Team scheduling for round robin and collective meetings
Team scheduling lets several hosts take bookings from one link. In the new Vonza Scheduling a round robin meeting hands each booking to one host in turn, a collective meeting books every host together, each host keeps their own hours and calendar, and a team page lists everyone.
What is team scheduling?
Team scheduling is booking for a group of hosts rather than one person: a sales team sharing demos, a clinic with several practitioners, a school office where any of three staff can take a visit. The booker picks a time; the system decides who takes it, or books everyone needed.
In Vonza, a host is a staff member with Scheduling turned on. Each host has their own hours, their own calendar connection and their own host page at /book/h/<host>. A meeting can carry up to 20 hosts, and the Meetings list has a Team tab for the ones that do.
Two of the six meeting types are built for teams. Round robin: “Each booking goes to one of your hosts, shared in turn.” Collective: “One booker meets all of your hosts together.” Both are new-module meeting types, so they appear once you opt in to the new Scheduling.
| Compared | Round robin | Collective |
|---|---|---|
| Who takes the booking | One host, chosen by the policy | Every host on the meeting |
| Times the booker sees | Times when at least one host is free | Only times when every host is free |
| Hosts needed | At least two active hosts, up to 20 | Two or more, up to 20 |
| Good for | Demos, intake calls and support sessions shared across a team | Panel interviews, a session with two counsellors, a handover call |
| Joining link | Goes to the assigned host and the booker | Every host gets the link and can start the Vonza Stream room |
How to set up team scheduling on Vonza
Four steps in the new Scheduling.
- STEP 01
Add your hosts
Hosts are staff members with Scheduling turned on; the number of staff seats depends on your plan. Each host sets their own hours and time off and connects their own Google, Outlook or iCloud calendar.
- STEP 02
Create a round robin or collective meeting
On “What kind of meeting?”, pick Round robin or Collective, then add the hosts. A round robin needs at least two active hosts; a meeting takes up to 20.
- STEP 03
Choose how bookings are shared
For a round robin, pick Evenly (“The host with the fewest bookings gets the next one.”) or Keep times open (“The host with the lightest day gets the booking.”). Give a host a Priority of Low, Medium, High or Highest and a Share weight to tilt the split.
- STEP 04
Publish the team page
Turn on New booking pages in Booking settings and share /book/team/<slug>: “One link that lists every host and their meetings.” Each host also has /book/h/<host> for bookings that must go to them.
Everything a team needs to share a calendar
Built around hosts, each with their own hours, calendar and page.
Round robin, two ways
Evenly gives the next booking to the host with the fewest; Keep times open gives it to the host with the lightest day.
Priority and share weight
Rank hosts Low to Highest and weight their share, so a senior host takes fewer intake calls without leaving the rota.
Collective meetings
Bookers see only the times when every one of these hosts is free, and all of them attend; every host gets the join link.
Each host’s own hours
Hosts keep their own schedules, time off and calendar connections; team meetings use each host’s hours.
A team page and host pages
/book/team/<slug> lists every host and their meetings; /book/h/<host> books one person.
Reassign a booking
Move a booking to another host; free and busy are shown, with “Reassign even though they are busy” when you must.
Private team notes
Notes on a booking that the client never sees, beside a timeline of every change.
Top hosts in Analytics
Bookings, revenue, no-shows and utilisation per host, over 7, 30 or 90 days, this year or all time.
Limits, stated plainly
What a team on Vonza Scheduling should know before it starts.
Round robin and collective are in the new Scheduling
They are not in the classic scheduler. An Owner, or a management role with the new Scheduling switched on, opts in from the sidebar; bookers see the new pages once New booking pages is on.
Up to 20 hosts per meeting
A meeting holds up to 20 hosts, and a round robin needs at least two of them active. There is no separate host quota, but hosts are staff members, and staff seats depend on your plan.
The team page needs New booking pages on
Until the owner turns the switch on in Booking settings, /book/team/<slug> is not public. Host pages and the manage links of existing bookings are served by the new app regardless.
Shared apps are for Owners and Admins
Each host connects their own calendar and video accounts. Only an Owner or Admin can connect an app the whole team shares, and refunds are Owner, OP or Admin only.
A collective meeting is as free as its busiest host
Because every host must be free, a collective meeting with many hosts offers few times. Keep them small; use round robin when any one host will do.
Who uses team scheduling
Any team where more than one person can take the booking.
Consultancies and agencies
Intake calls shared across partners by round robin; a kickoff where the lead and the project manager both attend, booked collectively.
Scheduling for consultancies and agenciesCoaching practices
Several coaches on one /book/team page, each with their own hours, discovery calls shared evenly.
Scheduling for coaching practicesSchools and admissions
Campus tours any of three officers can give, and a panel interview that books the whole committee.
Scheduling for schools and admissionsChurches and ministries
Pastoral visits shared among staff, and a pre-marriage session both counsellors attend.
Scheduling for churches and ministries
Questions about team scheduling
Get answers to common questions here
Round robin scheduling shares bookings across a team: each new booking goes to one host in turn, so one link serves everyone. In Vonza you choose the policy: Evenly, where the host with the fewest bookings gets the next one, or Keep times open, where the host with the lightest day gets it. Priority and Share weight tilt the split.
A collective meeting books all of its hosts at once. The booker sees only the times when every host is free, and all of them attend. Every host receives the joining link and any of them can start the Vonza Stream room.
Up to 20. A round robin needs at least two active hosts. Hosts are staff members with Scheduling turned on, so the number of staff seats depends on your plan; the pricing page lists them.
No. Each host keeps their own weekly hours, time off and calendar connections, and team meetings use each host’s hours. A booker on a round robin sees times when at least one host is free; on a collective meeting, only times when all of them are.
Yes. Open the booking and choose Reassign to another host. Free and busy hosts are shown; you can still pick a busy one with “Reassign even though they are busy”. The booking’s timeline records the change.
Yes. /book/team/<slug> is “One link that lists every host and their meetings.” It goes live once the owner turns on New booking pages in Booking settings. Each host also has a personal page at /book/h/<host>.
Scheduling is included in every Vonza plan, with a 14-day free trial. Round robin, collective meetings, the team page and reassigning are in the new Scheduling, which an Owner opts in to from the sidebar; staff seats depend on your plan.
Yes. Bookings sit in Upcoming, Requests, Past, Cancelled and No-show tabs, and the Calendar page filters by host. Analytics shows Top hosts with bookings, revenue, no-shows and utilisation.
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