How to set up an event type that automatically assigns a host (round robin)

Use this procedure to set up a round robin event type (automatically assigns a host)

  1. On your Calendly Home page, select New Event Type.

  2. Select Create next to the Round robin event type.

  3. Enter the names or emails of all other hosts for this event type.

  4. Select Next.

  5. Enter an Event name and optionally a Description for your invitees.

  6. Select a preset Duration for the event or enter your own.

  7. At Date Range, click Edit and select the number of days in the future that invitees can book this type of event.

  8. (Optional) On the calendar, set the time frame for when you and other hosts are accepting meetings for this type of event. (Note: we already block times marked as “busy” in the calendar you and other hosts connected to Calendly.)

  9. Select Next.

  10. At Hosts & Location, set the logic for how Calendly will assign meetings to team members. At Round Robin Distribution, select:
    - Optimize for Availability for bookings based on member availability (Note: Priority stars let Calendly know which team member is most essential and should be considered and booked before all others.)
    - Optimize for Equal Distribution for bookings equally
    spread across team members, then at Location select the location.

  11. Select Next.

  12. To see your scheduling page for the event, click view live page.

  13. To share your event with others, from your Home page next to the event you’ve created, select Copy Link and paste it into an email or text message to send it to your invitees.

When you create shared events, they appear on your Home page with your individual event types so you can easily find and reuse them.

When you schedule a shared event, it appears on your Home page on the Scheduled Events tab.

To cancel or reschedule, select Details on the right side of the scheduled event.