Collective Round Robin Guide

Overview

Collective Round Robin is a powerful scheduling feature in Zupcal that allows you to create a single event where multiple team members can be assigned as potential hosts. This feature enables automatic load balancing and fair distribution of appointments across your team members.

What is Collective Round Robin?

Collective Round Robin allows you to create a single scheduling link that automatically distributes incoming appointments among multiple team members in a rotating fashion. This ensures:

• Fair distribution of appointments across all team members
• Automated scheduling without manual assignment
• Single shareable link for all team members
• Load balancing to prevent any single person from being overbooked

Step-by-Step Setup Process

Step 1: Create Event Description

1. Navigate to Event Creation

   • Go to zupcal.com/events/create/collective-round-robin
   • You'll see the "Create Event" interface

2. Fill Required Fields

   • Event Name: Enter a descriptive name for your collective event
   • Event Slug: This will auto-populate based on your event name (e.g., https://zupcal.com/jaiki/)
   • Description: Use the rich text editor to provide detailed information about the appointment

3. Configure Event Details

   • Use the formatting toolbar for rich text descriptions
   • Add any necessary information about the appointment process
   • Include preparation instructions or requirements

Step 2: Select Round Robin Events

In the "Collective Events" section, you'll see:

• Event Type Description: "This event type allows you to create a collective event with multiple round robin host. You can add round robin events in the timeslot range."

• Round-Robin Preview Section: Shows "Selected Round Robin Events (3)" with selected events like:

  • () ( to )
  • miscellaneous-testing (test.account) ( to )
  • satonboarding (satnpaper) ( to )

Step 3: Team Member Selection

The final step shows a comprehensive list of available team members and their events:

Available Team Members and Events:

Team Member	Event Type	Event Slug	Capacity	Time Slots
satnpaper	SAT Initial Phone Call	sat-initial-phone-call	3	Configurable
PoojaPivector	Sales Orientation	sales-orientation	4	Configurable
chandantiwari	round-robin	round-robin	3	Configurable
abhinavgarg	Round Robin with AG	round-robin-with-ag	6	Configurable
test.account	Miscellaneous Testing	miscellaneous-testing	1	Configurable
satnpaper	SAT Onboarding	satonboarding	14	Configurable
satnpaper	Shift A2	shift-a2	3	Configurable
satnpaper	Shift B2	shift-b2	3	Configurable
satnpaper	SAT n paper - Next SAT attempt	sat-n-paper---next-sat-...	2	Configurable
satnpaper	SAT n paper Presentation	sat-n-paper-presentation	6	Configurable
satnpaper	Shift A1	shift-a1	3	Configurable

Selection Process:

1. Review Available Events: Browse through all available round-robin events
2. Check Desired Events: Select the checkboxes for events you want to include
3. Configure Time Slots: Set specific time ranges for each selected event
4. Set Capacity: Define how many appointments each person can handle
5. Click Continue: Finalize your selection

Step 4: Link Shareable

After completing the event description, you'll move to the "Link Shareable" step:

1. Confirmation: You'll see a checkmark indicating successful setup
2. Share Your Appointment Link: The system generates a unique URL
3. Sharing Options:
   • Copy URL: Direct link copying
   • Share Button: Quick sharing options
   • WhatsApp: Direct WhatsApp sharing
   • Email: Email integration
   • QR Code: Generate QR code for easy access
   • Embed Code: HTML embed code for websites

Key Features

1. Automatic Load Balancing

The system automatically distributes appointments across selected team members based on:

• Current availability
• Existing appointment load
• Configured capacity limits
• Time zone preferences

2. Flexible Time Slot Management

• Each team member can have different available time slots
• Configurable capacity per person per time slot
• Automatic conflict resolution

3. Multiple Sharing Options

• Single URL: One link works for all team members
• Multi-platform sharing: WhatsApp, Email, QR codes
• Embed capability: Integration with websites
• Custom branding: Personalized URLs with your brand

4. Real-time Availability

• Live sync with all team members' calendars
• Automatic updates when appointments are booked
• Conflict prevention across all integrated calendars

Best Practices

1. Event Setup

• Clear naming conventions: Use descriptive event names
• Detailed descriptions: Include all necessary information
• Consistent formatting: Maintain professional appearance

2. Team Member Selection

• Balanced capacity: Ensure fair distribution of appointment loads
• Skill matching: Select team members with relevant expertise
• Availability alignment: Choose members with overlapping time slots

3. Time Management

• Buffer time: Include preparation time between appointments
• Time zone considerations: Account for global team members
• Peak hour management: Distribute high-demand time slots fairly

🧠 Frequently Asked Questions (FAQ)

1. What happens if all team members are busy at a requested time?

The system automatically shows the next available time slot across all team members. - Clients will see alternative time options without needing to refresh or retry

2. Can I add or remove team members after creating the collective event?

Yes. - You can modify the team list anytime - Changes are instantly reflected in availability for clients

3. How does the system decide who gets the next appointment?

It uses a round-robin algorithm based on: - Availability - Current load - Capacity settings This ensures fair appointment distribution

4. Can team members have different time zones?

Yes. - Each member’s availability is shown in their local time zone - Clients view slots in their own preferred time zone

5. What if a team member needs to cancel or reschedule?

They can manage their appointments through their personal dashboard. - The system will suggest alternative slots with other available members

6. Can I set different appointment durations per team member?

No. - All team members in a collective round-robin event share the same appointment duration - For different durations, create separate events

7. Does this work with Google Calendar, Outlook, etc.?

Yes. - Zupcal integrates with major calendar platforms - Appointments are automatically synced to each team member’s connected calendar

8. Can I embed the round-robin scheduler on my website?

Yes. - Use the “Embed Code” option to generate HTML - Paste it into your website to show the scheduler to clients

9. How do notifications work for collective events?

- Team members receive booking notifications - Clients get confirmation emails with all appointment details

10. What's the maximum number of team members I can add?

There’s no strict limit, but: - For best performance, keep collective events under 20 members

11. Can I set daily or weekly limits for team members?

Yes. - Set capacity limits for each team member - You can define both daily and weekly maximum appointments

12. What happens if someone books multiple appointments?

You can configure the system to: - Allow or - Prevent multiple bookings from the same client, depending on your preferences

Troubleshooting

Common Issues

1. Team member not receiving notifications

   • Verify email settings in team member's profile
   • Check spam/junk folders
   • Ensure calendar integration is active

2. Availability not showing correctly

   • Confirm calendar sync status
   • Check time zone settings
   • Verify working hours configuration

3. Uneven distribution of appointments

   • Review capacity settings for each team member
   • Check availability patterns
   • Adjust round-robin weights if available

Getting Support

If you encounter issues not covered in this guide:

1. Contact support through logging the issue in Trouble Shooter Settings>> Trouble Shooter
2. Email support with specific details about your setup