Work as a team with Shared Availability (Collective, Round-Robin, On-Behalf)


Zoom.ai's new Shared Availability settings allow users to customize their availability settings for even greater flexibility and control when working with colleagues! Shared availability settings are easily enabled from any meeting type.

Shared Availability settings include:

  • On-Behalf - Easily substitute another member or collaborators availability instead of yours. When the meeting is booked, the meeting owner can decide to transfer ownership to that member and add only to their calendar. 
  • External On-Behalf - Substitute the availability of another invitee, who is NOT a member in your organization. For example an external recruiter scheduling on-behalf of a hiring manager who is not using Zoom.ai. (Available to all plans)
  • Round-Robin - Distribute meetings between specific members or collaborators based on their availability. When the meeting is booked, meeting ownership is transferred to the available member and added only to their calendar.  
  • Collective - Pool availability and only show invitees times when ALL specified team members or collaborators are available. The meeting owner can choose to include or omit their availability.  When the meeting is booked, all the members are added to the calendar event. 

Which plans can use Shared Availability?

  • All plans can use External On-behalf
  • Pro plan users can use Shared Availability options with Collaborators
  • Team Plan users can use Shared Availability options with both Members AND Collaborators
  • Compare Plans

On-Behalf


The On-Behalf shared availability setting makes it easy to schedule a meeting on-behalf of another
 member or a Collaborator.  A "member" is anyone in the same Zoom.ai Team account. 

The meeting creator can also decide to transfer ownership - if selected then when the meeting is booked, the meeting ownership is transferred to that member and added only to their calendar. 

On-Behalf is set up on the meeting type, and can be applied to both Personal Scheduling links (so you can create a link specifically to share another member's availability with a client!) or meetings created via web or chat

Use Case Examples:

  • Recruiters / HR:  
    • Quickly schedule candidate interviews on-behalf of a hiring manager. Allows the candidate to easily select times based on the hiring manager's availability.
  • Sales Teams:  
    • BDRs can easily schedule meetings on-behalf of other sales colleagues - for example to transition qualified prospects to a specific account manager.
  • Executive Assistants:  
    • Easily schedule meetings on-behalf of C-Level executives or other colleagues - and ensure the meeting is based on their availability and appears in their calendar once booked. 


Enabling On-Behalf

The On-Behalf setting is enabled on the meeting type. To enable this setting first open an existing meeting type or create a new meeting type. From the meeting type go to Availability > Shared Availability and select the radio button next to "On-Behalf". Select wether or not to Transfer Ownership (scroll below for more details on this option).

Next use the search box to select the one member that you want to schedule on behalf off. (Do you need to schedule on-behalf of other individuals as well? Simply make a meeting type for each member! Or scroll below for more info on Collective and Round Robin options)

Video Conferencing links  (both dynamic and static) can be added to On-Behalf meetings. If video conferencing is added to the associated meeting type, then when the meeting is assigned, Zoom.ai will automatically add the conferencing link associated with the assigned member. 

Applying On-Behalf to a Meeting

Once enabled in any meeting type, it's easy to apply this setting to any new meeting:

  1. Select the meeting type with the On-Behalf setting already enabled. Do this by either sharing the related Personal Scheduling link OR selecting the meeting type when you create a new meeting via web or chat.
  2. The On-Behalf  settings will automatically be applied to that meeting. As a result any meeting invitees will only be able to select based on the selected member's availability. The meeting creator's availability won't be used. 
  3. Once a time is selected by the invitee and the meeting is booked, the meeting is automatically assigned to the selected member. (If selected, ownership of the meeting is also transferred to that member). All invitees and the "assigned" team member will receive a confirmation notification (and calendar event) for the scheduled meeting. 


What does Transfer Ownership mean?

Transfer ownership WILL SOON BE available as an option for on-behalf meetings. If Transfer ownership is selected then when the meeting is booked, the meeting ownership is automatically transferred to that member and added only to their calendar.

