Meeting queue with multi-host scheduling

Modified on Mon, 22 Jan at 3:39 PM

What is collective meeting scheduling (multi-host scheduling)?

The multiple hosts algorithm (Collective or Multi-host scheduling) is to be used to pool team members’ availability. The collective/multi-host booking page shows appointment slots only when all team members (all hosts) are available. If any host is not available when the other hosts are, that time slot will not be shown as available. When an invitee schedules a meeting, all team members are added to the calendar meeting invite.

This meeting queue algorithm is recommended when an invitee needs to book time with several of your team members at one time. For example, a multi-hosts meeting would be great when a sales manager wants to schedule a product demo session with a client and wants to involve a pre-sales executive and a product manager from his team.

Only the active team members can be added to a collective event type. Check 'Settings -> Organization -> Users' page in the Leadmonk app for team details.

How to create a meeting queue with multi-host algorithm?

To create a meeting queue, you will need to:

1. Go to the Router=>Meeting Queues page.

2. Click the +Create new button.

3. Go to the tab "Name and Algo". Here enter a name for your queue and select the assignment algorithm "Multiple hosts".  

4. Go to the tab "Qualifying rules".

  • A qualifying rule is a condition that must be met in order for a meeting to be assigned to the queue. For example, you could create a qualifying rule that specifies that only meetings with a certain region/industry can be assigned to this queue.
  • If you want to qualify all incoming leads to this queue as qualified, then enable "Qualify all" switch. Then you don't have to define any qualification rules for this queue.
  • If you want to specify qualifying rules to pass inbound lead to this queue, then specify qualifying rules for theis queue by clicking on the button "+ Add rule". This is possible only if the "Qualify all" switch is not on.

  • Qualifying rules to be specified only for the properties specified in the inbound router form. Having qualifying rule(s) is a pre-requisite for any queue to work.

Make sure you enable either "Qualify all" rule or any other qualifying rules in a meeting queue.


5. Go to the tab "Routing action".

  • Select the meeting template field: Select the meeting template relevant for this router.
  • Select the users who will be part of the meeting: You can select any number of users from the active members of your leadmonk organization.
    • Organizer tag (marked in orange color box) indicates calendar of this team member is used to send the meeting invite.
    • You can make any selected user as the organizer by clicking on the icon highlighted in green color as shown below.
    • You can remove a selected user by clicking on the delete icon highlighted in red color as shown below.

6. Used by tab shows the list of routers where this queue is used. This can be helpful if you need to know which routers are using a particular queue.

7. Assign this queue to an inbound or handoff router as shown below.

8. You can book a meeting or add times to email or copy booking link using this queue in Instant scheduler as well provided this queue is added to the handoff router.

9. When a meeting is booked using this queue, all cohosts are added to the meeting as shown below.

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