Reclaim's Team links feature enables you to set up links for members of your team that schedule when everyone is available. Round Robin links, on the other hand, allow for a more flexible booking experience, where you can surface up availability across multiple team members but your attendees only book with one of them at a time. This helps not only to offer the maximum amount of availability to your attendees, but also to spread meetings out and reduce fatigue on your team.
Note: Round Robin Links are available on the free trial, and to users on the Business or Enterprise plans.
Round Robin use cases
There are a ton of ways to use Round Robin, but we've outlined some common scenarios below to help you get a sense of what you can do with it:
Sales calls: You can use Round Robin to set up links with a pool of SDRs or reps, and when attendees book it will show times when any one of those people are available and allow them to book with one of them.
Recruiting: It's common during an interview process to have a screening call (e.g., with engineering) where any one engineer could do the interview. You can set up Round Robin links that include multiple engineering team members and your attendees will only end up booking with one of them.
Customer support: When customers need a more hands-on experience, you can send them a Round Robin link that includes all members of your support team, and your customers can book with any one of them.
Creating a Round Robin Link
Creating a Round Robin Link is the same thing as creating any other Scheduling Link in Reclaim.
Click the New Scheduling Link button to create a link from the Scheduling Links page, and fill in the title, group, description, and calendar event title information you'd like. Below, under Attendees, you'll see yourself as the organizer, and can add people to the Round Robin pool from there:
You can add people to your Round Robin pool by dragging and dropping them into the Round Robin area, or by clicking the ⬇️ arrow icon:
Hosts and organizers on Round Robin links
When you create a Round Robin link, you can opt to include required or optional organizers that will be included on every meeting in addition to one member of the Round Robin pool. You can also completely remove all organizers if you just want it to be a link with members of the Round Robin pool.
Below are a few examples of different configurations for Round Robin links that include required, optional, or no organizers.
Round Robin link with one or more required organizers
In this setup, You and Chris will be added to all meetings scheduled with one of the members of the Round Robin pool, and Chris will be added as an optional attendee on the calendar event.
You will be the Host, meaning that you will show as the organizer of the meeting as well as be the user whose Zoom integration is used to add Zoom links to the meeting.
Round Robin link with all optional organizers
In this setup, Henry and Chris will both be added as optional attendees on the event that is scheduled with one member of the Round Robin pool.
Neither of them will be the Host, because their attendance is optional. Instead, whoever is scheduled from the Round Robin pool will show as the Host and organizer of the meeting, and their Zoom integration will be used to add Zoom links to the meeting.
Round Robin link with no organizers
In this setup, the meeting will only ever be booked with one member of the Round Robin pool, and will be set as Host and organizer for those meetings when they're booked.
Note: If you use Zoom as a location for your Scheduling Links, it must be enabled for all Hosts. If it isn't, it won't be set for the Scheduling Link and you will see this alert:
Booking experience for Round Robin
When your attendees book a meeting using a Round Robin link, they won't have any indicator of who they'll be meeting with from the Round Robin pool until the meeting is confirmed. They will see times across all potential Round Robin members, and when they select a time and confirm the booking they'll see the name and email of the person from the pool with whom they'll be meeting.
When they reschedule a meeting, Reclaim will prefer trying to keep them scheduled with the same person from the original meeting if they're available at the same time as another Round Robin pool host. However, if they pick a time that isn't available for the person with whom they originally were meeting, they will end up booking with another Round Robin pool host.
How does Round Robin scheduling work?
Currently, Round Robin links take a "maximize availability" approach to scheduling, where they will show all availability across all members of a Round Robin pool to give your attendees as many options as possible. That means that Reclaim won't attempt to evenly balance meetings across the Round Robin pool.
However, Reclaim will attempt to reduce meeting load across the pool by preferring hosts that have fewer meetings booked via the Round Robin link. For example, if Person A and Person B are both available at 4pm, but Person A has more meetings booked via that link than Person B does, the meeting will be booked with Person B.
Who can see and edit Round Robin Links?
Any co-organizer or Round Robin pool Host will be able to see and edit most settings for the link from the Round Robin links tab of the Scheduling Links interface. They will not, however, be able to edit certain destructive settings, such as target calendars, URLs, groups, and other settings.
How do Priorities work with Round Robin Links?
The priority of a Round Robin link is shared across all members of the link. For example, a Critical Scheduling Link will only show times that are either free or High, Medium, or Low priority on all calendars for members of the Round Robin Link.