How to set up a round robin with Meeting Templates
What is a round robin?
A round robin is a meeting that is automatically scheduled across multiple calendars. For example, when customers sign up for a demo on your website, the demo meetings rotate through your team, to make sure the calls are distributed evenly across the team.
The option to schedule on multiple calendars is on the Growth and Enterprise plans.
How do I set up a round-robin?
When you create a Meeting Template in your Mixmax dashboard, set up a round robin by adding multiple calendars to the Schedule on field. You can add any calendars which have read and write access. As you start typing the calendar name you'd like to add, you will see auto-complete options for all calendars that match your search. If you don't see a calendar, ask the calendar owner to give you read and write access to their calendar.
How do I make sure the host's phone number or video conference link is automatically included?
You want to make sure that the calendar event that is scheduled via round robin has the host's phone number or video conference link. It is easy to set this up!
First, make sure that each person in the round robin goes to their Calendar Settings page and enters their unique meeting link in the Default location field. This could be a Zoom or other conference system link, or it could be their own phone number:
Next, go to the round robin meeting template. Under Where, type in the variable {{host location}}. This variable will automatically be populated using the host's default location (set in the screenshot above). In the example below, we show a fallback variable, which you can add — if the host does not provide a default location, the fallback variable will be used.
How does round robin work?
When you're using the /meeting command, Mixmax will insert times for one of the calendars and each tile will reflect a time on the same calendar. Each time the /meeting command is used, Mixmax will rotate through the calendars randomly to make sure meetings don't always get scheduled with the same host.
When you use the unique calendar link for the meeting, we will show an aggregate of every calendars' availability. If only one calendar is available during a time slot, we will automatically schedule on the available calendar regardless of the last event that was scheduled from this meeting template. When there are time slots where multiple calendars are available, Mixmax will schedule on the calendar that was least recently used. Once a calendar has been used, it will move to the back of the queue.
For example: If User A recently had a meeting booked on their calendar and User B did not, Mixmax would schedule on User B's calendar (least recently used) as opposed to User A's calendar (last recently used). Once the meeting was booked, User B would move to the back of the queue. The next time a meeting would be scheduled, it will be booked on User A's calendar.
Additional tips & tricks
- Require that your recipient provide their phone number before they book the meeting. Learn more.
- See how many meetings each rep is booking with Meeting Insights. Learn more.
- Book more meetings with a call to action button. Learn more.