Who can use this feature?
Chili Piper's Round-Robin Scheduling Links streamline the appointment booking process by automatically distributing meeting requests among your team members. This ensures equitable meeting distribution, maximizes availability, and facilitates your booking process.
In this article, we will learn more details about it!
Table of Contents
How to create a Round-Robin Scheduling Link?
In the left-hand menu, expand the ChiliCal section, and then click "Scheduling Links":
In the top-right of your screen, there is the Create new button:
Select Round-Robin when the options are displayed:
After clicking on it, a drop-down menu with all meeting types will appear. Once you select one or more of them and click Create, you will see the Scheduling Link page, where you will set up and customize how your customer will see it.
Round-Robin Scheduling Link Customization
Welcome Message and Prospect's Logo Auto-Fill
On the top of the Preview page on the left-hand side, you can add a Welcome message or any guidance to your prospects (you can add Dynamic Tags here!) and also enable/disable auto-fill the prospect's logo based on their email domain:
URL and Meeting Types
On the right-hand side menu, you can edit the Group Link's URL and add/remove any Meeting Types you want to associate or de-associated from the Group Link:
Distribution Settings
Below the meeting types option, we can see the Distribute to section, in which we can select/create the distribution we want to happen on this specific link.
Creating Distribution
We can set a name for the new distribution (highlighted below), and then we need to choose between the two different algorithms.
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Strict Round-Robin: By default, Chili Piper keeps the distribution as close to equal as possible. This can be affected by custom weightage and calibration.
- Flexible Round-Robin: Maximizes display of time slots. If multiple team members are available at the selected time, Chili Piper will select the person who hasn't been scheduled recently. This can be affected by custom weightage and calibration.
Reschedule with Any Team Members
If this option is enabled when a prospect needs to reschedule an appointment, we will show the availability of all team members; if it's disabled, only the availability of the original assignee will be shown.
Team and Calibration Settings
Here, you will select which Team you want to use on this Scheduling Link, and also the Calibration Settings where you can see the Current Level, Meetings Scheduled, No Shows, Canceled Meetings and also set the Credit/Skip and Weight.
Current Level
The result from Meetings Scheduled cross all distributions (if they’re in a group) plus the vacation adjustment (if Vacation Calibration is enabled). If not, it will show just the number of Meetings Scheduled.
Meetings Scheduled
The number of scheduled meetings per Team Member. It does not include qualified prospects who haven't finished the booking process.
No Shows and Canceled
Number of meetings marked as No Show and canceled meetings, respectively.
Credit/Skip
Here, you can manually credit or skip a meeting with anyone on your team.
While crediting a record to a user, use a positive number (1, 2, 3), and this user will have one (or more) meeting(s) to their Current Level. In the example below, notice how Byron had the Current Level equal to 1, and after we credited one more meeting, it updated to 2:
To skip a user in a distribution, use a negative number (-1, -2, -3), and the user will have their Current Level decreased. In the example below, we did the opposite as above: notice how Byron had the Current Level equal to 1, and after we credited one more meeting, it updated to 0:
Weight
The Weight can impact the frequency that your Team Member will be Next on your distribution.
To allocate a greater distribution of meetings to specific reps, make their weight percentage more than the other users in the Team. Uneven weights are likely why some reps may receive more or fewer prospects than others.
For example:
- Mary, Joe, and Stacy are members of a Team and have the following weights for the current month: 50%, 100%, and 100%;
- Suppose 30 prospects were distributed across them during the same month in this Path;
- The distribution would be 6 for Mary, 12 for Joe, and 12 for Stacy. Mary got fewer prospects distributed to her due to the 50% weighting.
Let's also use the previous example to have a better idea:
- We gave 50% weighting to Farha, and Farha's Current Level went from 2 to 4, meaning that Farha will likely get fewer meetings than others due to the 50% weighting.
- Weightings above 100% are not available at the moment.
Once you configure all the settings above, you can Publish and start using the Scheduling Link! Check here for more details about where they can be found and how they can be used.
Always Invite
Within the Always Invite section, you can add/remove more reps to be added in the Round-Robin Scheduling Link alongside the Host. Note that users who haven't onboarded to Chili Piper cannot be selected.
Optional or Required
If a rep is marked as Optional, their availability will not be considered. Reps marked as Required will have their availability considered.
If more than one rep is marked as Required, we will display all Required users' availabilities altogether, meaning that a free slot will be displayed only when all Required users are free in their calendars.
To remove a user, click the X on the right.
Sharing Settings
Continuing on the right side of your page, we have the Sharing Settings, which allows you to share the new Scheduling Link with one or more Teams or all users from the same workspace:
Don't forget to Publish your changes once done!
The publish button can be found in the top-right.