If Transfer Ownership is NOT selected then the meeting ownership is retained and the meeting will appear in the Meeting Creators calendar for visibility. The meeting status will automatically be set as "Free" in their calendar so it does not block other meetings. 

Transfer Ownership details:

  • On Transfer: The original meeting creator will receive email confirmation of the meeting transfer. (For Greenhouse ATS users this activity will also be automatically logged in the Greenhouse activity feed). The scheduled meeting will NOT appear in the meeting creator's calendar (as they are not attending the meeting) and the event will be removed from the meeting creators Task list.
  • On Transfer: The new meeting owner (the On-Behalf  "assignee") will receive confirmation that the meeting has been scheduled with them, and the upcoming meeting will appear in their calendar and Completed Tasks list. The new new meeting owner will have full rights for managing the meeting moving forward, including the ability to cancel or reschedule the meeting as needed. 

External On-Behalf 


The External On-Behalf shared availability setting makes it easy to schedule a meeting on-behalf of another invitee who is NOT a Zoom.ai user. 

External On-Behalf is set up on the meeting type, and can be applied to meetings created via web or chat. (It can NOT currently be applied to Personal Scheduling links, but you can use a Private Invite Link if you prefer to send meeting invites manually). 

Use Case Examples:

  • Recruiters / Hiring Managers:  
    • Easily schedule candidate interviews on-behalf of a hiring manager + other required team members. Only the meeting creator needs to be a Zoom.ai user.
      • Example: Karen the hiring manager is interviewing the candidate Thomas. The recruiter Marie can enable "External On-Behalf" and then invite Karen to manually share their availability. Once Karen is done, then Thomas (the candidate) will be able to easily pick a time based on Karen's availability. 


Enabling External On-Behalf

The  On-Behalf setting is enabled on the meeting type. To enable this setting first open an existing meeting type or create a new meeting type. From the meeting type go to Availability > Shared Availability and select the radio button next to "External On-Behalf". 

Video Conferencing links (both dynamic and static) can be added to External On-Behalf meetings. However keep in mind that if the meeting is using the meeting creator's dynamic video conferencing link then they will likely need to be present to start the conferencing - this is dependent on the 3rd party provider. To avoid any issue a static link can be used instead (via Zoom.ai), or a conferencing link can always be added directly to the calendar event after the meeting is booked. 

Applying External On-Behalf to a Meeting

Once enabled in any meeting type, it's easy to apply this setting to any new meeting:

  1. Select the meeting type with the External On-Behalf setting already enabled. Do this by selecting the meeting type when you create a new meeting via web or chat.

  2. The External On-Behalf settings will automatically be applied to the meeting. As a result the meeting creator's availability won't be used, and on the next step the Meeting Creator will be asked to select the invitee's who availability they want to use. 

  3. The selected invitee will be the first to receive an invite, notifying them that the meeting creator is booking a meeting on their behalf and inviting them to share their availability. (NOTE: Notifications happen automatically if you had your assistant send the invites. If you are opted to use a Private Invite Link you must manually send the invites as needed). 

  4. By clicking on the "Respond to Meeting Request" link in the invite email, the selected invitee will be prompted to share their availability by selecting times. They are encouraged to select as many times as possible - since these are the only times that the remaining invitees will be able to select from. 

    The selected invitee can also choose to privately sync their Google calendar so they can quickly and easily see when they are free (and avoid flipping back and forth with their external calendar to select times!). 

  5. After the selected invitee has shared their availability, the remaining invitees will be automatically notified so they can select times based on the first invitee's availability. 
  6. Once the meeting is booked all attendees and the meeting creator will receive a confirmation notification (and calendar event) for the scheduled meeting.  While the Meeting will appear in the Meeting Creators calendar for visibility, the meeting status will automatically be set as "Free" in their calendar so it does not block other meetings. 

Round Robin 

Round Robin makes it easy for invitees to choose a time with any available member of your team or a CollaboratorA "member" is anyone in the same Zoom.ai Team account. Round Robin will optimize for availability, to allow meeting invitees the best chance of scheduling at a time that works for them. Once the meeting is booked, the meeting event is automatically transferred to the available team member. If more then one team member is available we will randomize selection to distribute. 

