Round-robin booking
Set up round-robin booking
Create a booking event type that rotates meetings fairly across a pool of reps, so a prospect who books always lands with someone who can take the call.
Updated June 2026
Round-robin scheduling rotates bookings across a pool of reps for a given meeting type. When a prospect picks a time, KudosCRM assigns the meeting to the next rep in the rotation — so meetings are shared fairly and no one is overloaded.
This guide sets up a round-robin event type from scratch — for example a 30-minute demo shared across your sales team — with the availability, reminders, and a public booking link a prospect can use without back-and-forth email. If you'd rather one person always handle a meeting type, you can pin the event type to a single host instead.
Who this is for
Sales managers and ops setting up self-scheduling for a team. Familiarity with your team's working hours helps.
Before you start
- A KudosCRM account with permission to manage event types and availability.
- The reps who should be in the rotation, each with their availability set.
Round-robin vs. a single host
Round-robin shares a meeting type across a pool so bookings rotate fairly. If a specific person should always handle a meeting type, pin the event type to a single host instead — both options live on the same assignment setting.
Set up round-robin, step by step
Create an event type
Go to Meetings → event types and select New event type. Set its name and duration — for example a 30-minute demo.
Set availability
Choose the working hours and days this event type accepts. If your teams or regions run on different hours, keep multiple availability schedules and attach the right one here, so the link only ever offers slots a rep will actually take.
Choose round-robin assignment
In the event type's assignment setting, choose round-robin — rather than hosting it yourself or pinning it to one teammate.
Add reps to the pool
Add the teammates who should share these meetings — for example Sarah Mitchell, Michael Reed, and Jessica Brooks. Bookings rotate across them.
Set reminders
Turn on the reminders you want sent before each meeting to cut no-shows. These send automatically — no manual nudging.
Share the booking link
Send the public link in an email, a signature, or a chat. No login is required for the prospect to book. You can also keep an event type unlisted and share it only with the prospects you choose.
Test it
Open the link, book a slot as a test, and confirm the meeting is assigned to a rep in the pool and written to that contact's CRM timeline, tied to the open deal.
What the prospect experiences
- Open slots shown in their own time zone — they pick one and confirm, with no back-and-forth email.
- A reminder before the meeting to cut no-shows.
- Self-service reschedule or cancel from the link, so nothing piles up in your inbox.
- The booked meeting on the contact's CRM timeline, tied to the open deal — the rep walks in with full context.
Related articles
How to build a lead capture form
Capture leads from a form too, alongside booked meetings.
Read articleEmbed a form on your website
Put your capture form on the same pages where you share the booking link.
Read articleMeeting scheduler
The full picture on scheduling, availability, reminders, and self-service.
Read articleLead scoring
Score the leads who book so reps prioritize the calls that matter most.
Read articleLead capture is the first stop in the KudosCRM journey — turning website visitors, inbound forms, and booked meetings into tracked leads. See the full picture on the Lead Capture platform overview.
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