BookIt - Schedule Meeting with Round Robin Node Guide

Contents:

• Overview
• Customization
• Schedule Meeting With
• Distribution Methods for Count-Based Pools
• Additional Host(s)
• Respect User Schedules
• Meeting Type
• Event Creation
• Advanced Settings
• Summary

Overview

The Schedule Meeting with Round Robin Node gives you the ability to assign a routed Prospect record to a member of a BookIt Round Robin Pool. BookIt Round Robin Pools are groups of BookIt users that will will receive meetings in either an Order-Based or Count-based distribution, depending on your Pool settings. Pools are defined on a separate page under BookIt > Round Robin > Pools. Your pools should be defined before adding the Schedule Meeting with Round Robin node to your Router Graph.

Example: Connie is the LeanData Admin for OnPoint Communications. She is currently building their BookIt Router Graph. The goal of the Graph is to get the Prospect to a rep for scheduling a demo. OnPoint wants to send the Prospect to a BookIt Round Robin for scheduling. Each time a Prospect is routed to the BookIt Round Robin Pool, the node picks the next rep in the pool rotation.

Customization

You have a number of options to configure the node.

• Node Name
• Schedule Meeting with
• Distribution Methods for Count-Based Pools
• Additional Hosts
• Respect User Schedules
• Meeting Type
• Event Creation
• Advanced Settings

Node Name

By default, the Node Name is set to Schedule Meeting with Round Robin. You can change this label to anything you need. We strongly recommend giving this node a meaningful name such as the subject of the assignment. This will help others understand the purpose of the node.

Schedule Meeting With

The Schedule Meeting With section allows you to select a BookIt Round Robin Pool to route the Prospect to. You can either select a Count-Based Pool, or an Order-Based Pool. 

• Count-Based Pool: Meetings will be scheduled with the pool member with the fewest number of scheduled meetings subject to any additional settings and options. If you select a Count-Based Pool, you will also need to select a Distribution Method:

• Order-Based Pool: Meetings will be scheduled with the pool member who is next in the pool, subject to availability and any additional settings.

Distribution Methods for Count-Based Pools

• When you select a Count-Based Pool, you must choose one of three Distribution Methods that determines how meetings are distributed among pool members:

  

• Pooled Availability: LeanData will show the available time slots of all pool members and allow the prospect to select a time that works best for them. If multiple pool members are available at the same time slot that the prospect selects, the pool member with the fewest number of meetings will receive the meeting. This method maximizes the number of available time slots shown to prospects.
• Round Robin Distribution: LeanData will distribute the meeting to the pool member with the lowest meeting count to ensure fairness, as long as they meet the Availability Threshold (configured globally at LeanData > BookIt > Settings > BookIt for Forms > Availability Threshold). If the next-up rep does not meet the Availability Threshold, the availability of additional pool members—in order of fewest meeting count—will be added until the threshold is met. This method prioritizes fair distribution of meetings among pool members.

Additional Host(s)

The Additional Host(s) section lets you schedule a group meeting with additional required or optional participants. By clicking Add Additional Host(s), you can add specific users in your organization and/or users from a Variable such as a Matched Account.

In addition to adding additional hosts, you can mark each additional host as optional. If a user is marked as optional, their availability will not be considered when displaying available times to the prospect. All hosts not marked as optional will have their availability considered when presenting available times.

Respect User Schedules

Toggling on Respect Vacations and Buffer Days prevents routing meetings to a user who is currently on vacation, even if they have availability after their vacation. This specifically refers to a User's availability at the time a Meeting is routed, when deciding which User's calendar should be presented in the first place, not the time that the meeting is scheduled.

• If routing to an explicit user who's on vacation, the Out of User Schedule edge will be taken.
• If routing to a round robin pool and every member is on vacation, the No Round Robin Members Available edge will be taken.

Note: Vacations will appear as blocked time on a user's calendar, regardless of this setting. Use this setting to prevent users who are on vacation from receiving any meetings.

Meeting Type

The Meeting Type section contains a pull-down menu for you to pick the type of meeting being scheduled. The list will reflect your available meeting types you have configured in the LeanData App > BookIt > Meeting Types. The Meeting Type you select will determine meeting parameters such as length, opening hours, reminders, page styles, and booking flow details.

Event Creation 

The Create Salesforce Event option will allow you to create a Salesforce event upon booking the meeting successfully.

Related To

Use the Related To section to relate the Salesforce Event to the Lead of Contact Record for the Prospect, or select a different variable such as Matched Account Account.

Assigned To

Use the Assigned To setting to select the user in Salesforce that the newly created Event should be assigned to. You can select the Meeting Host, a Specific User in Salesforce, or a User from a Variable such as a Matched Account. 

Event Subject

The created event will have the name you specify in the Event Subject section. You can dynamically incorporate values from fields on the Prospect or some other variable by using the Insert button.

Additional Event Fields

You can use the Additional Event Fields section to populate other fields on your created Event. Click Add Field to add additional Event fields to populate. You can either select Value to input a static value, or you can Insert a Value from a Variable by selecting Variable.

Advanced Settings

The Advanced Settings section gives you fallback options for the routed Prospects and the ability to send the record to the next node of the graph as needed. 

• Insufficient User Access: This edge will be used if LeanData is unable to schedule with the selected user due to the user not being properly authorized or given the proper product access.
• Invalid/Inactive User: This is a fallback condition in the event that the selected User is not active or invalid at the time of the routing. By default this will be set to End of Flow.
• Invalid Group: This edge will be used if the selected Round Robin does not exist or is otherwise ineligible.
• Out of User Schedule: This edge is used if you had selected Respect User Schedules above. if the intended user has a LeanData vacation scheduled, you can use this edge to direct the scheduling experience to a different action.
• No Round Robin Members Available: This is a fallback condition in the event that there are no available BookIt Round Robin members available with which to schedule the meeting. . By default, this is set to End of Flow. For more information on User Schedules please see our Schedules and People Guide.
• Variable Not Found: This is a fallback condition in the event that the selected Additional Attendee from a variable is invalid at time of routing.

Summary

LeanData’s Schedule Meeting with Round Robin Node is a great way to distribute meetings among a group of users.