One booking link, several people behind it. That is the whole idea of team scheduling, and it comes in two shapes. Round robin sends each booking to one host, shared out by a rule. Collective puts every host into the same booking, so the booker only sees times when all of them are free. This guide explains how each one decides who gets the booking, when to use which, and how to set both up in the new Vonza Scheduling.
Round robin: one booking, one host, taken in turn
A round robin meeting has a pool of hosts. When a booker opens the page, the times they see are the union of the hosts' availability: a slot is open if at least one host is free then. When they book, the system picks the host.
The interesting part is the rule for picking. Vonza offers two:
- Evenly. The host with the fewest bookings gets the next one. Over a week, everyone ends up with roughly the same number, which is what most sales and support teams want.
- Keep times open. The host with the lightest day gets the booking. This keeps the team's combined calendar as open as possible, so later bookers still have plenty of times to choose from. It suits teams whose priority is availability rather than equal counts.
Two more controls shape the result:
- Priority (Low, Medium, High, Highest) per host. A senior consultant on Low gets bookings only when the others cannot take them; a new starter on Highest fills up first while they build experience.
- Share weight per host. A part-time host on half the weight of the others gets roughly half the bookings under the Evenly rule.
A round robin needs at least two active hosts, and a meeting can carry up to 20. Hosts are staff members with Scheduling turned on, so the staff count on your plan is the practical ceiling; see pricing.
What the booker sees
A normal booking page. They pick a time, fill in the form and confirm. The confirmation names the host, and the joining link (Zoom, Google Meet, Microsoft Teams or Vonza Stream) is created for that host's account, because each host connects their own video and calendar accounts. Reminders, reschedule and cancel links work as for any other meeting.
When to use round robin
- Inbound sales demos. A queue of similar calls spread evenly over a team.
- Support or onboarding calls. Any available specialist will do.
- Intake appointments. A clinic, tutoring centre or agency where the first appointment can be with any of several practitioners.
- Office hours. Several tutors or advisers covering one booking link.
Round robin is the wrong tool when the booker needs a specific person. For that, give each host their own page (every host has one at /book/h/<host>) or list them all on the team page described below.
Collective: one booking, every host
A collective meeting is the opposite problem. The booking needs all of a set of people: a sales engineer and an account manager, two co-founders meeting an investor, a tutor and a parent liaison. Bookers see only the times when every one of those hosts is free, and all of them attend.
In Vonza, a collective booking shows every host, each host gets the join link, and any of them can start the Vonza Stream room. If a host's calendar is connected, their busy times are respected in the intersection, so a collective meeting is only offered when the whole group is genuinely available.
When to use collective
- Handovers and kick-offs where two roles must both be present.
- Panel interviews with a fixed set of interviewers.
- Co-coaching or co-therapy sessions delivered by a pair.
- Any meeting where "one of us" is not good enough.
The trade-off is availability. The more hosts you add, the fewer common slots exist. Keep collective meetings to the people who truly must be there, and use round robin or a normal one-on-one meeting for everything else.
Setting up a round robin or collective meeting
Both are part of the new Scheduling. Open the Scheduling row with the New pill in your dashboard sidebar. For bookers to see the new booking pages, including the team page, the platform owner also switches on New booking pages in Booking settings. Until then, booking links show the classic page, and the team page is not public.
- Add your hosts. Each host is a staff member with Scheduling turned on. They set their own hours (or use a shared schedule) and connect their own calendar and video accounts: Google Calendar, Outlook / Microsoft 365 or Apple iCloud (read only) for busy times, and Zoom, Google Meet or Teams for links. Only the Owner or an Admin connects shared apps. See the Google Calendar integration.
- Create the meeting. Choose Round robin ("Each booking goes to one of your hosts, shared in turn.") or Collective ("One booker meets all of your hosts together."). There are 8 round robin and 8 collective templates in the library if you want a head start; see scheduling templates.
- Pick the hosts for this meeting, up to 20. For round robin, choose Evenly or Keep times open, and set priority and share weight where a host should get more or fewer bookings.
- Set lengths, rules and questions as for any meeting: up to 12 lengths with their own prices, minimum notice, buffers, a daily cap, a booking window, and up to 30 questions on the form.
- Publish and share the link, QR code or embed.
Hosts can also be added to a one-on-one meeting, which simply makes it that host's meeting; the team types are where the distribution rules apply.
The team page
A team page at /book/team/<slug> is one link that lists every host and their meetings. It suits a practice or agency that wants to show the people as well as the services: a booker who knows who they want picks that host; one who does not picks the round robin meeting. Each host also has their own page at /book/h/<host>. The team page goes live when New booking pages are on.
Running a team calendar day to day
Reassign. A host is ill or double-booked? Open the booking and reassign it to another host. The list shows who is free and who is busy, with the option to reassign even though they are busy when you know better than the calendar.
Calendar view. Day, week, month and agenda views, filtered by host, meeting, status or time zone, with drag to reschedule.
Notes and the timeline. Private team notes on a booking that the booker never sees, and a timeline of every change.
Channel posts. New, rescheduled and cancelled bookings can post to a Slack, Discord or Microsoft Teams channel, so the whole team sees the day's bookings without opening Vonza.
Approval. Turn on Approve each booking and every request is held until a host accepts it, which some teams prefer for high-value calls.
Analytics. The Analytics page shows top hosts by bookings, revenue, no-shows and utilisation, next to the no-show rate, lead time, busiest hours and where bookers are. The Vonza AI insight explains what stands out in a period (AI credits). It is the quickest way to see whether Evenly is actually even, or whether a priority setting is starving someone.
Payments and automations for team meetings
A round robin or collective meeting takes payments like any other: connect Stripe, PayPal or Paystack and put a price on each length, from a one-time price to a deposit or a session pack (deposit prices need an eligible plan). The paid appointments page lists the nine types.
Scheduling automations run on 16 triggers. For a team, "New booking" plus "Email the host" and "Notify me" keeps everyone informed; "Marked as no-show" plus "Send a booking link" recovers the slot; "Routing form led to a booking" lets you tag which path the booker came through. A routing form in front of the team page asks a few questions and sends each person to the right meeting, which is how you get a round robin for small deals and a collective for large ones from a single link. See automations.
Round robin, collective, or a poll?
If the people who need to meet are your team, use round robin or collective. If the people who need to meet are a group of invitees whose calendars you cannot see, a meeting poll is the right tool: offer up to 20 times, let them vote, and book the favourite. See meeting polls.
Where to start
The team scheduling page sets out the team features in one place. Scheduling is included in every Vonza plan, with a 14-day free trial; the number of hosts you can add depends on your plan. If you are comparing team schedulers, our Calendly alternatives page and the guide to the best appointment scheduling software cover the field, with every price dated.
