How Round Robin scheduling works
When a Round Robin Event Type meeting request is received in the CRM, our system instantly checks the availability of all linked team members. Using configurable Round Robin logic, the CRM then assigns the meeting automatically. This eliminates the need for endless email exchanges to coordinate schedules! By minimizing the delay between receiving a request and assigning a team member, this process enhances efficiency and accelerates response times.
Round Robin Calendar Logic
You can configure Round Robin automated meeting assignments in two ways:
Optimize for availability
Enhancing availability is like upgrading the customer experience—offering more scheduling options and cutting down wait times. Picture your entire team's open time slots merged into one shared pool. When a customer selects a time, the CRM seamlessly assigns the meeting to the next available team member.
If multiple team members are free at that time, the CRM gives you control over who gets the meeting first. This smart automation helps you efficiently manage your team, improve response times, and align with your team's unique goals:
1. Send meetings to someone who needs more chances to hit their monthly goal.
2. Give a new team member a chance to build their skills or customer base.
3. Make sure reps with specific know-how are available for certain meetings.
4. Boost engagement by sending inquiries to team members who speak the preferred language.
Setting team member priorities is easy – just select the priority from the drop down next to their names when editing the Event Type. And if a few team members have the same priority, the meeting goes to the person who hasn't had a scheduled meeting in the longest time.
If there are 2 users available with the same priority in that case the system would check for the total appointments booked for the users in the last 24 hours and then whoever has lesser appointments would be picked for booking the new appointment.
Optimize for equal distribution
Choosing equal distribution means spreading out meetings evenly among the team. CRM keeps an eye on how many meetings each person gets. If one team member has way more meetings than the others in the last 24 hours, they won't get assigned any more until their teammates catch up.
Opting for equal distribution ensures a fantastic customer experience while automatically balancing workloads among your team members. By evenly spreading out meeting assignments, everyone gets fair chances to connect with customers. This approach also prevents burnout by ensuring no team member is overwhelmed with too many assignments.
The system checks for the total appointments booked for the users in the last 24 hours and then whoever has lesser appointments would be picked for booking the new appointment.
When optimizing for equal distribution, some time slots may not be offered if the only available team members have received too many meetings.