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


Zoom.ai's new Shared Availability settings allow Corporate plan 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:

  • Collective - Pool availability and only show invitees times when ALL specified team members 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. 
  • Round-Robin - Distribute meetings between specific members based on their availability. When the meeting is booked, meeting ownership is transferred to the available member and added only to their calendar. 

Shared Availability settings will also soon include:

  • On-Behalf - Easily substitute another member's availability instead of yours. When the meeting is booked, the meeting ownership is transferred to that member and added only to their calendar. [ETA: Nov 2019]



Round Robin 

Round Robin makes it easy for invitees to choose a time with any available member of your team. A "member" is anyone in the same Zoom.ai Corporate 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. 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 corporate 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 are available. A "member" is anyone in the same Zoom.ai Corporate account. 

Round Robin is enabled on the meeting type, and can currently only be applied to group meetings created via web or chat.

  • 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 managers + 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. 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. From the meeting type go to Availability > Shared Availability and select the radio button next to "Collective Availability".  The meeting creator can choose to either include or omit their own availability. 

IMPORTANT: Collective Availability settings currently only apply to Group meetings. If the meeting type is used for 1:1 meeting or a Personal Scheduling link then Zoom.ai will still default to the meeting creators availability. (We plan to add Personal scheduling link support in a future release.)

Include Availability: 

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

Omit 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. 
  • For example, using "omit availability" a Recruiter can easily create a meeting and invite the internal hiring manager - and when the meeting invite is sent to the candidate that candidate will be able to quickly select a time based on the hiring manager's availability (rather then the recruiters). 

Applying Collective Availability to a Meeting

Once enabled in a meeting type, it's easy to apply Collective to any group meeting created via web or chat.

  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.
  2. Invite the internal members that need to attend the meeting - 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. 
  5. That's it! Once the meeting is booked all invitees (members + externals) will receive calendar events.

Collective Limitations

  • Collective Availability settings currently only apply to Group meetings. If the meeting type is used for 1:1 meeting or a Personal Scheduling link then Zoom.ai will still default to the meeting creators availability. (We plan to add Personal scheduling link support in a future release.)  If this limitation is preventing you from using this feature please let us know! We do plan to address in a future release. 
  • If using Collective Availability + 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. 
Did this answer your question? Thanks for the feedback There was a problem submitting your feedback. Please try again later.

Still need help? Contact Us Contact Us