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  • Naveen S G

Team Scheduling Options - The best way to schedule your team's time

Updated: Nov 28, 2022

Business depends on meetings. They are how we make decisions, connect with others, and get work done. They provide opportunities for networking, exchanging information, developing relationships, and getting work done. No two meetings are alike. Depending on the purpose of the meeting, the participants, and the location, each meeting has the potential to be unique.

Leadmonk is an appointment scheduling software that helps teams align more efficiently. It offers a variety of features that allow users to manage their time, schedule appointments, and track their progress. Leadmonk also allows users to share their calendars with others, so team members can see each other's schedules and make sure they're on the same page.

Leadmonk offers more effective ways for teams to collaborate more efficiently

Leadmonk’s team scheduling features help you coordinate diverse meeting schedules of various people you need to collaborate with, which makes it effortless to schedule a meeting, and enhances overall productivity. The Round Robin, Collective, and Group Appointment Types let you choose the best option for finding the times when your various groups can meet. You can bring teams together quicker and more efficiently, which positively affects productivity and revenue, and contributes to saving time and effort.

Round Robin: automatically distribute new meetings to team members

How Round Robin Appointment Type works

A Round Robin appointment type lets you automatically distribute new meetings to team members, saving you the time of manually assigning them. The team members are placed in an order and are booked in that order. However, if one team member isn’t available, the next person will get booked, and so on. This lets you offer more availability to customers while managing your team’s workload more effectively. This is one of the best types of appointment scheduling for sales professionals, call centers, and support teams.

Here is an example of how the round-robin appointment type comes in handy.

Prospect is a Head of marketing looking for digital content optimization software. He did research on the internet, weighed options, and wants to speak to a sales rep of the shortlisted company to get more detailed information about the solutions he’s considering. He visits the website, fills out the “contact us” form, and the journey begins.

Converting leads into meetings is a critical part of the lead generation process. The longer you take to move someone through your sales process, the more risk you have of not being able to get someone on a call. Speed matters. It’s recommended to engage your leads quickly with a call or email after the initial point of contact. Because Fast Response Times = Higher Conversion Rates. Moving fast helps you stay ahead of your competition because if you’re not moving fast enough, someone else will.

Luckily, this company makes use of Leadmonk's automatic appointment scheduling features and can instantly move prospective customers to the qualifying stage. Once the customer submits the form, he is navigated to a scheduling page that contains available times for meeting with the sales team. Once he selects the best time to schedule the appointment, the Round Robin appointment type automatically pairs him with the next available sales rep.

Round Robin meetings close the gap between when an inquiry is made and when team members can respond to it, giving you a significant advantage. Since the scheduling process is automated, team members do not have to work around emailing or in several other ways to formally schedule a meeting. Managers do not have to assign incoming leads manually to the team members.


Collective meetings: Book time with several of your team members at one time.

How Collective appointment type works

A collective appointment type is recommended when an invitee needs to book time with several of your team members at one time. For example, a collective appointment 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. The collective scheduling 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 an appointment, all team members are added to the calendar meeting invite.

Here is an example of how the collective appointment type comes in handy

Reconnecting to our sales narrative, the sales rep learns that the marketing head is interested to purchase the software and wants to see its demo. As this calls for more specialized expertise, the sales rep uses a collective scheduling link to set up a meeting with a sales account executive (AE) and a product manager.

The marketing head decides to purchase the software and informs the AE. The AE again uses Collective scheduling to provide the client with times for the AE and a legal team member to meet to finalize the contract. Collective scheduling helps a lot especially when team members are spread across locations and in different time zones.


Group meetings: Share information with many people at once

How Group Appointment Type works

A group appointment type is used to schedule meetings with multiple people for the same time slot. This is useful for webinars, training, product demo, campus tour during school admissions, etc. Here if any invitee reschedules/cancels the appointment, it does not affect other invitees who have booked the same timeslot to attend the meeting.

Here is an example of how the group appointment type comes in handy

Our sales process does not end once the deal is made; now it’s time to start onboarding users. Several employees, many of whom are geographically dispersed, have to be trained as part of the onboarding exercise. Leadmonk's Group appointment Types help to organize training effectively. The Customer Success team organizes several training sessions that are available at any time. Each training session also has a max participants limit to ensure that the attendees each get a chance to ask questions and interact with each other with the trainers. Group meetings help the Customer Success team create more value around the solution.

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