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.

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:

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 Organizers, 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:

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.

In this setup, You and Kathy will be added to all meetings scheduled with one of the members of the Round Robin pool, and Kathy will be added as an optional attendee on the calendar event. You can see Kathy is marked as an 'optional' attendee because the star icon is unselected.

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.

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:

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.

By default, 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.
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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.

Sometimes, you might want to prioritize a specific host (or hosts) to take the meeting first — like an account owner, CSM, or team lead — while still offering backup availability from other teammates. That’s where preferred organizer settings come in.

When you set 'preferred organizers', you can designate one or more teammates to be prioritized first when scheduling through a Round Robin link. Reclaim will still check everyone’s availability, but if the preferred organizer is free, they’ll always be chosen first.

To set a preferred organizer, click the 👑 crown icon next to the teammate(s) you want to prioritize during booking.

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.

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.