What is Round-Robin Scheduling
Round-robin scheduling automatically distributes incoming bookings across a group of team members. Instead of every booking going to one person, the system rotates through your team so each member gets an equal share of meetings. This is ideal for sales teams, support teams, and any group where workload should be evenly distributed.
How Meetario Round-Robin Works
When a guest books through a round-robin event type, Meetario uses a smart assignment algorithm:
- Availability first — Only team members who are available at the requested time are considered. If a team member has a conflicting calendar event, they are skipped.
- Equal distribution — Among the available members, the one with the fewest recent bookings is assigned. This ensures fair distribution over time.
- Automatic rotation — The system keeps track of who was last assigned and rotates through the list.
The guest never sees the assignment logic. They simply pick a time, and Meetario handles who hosts the meeting.
Step 1: Create a Round-Robin Event Type
- Go to
/app/event-typesand click Create Event Type. - Fill in the basic details (name, duration, location, description).
- For Booking Type, select Round Robin from the dropdown.
- Save the event type.
Step 2: Add Team Members
After creating the round-robin event type, you need to assign team members who will be part of the rotation:
- Open the event type and go to the Team tab.
- Click Add Team Members.
- Select from your existing team members (users with the Manager role who have been invited to your account).
- Each selected member is added to the round-robin pool.
Make sure each team member has set up their own availability schedule and connected their calendar. The round-robin system checks each member individual availability when assigning bookings.
Step 3: Configure Distribution Settings
Fine-tune how bookings are distributed:
- Distribution method — "Equal distribution" (default) gives the next booking to the person with the fewest recent meetings. "Availability-optimized" prioritizes whoever has the most open slots.
- Priority weighting — Optionally give certain team members higher priority (they receive more bookings proportionally).
How the Guest Experience Works
From the guest perspective, booking a round-robin event looks exactly like booking a regular event:
- They visit the booking page and see a calendar with available time slots.
- The available slots represent the combined availability of all team members. If any team member is free at 2 PM Tuesday, that slot shows as available.
- The guest selects a time and fills out the booking form.
- After submitting, the confirmation email tells them which specific team member they are meeting with.
The guest does not choose who they meet — the round-robin system handles assignment automatically.
Viewing Round-Robin Bookings
As an admin, you can view all round-robin bookings at /app/event. Each booking shows:
- The assigned host (team member)
- The event type
- Guest details
- Date, time, and meeting link
Individual team members see only their own assigned bookings in their dashboard.
Real-World Use Cases
Sales team
A "Book a Demo" event type with 5 sales reps in the round-robin pool. Leads are automatically distributed across the team. No manual assignment, no arguing about who gets the next lead.
Customer support
A "Schedule a Support Call" event type with your support engineers. Customers get the next available agent, and the workload stays balanced.
Consulting firm
A "Free Consultation" event type with all consultants. New clients are evenly distributed, and each consultant only receives bookings during their available hours.
Troubleshooting
No time slots showing
If the booking page shows no available times, it means no team member has availability. Check that each team member has configured their availability schedule and their calendars are connected.
Same person always assigned
This usually means only one team member has availability at the times guests are booking. Check the other members calendars and availability settings. Also verify they have connected their Google Calendar or Outlook so Meetario can check their real availability.
Team member not receiving bookings
Verify they are added to the round-robin event type in the Team tab. Also check that their availability schedule is configured and their calendar integration is active.