Set up round-robin booking

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

1. 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.
2. 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.
3. 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.
4. 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.
5. Set reminders
   Turn on the reminders you want sent before each meeting to cut no-shows. These send automatically — no manual nudging.
6. 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.
7. 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.

Frequently asked questions

How does round-robin decide who gets the meeting?

When a prospect books, the meeting goes to the next rep in the rotation, so bookings are distributed fairly across the pool and no one is overloaded.

Can I make a meeting type always go to one person?

Yes. Instead of round-robin, pin the event type to a specific host and every booking of that type reaches the same teammate.

Can different teams use different hours?

Yes. Keep multiple availability schedules and attach the right one per event type, so each link only offers slots that team will actually take.

Do booked meetings show up in the CRM?

Yes. Every booking is written to the contact's timeline and tied to the open deal, so the rep walks in with full context — not a meeting stranded in a separate calendar.

How do I reduce no-shows?

Turn on reminders so they go out automatically before each meeting, and let prospects reschedule or cancel from the link themselves rather than letting a booking they can't make go stale.

Learn more

• Meeting scheduler — The full picture on scheduling, availability, reminders, and self-service.
• Lead scoring — Score the leads who book so reps prioritize the calls that matter most.