In addition if video conferencing was enabled, then Zoom.ai will automatically add the video conferencing link belonging to the assigned owner. This makes it super easy to assign client video calls to any available team member, and ensures the assigned member can use their own conference dial in!

Round Robin members who are not booked for the meeting will NOT receive any notifications; this ensures members who are not involved in the meeting aren't needlessly distracted.

Round Robin is set up on the meeting type, and can be applied to both Personal Scheduling links or meetings created via web or chat.  


Use Case Examples:

  • Recruiters / Hiring Managers:  
    • Seamlessly schedule candidate interviews with any available member of the team; such as technical discovery calls or interviews assessing "culture fit". Create separate round-robin groups for different teams or phases of the interview process.
  • Sales/BDRs: 
    • Allow prospects to quickly pick a time with any available member of the sales team for their initial sales demo or discovery call - to help move deals forward faster! Create separate round-robin groups for different phases of the customer journey.
  • Customer Success / Support: 
    • Easily allow customers to meet with any available member of the support or client services team at their convenience. Supporting lots of clients? Create separate round-robin groups for different needs; for example based on a technical area of expertise, dedicated region or for support escalation. 


Enabling Round Robin

The Round Robin setting is enabled on the meeting type. To enable this setting first open an existing meeting type or create a new meeting type. From the meeting type go to Availability > Shared Availability and select the radio button next to "Round Robin". 

Round Robin requires that members are pre-selected, so next add those members you want included by using the search box to find their name. (Keep in mind the search results will only return existing members - e.g. those users who have been previously added to your Zoom.ai Team account). Any member selected will be included in the Round Robin availability for meetings associated with that meeting type. The meeting creator can choose to either include or omit their own availability, by adding or removing their name.

Video Conferencing links  (both dynamic and static) can also now be added to Round Robin meetings. If video conferencing is added to the associated meeting type, then when the meeting is assigned, Zoom.ai will automatically add the conferencing link associated with the assigned member. 


Applying Round Robin to a Meeting

Once enabled in any meeting type, it's easy to apply this setting to any new meeting:

  1. Select the meeting type with the Round Robin setting already enabled. Do this by either sharing the related Personal Scheduling link OR selecting the meeting type when you create a new meeting via web or chat.

  2. The Round Robin settings will automatically be applied to that meeting. As a result any meeting invitees will be able to select from times that ANY of the selected members are available. 
  3. Once a time is selected by the invitee and the meeting is booked, the meeting is automatically assigned to the team member who matches that availability. Ownership of the meeting is also transferred to that member. All invitees and the "assigned" team member will receive a confirmation notification (and calendar event) for the scheduled meeting. 


What does Ownership Transfer mean?

When a Round Robin meeting is booked, if the assigned member is different from the original meeting creator, then the ownership of the meeting will be automatically transferred. 

  • The original meeting creator will receive email confirmation of the meeting transfer. (For Greenhouse ATS users this activity will also be automatically logged in the Greenhouse activity feed). The scheduled meeting will NOT appear in the meeting creator's calendar (as they are not attending the meeting) and the event will be removed from the meeting creators Task list.
  • The new meeting owner (the Round Robin "assignee") will receive confirmation that the meeting has been scheduled with them, and the upcoming meeting will appear in their calendar and Completed Tasks list. The new new meeting owner will have full rights for managing the meeting moving forward, including the ability to cancel or reschedule the meeting as needed. 



Collective Availability


Use Collective Availability allows to pool specific members availability and only show your external invitees times (on the meeting acceptance page) when all those members (or Collaborators) are available. A "member" is anyone in the same Zoom.ai Team account. 

Collective Availability is set up on the meeting type, and can be applied to both Personal Scheduling links (by pre-selecting members) or meetings created via web or chat (by pre-select or invite).  

  • Collective Availability uses the overlapping availability of those members who have been invited to the group meeting. 
  • External attendees will only be able to select from times that those members are mutually available. 
  • When the meeting is booked all invited members will be added to the calendar event. 


