How to Set Up Round Robin For Your Sales Team's Calendar(s)

📅 What is Round Robin and how do you set it up for your team?

Summary:

This guide walks you through setting up Round Robin distribution for your sales team calendars. You'll learn how to configure individual team member meeting links, add sub-users, and ensure proper calendar integration so leads are automatically distributed across your team members.

Round Robin Setup Overview

These steps will ensure your team calendars are properly configured for automatic lead distribution:

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✅ Individual Team Member Setup

Current Process (Manual Zoom Link Entry):

• Location: Team Setup Section
• Requirement: Each team member needs their personal individual meeting Zoom link
• Process: Click on "Zoom" dropdown and paste individual Zoom link
• Note: This must be completed for each individual team member

🔮 Future Integration (Coming Soon):

• Enhancement: Direct Zoom integration button
• Location: Will appear next to Calendar button
• Process: One-time connection - click button and everything connects automatically
• Timeline: Currently in development

🏗️ How to Set This Up

Step 1: Configure Individual Meeting Links

1. Navigate to the Team Setup section
2. Locate the Zoom dropdown menu
3. Click on "Zoom" to expand options
4. Paste each team member's individual Zoom meeting link
5. Repeat this process for every team member

Step 2: Add Team Members as Sub-Users

1. Navigate to Sub User section (left-hand sidebar)
2. Scroll down to Team Management
3. Click Add Team Member
4. Team member will receive a link to set up their own portal widget
5. They can then connect their personal calendar

Step 3: Team Member Onboarding Instructions

Important: Inform each new team member they must complete these steps:

1. Connect their calendar through the portal link sent to them
2. Navigate to Team Setup section
3. Input their individual Zoom meeting link in the designated field
4. Verify auto-save functionality - the system automatically saves the link

📋 What Happens After Setup

Automatic Integration Features:

• Zoom link auto-populates into Google Calendar invite location tab
• Link appears in calendar description
• Meeting details appear multiple times throughout the calendar for clarity
• Round Robin distribution begins automatically

🔧 Sub-User Account Management

Creating Sub-Users:

• Access through left sidebar Sub User section
• Use Team Management area for adding members
• Each member gets individual portal access
• Members can manage their own calendar connections

Team Member Requirements:

• Must connect personal calendar
• Must input individual meeting Zoom link
• Must access Team Setup section after initial setup

⚠️ Important Notes

Current Limitations:

• Manual Zoom link entry required for each team member
• Each person only sees their own calendar initially
• Sub-user accounts must be created for team access

Best Practices:

• Ensure each team member has unique Zoom meeting links
• Verify all team members complete their individual setup
• Test Round Robin distribution after all members are configured

✅ Final Takeaways:

• Each team member needs individual Zoom meeting link input
• Sub-user accounts enable team member calendar access
• Zoom links auto-populate into calendar invites and descriptions
• Future direct Zoom integration will simplify this process
• Round Robin begins working immediately after proper setup

Updated on: 11/08/2025