Team scheduling - blog - hero


Trying to bring groups together fast? You need team scheduling options.


Thad Thompson, July 14, 2022

Business depends on meetings.

No matter their size or purpose, every organization’s growth comes from successfully completing large-scale initiatives like sales deals and product development programs. Each project requires meetings throughout its many phases — lots of them.

But no two meetings are alike. Each has a specific purpose and involves varying groups of people inside and outside your organization. Aligning everyone creates scheduling challenges much more complex than the usual one-to-one meetings on your calendar. 

Align teams more efficiently with Calendly

Calendly’s team scheduling features align the diverse schedules of everyone you need for every meeting’s purpose. The Round Robin, Collective, and Group meeting Event Types let you choose the best option for finding when different combinations of people can meet. You can bring teams together faster and more efficiently — and that helps you boost productivity, increase revenue, and create value.

Calendly offers several ways to align schedules between team members.

There are many ways Calendly brings teams together to support a large initiative:

  • Sales, Marketing, Customer Success, and other teams collaborating on a deal

  • Recruiting, HR, and hiring panels interviewing candidates to fill roles

  • Customer Support, IT, and Engineering resolving customer issues

  • Admissions and Enrollment organizing virtual and in-person tours

How team scheduling supports different meeting needs

Those are just a few examples. But the best way to learn about Calendly’s team scheduling features is to see how they work across one initiative. So, come along as we follow that sales deal through its many phases to see how Calendly supports each one. (You’ll see how team scheduling works in other scenarios, too.)

Round Robin: Spread one-on-one meetings around your team

Let’s start with a prospect. And not just a random lead. This is a purchasing manager who’s conducted research, weighed options, and wants to speak to sales reps to get more detailed information about the solutions she’s considering. A website visit, a “contact us” form fill, and the journey begins.

This is where response time is critical. Research shows that up to 50% of sales are closed by the company who answers first

Fortunately, our example company uses Calendly’s team scheduling features and can move prospects into the qualification stage almost immediately. After filing out the contact form, the purchasing manager is directed to a scheduling page offering times she can meet with sales. She chooses the most convenient time, and the Round Robin Event Type automatically pairs her with the next available sales rep. 

Thanks to Calendly’s integration with Salesforce, all information from the contact form is automatically updated in the company’s CRM and visible to all sales team members. The same day, the purchasing manager is discussing her needs with a sales development representative (SDR) to learn how the company’s solution can help.

How Round Robin meetings work

Some meetings can be managed by almost any member of your team. Cases like introductory calls between consultants and potential clients, job candidate screens, and technical support sessions typically involve high volumes and general expertise needs. It’s important to be responsive, but you also need to manage your team’s workload to avoid burnout.

That’s where Round Robin scheduling shines. It automatically distributes new meetings to team members, saving you the time of manually assigning them. Round Robin Event Types examine the availability of every team member and then assign the meeting based on the customizable event logic: 

  • Optimize for availability: Assign the meeting to the next available person to reduce wait times

  • Set team member priorities: When more than one person is available, you can prioritize which team member will accept the meeting.

  • Optimize for equal distribution: Spread meetings evenly among team members to avoid overloading one person.

Round Robin meetings reduce the gap between when meeting requests come in and when team members can follow up, giving you the advantage. Because the assignment process is automated, team members no longer have to spend time emailing back and forth to confirm meeting times. Team managers don’t have to waste valuable time manually assigning incoming meeting requests. And if priorities change after a meeting is booked, admins have the flexibility to change meeting assignments between team members without updating the time selected by the person who requested the meeting.

Related reading: Assign high-volume meetings more efficiently with Round Robin scheduling

With Round Robin scheduling, you make more connections faster so your team can be more productive. That’s especially true for our sales example: Teams can qualify leads more quickly so they can focus on the highest-value prospects for your organization.

Pro tip: Automate even more of the qualification process by using a Routing Form with your Round Robin Event Type. You can use an intake form to ask meeting invitees or website visitors screening questions, and then direct them to the appropriate scheduling page or URL based on their answers.

Related reading: Dartmouth advisors simplify appointment scheduling to successfully serve over 4,400 students

Collective meetings: Find when multiple people are available to meet

Rejoining our sales story, the SDR learns the purchasing manager’s company is a great fit. Even better, the purchasing manager likes what she’s learned about the solution and wants to see it in action. This calls for more specific expertise, so the SDR uses a Collective Event Type to set up a meeting with a sales account executive (AE) and the solution’s subject matter expert (SME).

