Round Robin, Collective Meetings and Routing Forms

Once a service has more than one host, two questions come up fast. Who gets the next “any available” booking, and what about the meetings that need several people in the room? The Teams and routing module answers both, and adds routing forms that send each customer to the right service and team before they pick a time.

Turn on Teams and routing in Bookings → Settings → Modules. Round robin and collective meetings are set per service. Staff groups and routing forms live in Bookings → Staff → Teams.

Share Bookings With Round Robin

1. Open the service, assign two or more staff, and under Staff assignment tick Allow automatic staff assignment by recent booking load. Customers now see Any available staff member.
2. In the Team scheduling section, choose How hosts are chosen.
3. For weighted, fewest-bookings and priority modes, set Count bookings per to Day, Week (Monday to Sunday) or Month, plus each host’s Priority (1 is first) or Weight (1–10).

Option	Who gets the booking
Least busy (bookings made in the last 30 days)	The host with the fewest bookings of this service created in the last 30 days. This is the default.
Rotation: take turns in priority order	The host after the one who got this service’s most recent booking.
Priority: highest priority host who is free	The lowest priority number first. Blank counts as 5.
Weighted: share bookings by weight	Bookings in proportion to weight. A weight-2 host gets about twice as many as a weight-1 host. Blank counts as 1.
Fewest bookings in the period	The host with the fewest bookings in the counting period.

A host who’s busy at the chosen time is skipped and the next in line gets it. Two extra switches tune this:

• Strict: offer only the times when the host next in line is free keeps the share exact. The trade-off: “any available” shows fewer times, and none at all when that host is booked up.
• Keep the same host for returning customers when that host is free tries the customer’s previous host for this service first, matched by email address.

Try it on the Discovery Call demo.

Book Several Hosts at Once

Pick Collective: every assigned host attends for a meeting that needs the whole panel, like a sales call with an engineer or a joint planning session. A time shows only when every assigned host is free, including their connected calendars.

• The customer sees one staff choice naming everyone, such as “Ada, Ben and Cy”.
• The host with the lowest WordPress user ID is the lead. The booking belongs to them, their calendar holds the event, and the other hosts are added as guests. Google Meet links need the lead’s Google connection.
• Every host sees the booking in their appointment list, staff portal and daily agenda, gets the staff emails, and can reschedule, cancel or record its outcome. Approval requests stay with the lead.
• Cancelling, completing or marking a no-show frees every host at once.

See it on the Team Planning demo.

Route Customers With Questions

A routing form asks one to three questions, then shows the booking form for the right service. A staff group narrows it to the right people, such as only your Spanish speakers.

1. Optional: in Bookings → Staff → Teams, click Add staff group, enter a Group name, tick the Members and click Save staff group.
2. Click Add routing form. Fill the Heading and up to three questions, each with Answers, one per line (two to twenty). Click Save routing form.
3. Add up to ten routes. For each, choose an answer per question (or Any answer) and where to Send to: a service, or a service with one staff group.
4. Under When nothing matches, pick a fallback service or Show the message below, then save.
5. Add the Booking routing form block to a page, or the shortcode shown in the forms list.

[core_bookings_routing id="1"]

The first route whose answers all match wins. After a valid answer, the questions are replaced by the booking form and a Change your answers link. Answers travel in the page address only and are never stored. Try the Find a Session demo.

Limits

• Collective meetings work on one-to-one services only, one session per booking. Classes with several instructors stay group sessions.
• To make someone else the collective lead, assign hosts so that person has the lowest user ID.
• Daily and weekly limits count for the lead host only.
• After booking, only the lead’s calendar is watched for new conflicts. Every host’s calendar is still checked before booking, rescheduling and approval.
• Round robin counts only bookings of the same service, in the site timezone.
• A routing form is a convenience, not access control. Visitors can still open a service’s own booking page.
• A collective service can’t be routed to a staff group, and a group a routing form uses can’t be deleted.
• Up to 50 routing forms and 50 staff groups. Public staff pages, also part of this module, have their own guide.