Round robin scheduling software for teams
Round robin scheduling that shares client meetings fairly across your team. Clients see more open times, and every booking goes to a free host.
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Trusted by leading brands, from fast-growing startups to large enterprises.
zcal is a scheduling app for people and teams, and its round robin links share meetings for you. You share one booking link for the whole team, clients pick any time that someone is free, and zcal hands the meeting to the right person. No spreadsheet of who's next, and no lead left waiting.
Table of contents
How it works
1. Add your team
Create a team in zcal and invite the people who take these meetings. Each person connects their own Google, Outlook or Apple calendar, so zcal always knows who's free.
2. Choose the hosts and their priority
Pick who takes the meetings, and give each person low, medium or high priority. High-priority hosts get meetings first whenever they're free, and everyone else shares the rest.
3. Share one link
Put your team's link on your website, in your emails or in your sales follow-ups. Clients see every time that any host is free, so they find a slot fast.
4. zcal picks the host
When a client books, zcal gives the meeting to a free host and adds it to that person's calendar, with their own video link. The client gets the invite and reminders, and your team never has to decide who's next.
How zcal decides who gets the meeting
Fair doesn't mean random. Here's how one team link with three hosts shares its first few bookings. Alex has high priority, and Jordan and Sam have medium priority.
| Booking | Free at that time | Who gets it | Why |
|---|---|---|---|
| 1st | Alex, Jordan, Sam | Alex | Alex has the highest priority |
| 2nd | Jordan, Sam (Alex is busy) | Jordan | Jordan and Sam share a priority, and neither has had a meeting yet |
| 3rd | Jordan, Sam | Sam | Sam hasn't had a meeting yet |
| 4th | Jordan, Sam | Jordan | Jordan was booked less recently than Sam |
| A reschedule | — | The same host | A rescheduled meeting stays with its host |
Clients never see any of this. They see one page with every time that someone is free, and they book.
Round robin, collective or group event?
All three put more than two people on one link, but they do different jobs:
- Round robin: each meeting goes to one host from your team. Use it for sales demos, support calls and first interviews. Our guide explains how round robin scheduling works.
- Collective: each meeting has several hosts, and clients only see the times when all of them are free. Use it for a kickoff call or an interview panel.
- Group event: one host, many guests in the same time slot. Use it for classes, workshops and webinars.
See all three side by side in group scheduling.
Why use zcal for round robin
More times for your clients
A client sees every time that any host is free, not just one person's calendar. More open slots means more bookings, and fewer leads who give up.
Fair by default
Without priorities, zcal simply takes turns: the host booked least recently gets the next meeting. Nobody has to keep a tally.
Priorities when you need them
Want your senior closers on every demo they can take? Give them high priority. New hires on low priority pick up the overflow while they ramp up.
Every host's calendar, checked
Each host connects their own calendars. zcal checks all of them before it offers a time, so nobody is booked into a meeting they can't make.
Each host's own video link
Set the location to each host's own video app, and every meeting gets a Zoom, Google Meet or Microsoft Teams link from the host who takes it.
Reschedules stay put
When a client moves a meeting, it stays with the host they already met. No hand-offs, no repeated intros.
Reminders that cut no-shows
Every booking gets email reminders, and on Pro you can text clients too. On team links, zcal takes text credits from the host who has used the fewest.
Who uses round robin scheduling
Sales teams
Put one "Book a demo" link on your website, and every lead lands with a rep who's free, fast. Hot leads don't wait for someone to assign them.
Customer success and support
Share onboarding and support calls across the team, so no one person carries the whole load.
Recruiting teams
Spread first-round screens across your recruiters, and let candidates book any open slot instead of waiting on email.
Agencies and consultancies
Give clients one link for a strategy call, and let whoever is free take it.
Tips for round robin that runs itself
- Keep every calendar connected. Round robin is only as good as the calendars behind it. Ask each host to connect every calendar they use.
- Use priorities with care. One or two high-priority hosts is plenty. If everyone is high priority, it's the same as no priority.
- Add a buffer. A 10 to 15 minute gap between meetings gives each host time to write notes before the next call.
- Use one meeting length per link. Make one link for a 30-minute demo and another for a 60-minute deep dive, so each slot fits the meeting.
More ways to schedule as a team
- Group scheduling. Polls, group events, collective and round robin, side by side.
- Booking pages. Give each person on your team their own booking link.
- Text reminders. Text clients before each meeting, so fewer of them miss it.
- Meeting polls. Find a time for an internal meeting with the whole team.
Frequently asked questions
What is round robin scheduling?
Round robin scheduling shares meetings across a team, one after another, so each person gets a fair share. A client books a time on one team link, and the meeting goes to a host who is free at that time. It's common for sales demos, support calls and recruiting screens.
How does zcal choose who gets the meeting?
zcal looks at the hosts who are free at the time the client picked. Of those, the hosts with the highest priority come first. Among hosts with the same priority, a host with no meetings on the link goes first, and after that, the host who was booked least recently gets the meeting.
Can I give some team members more meetings?
Yes. Give them high priority, and they get every meeting they're free for. Hosts with medium or low priority take the meetings that high-priority hosts can't.
Can clients choose who they meet with?
On a round robin link, zcal picks the host. If a client wants a specific person, share that person's own booking link instead.
What happens when a client reschedules?
The meeting stays with the same host. The client picks a new time from that host's open times, and nobody else's calendar changes.
Does round robin work with Google Calendar and Outlook?
Yes. Each host connects their own Google, Outlook or Apple calendars, as many as they use. zcal checks all of them before it offers a time, and adds each meeting to the host's calendar.
How much does round robin scheduling cost?
Round robin is part of zcal Pro, from $7 per user a month, and Business, from $12 per user a month. Pro includes one team, and Business has no limit on teams. Both come with a 14-day free trial.
