In Zeeg's round robin scheduling page, you have the flexibility to choose how meetings are distributed between hosts.
In Zeeg's round robin scheduling page, you have the flexibility to choose between two distinct methods for distributing meetings among hosts:
Optimize for most available timeslots: This option enables invitees to book meetings whenever any host is available. It is ideal for maximizing the number of potential meetings booked when the even distribution of meetings across hosts is of lesser priority.
Optimize for equal number of events per host: With this option, meetings are evenly distributed across hosts, ensuring a balanced workload. However, this method may result in fewer booked meetings overall, as equal distribution takes precedence over host availability.
How should meetings be distributed between round robin hosts?
How does "Optimize for most available timeslots" work?
When you choose the "Optimize for most available timeslots" option in Zeeg's round robin scheduling, the system works as follows:
Availability Check: Zeeg will only assign the meeting to a host who is currently available. The system checks both Zeeg's internal availability and the connected calendar(s) of each host to identify any conflicting events. This ensures that the meeting is scheduled at a time when the host is free to participate.
Host Priority: The meeting is assigned to the hosting member with the highest priority among all available hosts. You can easily adjust the priority of each host by using the priority option in the "Base Settings" of the scheduling page. This allows you to give certain hosts higher priority for scheduling meetings.
Least Recently Scheduled: In case two or more hosts have equal priority, Zeeg will assign the meeting to the host who was least recently scheduled for the specific scheduling page. This approach ensures a fair distribution of meetings among hosting members with the same priority level.
Random Assignment: If, after considering availability, host priority, and least recently scheduled, team members still tie in these factors, Zeeg will assign the meeting randomly among the eligible hosts. This provides an element of chance when all other criteria are equal.
How does "Optimize for equal number of events per host" work?
When you choose the "Optimize for equal number of events per host" option in Zeeg's round robin scheduling, the system works as follows:
Monitoring Meeting Counts: Zeeg continuously monitors the number of meetings booked with each individual hosting member on the round robin scheduling page.
Comparing Meeting Counts: The system compares the meeting counts of all hosting members and identifies if any of them are at least three meetings ahead of the others.
Availability Adjustment: If a hosting member is three meetings ahead, their available time slots will not be shown on the booking page until the meeting counts of other hosting members increase to catch up.
Example: If Ava has 3 meetings and Julia has 0 meetings, Zeeg will hide Ava's availability until Julia has 1 meeting. Once Julia catches up, Ava's available time slots will be displayed again. If Ava is scheduled again and the relative count returns to +3 (4 to 1), Ava's availability will be hidden again until the distribution is balanced.
Zeeg compares meeting counts during the period that all current hosts are on the scheduling page together. If a host is added or removed from an equal distribution scheduling page, the algorithm will treat them as if no meetings have been booked with them. This ensures consistency in meeting distribution.