Use Case Examples:

  • Recruiters / Hiring Managers:  
    • Easily schedule candidate interviews that include the hiring manager + other required team members.
      • Example: Sasha and Jane are both required to interview the candidate Amy. The recruiter Marie can enable "Collective" and then invite Sasha, Jane and Amy all to the group meeting. Amy (the candidate) will be able to easily pick a time from Sasha and Jane's mutual availability (to share their availability as a collective they must also be Zoom.ai users). If Marie (the recruiter) is simply organizing the meeting and not attending she can choose to omit herself and her availability will be excluded.
  • Sales / Support: 
    • Easily schedule meetings that allows the client to pick times based on the collective availability of all required team members.
      • Example: David and Connie are sales reps working together to try and close a new deal but the client has some highly technical questions that require their sales engineer Bob to help answer. Connie can enable "Collective" and invite both David and Bob - and when the meeting invite is sent to the client, that client will be able to quickly select a time based on David, Connie and Bob's mutual availability.


Enabling Collective Availability

The Collective Availability setting is enabled on the meeting type. To enable this setting first open an existing meeting type or create a new meeting type. Under Availability > Shared Availability select the radio button next to "Collective".  

There are 2 ways to add members to a Collective; by pre-selecting the members OR by inviting the members during the meeting request. For either option the meeting creator can also choose to either include or omit their own availability. 

(1) Pre-Select Members

This option allows you to select your members in advance. Use this option if you want Collective Availability to work with your Personal Scheduling link

From the meeting type, simply add those members you want included in the Collective by using the search box to find their name. (Keep in mind the search results will only return existing members - e.g. those users who have been previously added to your Zoom.ai  Team account). Any member selected will be included in the Collective availability for meetings associated with that meeting type. 

The meeting creator can choose to either include or omit their own availability by adding or removing their name. If the Meeting creator is omitted the Meeting will still appear in the Meeting Creators calendar for visibility, however the meeting status will automatically be set as "Free" in their calendar. 

(2) Use the Members I Invite

Use this option for flexible group meetings; for example if the Collective members change often, or are only decided on-the-fly when you create the meeting. This option does NOT work with a 1:1 meetings or Personal Scheduling links.

Use the members I invite and include my availability: 

  • By default the meeting creator's availability will also be included in the collective availability.

Use the members I invite and omit my availability: 

  • The meeting creator can choose to omit their own availability from the collective, if they want to schedule collective meetings on-behalf of other internal attendees. Just make sure you invite another member - otherwise the availability will default back to the meeting creator to avoid offering no availability!
  • If enabled the Meeting will still appear in the Meeting Creators calendar for visibility, however the meeting status will automatically be set as "Free" in their calendar. Therefore this assumes the Meeting Creator wants to know details about the meeting, but will likely not be attending the meeting. 
  • NOTE: If using Collective + omit my availability then the ability to postpone or cancel that meeting via chat will no longer work. This is because the meeting owner is marked as free (e.g. to be omitted). The meeting can still be cancelled / moved from your native calendar. If this limitation is preventing you from using this feature please let us know! We do plan to address in a future release. 


Applying Collective Availability to a Meeting

Once enabled in a meeting type, it's easy to apply Collective.

  1. Select the meeting type with the Collective setting already enabled. Do this by selecting / referencing the meeting type when you create a new meeting via web or chat.  
    1. Alternatively if the "Pre-Select Members" option was used - you also simply share the related Personal Scheduling link with the invitee. 
  2. If you selected to add by invite then you MUST invite the internal members by creating a new meeting via web or chat. It is the availability of these invited members that will be used for the collective availability.
  3. Invite the external invitees - just like you normally would for any group meeting. 
  4. Meeting invites will be sent to everyone you invite (just like normal). The collective availability settings will automatically be applied to the meeting. As a result invitees will only be able to select from times that ALL the invited members are mutually available. Those in the collective can suggest times but do NOT need to. 
  5. That's it! Once the meeting is booked all invitees (members + externals) will receive calendar events.

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