Collective scheduling only shows the purchasing manager the times when both solution team members are available. The purchasing manager chooses the time that works best for her, and the meeting is automatically added to everyone’s calendar. The AE and SME provide a high-level presentation and answer general questions about the solution, all within a few days of the first meeting.

Collective scheduling continues to make connections easier as the purchasing manager gathers more information. Following the demo, she has detailed questions about how the solution could be used in varying scenarios, and what customer support options are available. The AE sends the purchasing manager another link for a meeting with a member of the customer success team, a customer service leader, and himself. 

Finding that the solution meets her needs, the purchasing manager is ready to make a deal. The AE again uses Collective scheduling to provide the purchasing manager with times the necessary sales and legal team members can meet to finalize the contract.

How Collective meetings work

When a meeting requires expertise from specific people, it’s time for a Collective event. This team scheduling Event Type pools the availability of everyone in a group, so a meeting invitee can only select meeting times that are open on everyone’s calendar. All you need to do is create a Collective meeting for each combination of people needed for the different phases of your project. Uses may include: 

  • Status meetings between a marketing agency and key decision makers

  • Job candidate interviews with members of a hiring panel

  • Specialized user training involving multiple Customer Success team members

  • Troubleshooting calls connecting technicians and engineers to resolve an issue

"Collective events allow you to combine the availability of selected members so your guest is only shown the times that all are available. [It’s] perfect for collaborative or supplier meetings and even for collective interviews."

Jonathan E., G2 user review

Collective meetings are also great for aligning teams within your own organization. It’s hard enough finding common availability between internal team members, and modern teams typically include a number of outside partners. This means getting people in different locations and time zones up to speed on your work processes. Collective scheduling lets you define when everyone can meet, making easy work of scheduling status meetings, check-ins, and other updates that keep your organization moving.

Related reading: How one manager took the pain out of scheduling group meetings

Group meetings: Share information with many people at once

Our sales story doesn’t end once the deal is made. Now it’s time to roll out the solution to the customer and start onboarding users. There are a few hundred employees to train, and as a hybrid workforce they’re spread across many time zones and have varying workflows and availability. With just a few trainers on hand, scheduling the sessions could be a huge headache.

Calendly’s Group Event Types make the training go smoothly. The Customer Success team sets up several training sessions that multiple people can attend at the same time. The sessions are available on multiple times and days, so there are plenty of opportunities for new users to choose a convenient time.

The trainers also limit the number of attendees in each session so each group can ask questions and interact with the trainer. By the end of the week, all employees have been onboarded to the new solution without interrupting their work processes. The customer gets informed, happier users without negative effects on their business.

Group meetings let you limit the number of people who can attend each session, so everyone has a chance to interact with the host.

As time goes on, Group meetings help the Customer Success team create more value around the solution. The team holds ongoing customer education sessions to walk through new features as they’re introduced, promoting user activation and strengthening the solution’s user base. The team also meets regularly with the customer to show the solution can be optimized for different workflows to get more done, increasing customer retention and annual recurring revenue (ARR). Customer success representatives also hold their own demos of paid features and plans to drive future renewals and revenue for the organization.

How Group meetings work

Calendly's Group Event Types let you host one-to-many meetings. They give you the flexibility to offer multiple meeting options to an audience with widely varying schedules, so everyone receives the same information at the same time. They’re perfect for:

  • General training sessions for large audiences

  • Marketers hosting webinars

  • School admissions teams reserving campus tour slots 

  • Other events that increase engagement with your organization 

Group Event Types also simplify meeting management duties. When a meeting gets overcrowded, it can be hard to keep everyone engaged with the presentation and answer everyone’s questions. Group meetings let you limit the number of people who can attend each session, so everyone has a chance to interact with the host. There’s also no need to manually manage each session’s availability. Each Group meeting remains open and visible on the scheduling page until all spots are filled.

Keep your organization moving with team scheduling

It takes many different combinations of people working together to keep your organization moving. And that requires many different types of meetings to keep everyone aligned.

With Calendly’s team scheduling features, you can quickly align everyone to complete initiatives, close deals, onboard talent, and increase revenue. You get the automated scheduling tools to help your teams get more done. Try Round Robin, Collective, and Group Event Types today to see how they help your organization grow.

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Thad Thompson biography
Thad Thompson

Thad is a Content Marketing Manager at Calendly. When not sharing scheduling and productivity insights, you’ll find him hiking trails with his family or thumping a bass with a power pop band.

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