Using round-robin Scheduling Links
Free- Teams
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Business - Enterprise
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Within Scheduling Links, there is an option for enabling round-robin functionality. A more fair and balanced way to share meeting distribution amongst teammates, this setting allows you to ensure a balanced way to book with your group link, ensuring that requests coming into a team’s link requesting meetings is evenly distributed amongst those who can take the video meeting. Additionally, if you need to make a group of folks available with different meeting hosting priority – such as including a project lead over a general contributor – round-robin Scheduling Links also allows the ability to prefer booking a meeting with the most relevant meeter available ahead of others.
What is round-robin scheduling?
Round-robin scheduling is a mathematical model that distributes work evenly among all available resources – in this case, teammates. Clockwise allows for a round-robin mode to be applied to Scheduling Links using this model. This ensures that anyone included in the link is neither overworked nor responsible for more contact with bookees than anyone else in that group. Often, it allows teams to have a fair workload shared amongst them.
Traditionally, round-robin scheduling works through a list with equal importance for each resource. Clockwise’s setup gives you more options: each link can serve a single person or a specific group of people, each with its own purpose. The Scheduling Link setup easily enables you to create different round-robin scenarios that share calendars in several different combinations to share you and your teammates’ schedules with bookees.
Clockwise round-robin Scheduling Links should display all meeting times for which at least one group member is available regardless of priority. In other words, the hierarchy of the overall system first prioritizes meeting time availability, followed by availability, then priority as a hierarchical structure so that meeting times surfaced for a bookee offers up the most availability at all times across all calendars.
Clockwise’s round-robin works with two different models: unweighted and weighted.
- The unweighted model occurs when all teammates with displayed available times have equal priority set within the Scheduling Link, meaning their ability to host a meeting satisfies equal need amongst bookees. In this model, availability is offered one teammate at a time until all have hosted a meeting, then begins again with the person who was first offered the last cycle of meetings for the group.
The weighted model occurs when teammates have mixed priorities for meeting with the bookee. In this model, highest priority teammates are offered before those of lower priority. Consider these decision trees demonstrating how a weighted group of 3 would be booked using round-robin:
Enabling round robin
- Set up your group Scheduling Link to offer the availability and other optional settings you’d like the meeting to schedule with, being sure to reflect multiple attendees.
In the Teammates section, select Round robin as the Meeting type.
Set each teammate’s hosting priority via the dropdown menu to the right of their email.
If a user’s priority is unable to be changed, this indicates that the user is not part of your team’s paid plan. To include them in the rotation, you can choose to upgrade them (or have an admin permit upgrade based on settings); if the person remains in the rotation without being moved to a paid plan, their priority will be greyed out on the Scheduling Link setup page next to an upgrade button, and their availability will not be included in times offered to the bookee so the user will be unbookable.
Note: If all teammates are set at equal hosting priority, each teammate’s available times will display to the bookee – this means Clockwise teammates may host more than once per cycle of meeting hosting if bookees keep picking the availability of the same teammate who is the only one available at the time they picked. If teammates are set at different priorities, the higher-priority teammates’ times will be offered more frequently than those of lower priority. In the case of a priority tie-breaker, Clockwise will offer meeting times from the teammate who was a meeting host least recently.
Save the setup in the upper right corner to make the link live and usable.
