday(11-3), and afternoon (3-6).

I am now running into the issue of the question not making sense when a trainer is offering both a morning and afternoon session of the same training topic. If “Morning” is selected, you would be shown times for morning and late afternoon. 

This is almost our exact situation: 


Is there any solution you can think of or phrasing you’ve seen other clients use to work around this?
 

Kelsi
  • Kelsi
  • CalPal Emeritus
  • May 21, 2024

Hey again @Shelby - I can see the issue, here!

In this situation I’d suggest that instead of asking what time invitees prefer to attend training, you ask something like, “What training topic are you interested in booking today?” or, “What day of the week would you prefer to attend training?” etc.

Find what works for the current scenario. You can always go in and change the question/s if need be, as well, if availability amongst hosts switches up at a later time.

I hope this helps!

Kelsi - Calendly Community
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