Meeting Rotation for 2 users and 2 backups

[CAgler]

I'm trying to always have availability for demos -

we have 4 people who can do demos. (meetings)

• 2 users should be 100% - all demos should be allocated evenly between them.
• 2 user should only get demos when the first 2 100% users are both unavailable.

So my current rotation is:

1. User 1: 100%
2. User 2: 100%
3. User 3: 1%
4. User 4: 1%

Unfortunately this didn't acheive our goal to allow clients to schedule a meeting when the 2 primary presenters are not available.

Does anyone have a way of making this happen?

[karstenkoehler]

Hi @CAgler,

---

@CAgler wrote:

Unfortunately this didn't acheive our goal to allow clients to schedule a meeting when the 2 primary presenters are not available.

---

Could you please elaborate on this? What did the availability of each user look like, which dates were shown to the contact who booked the meeting, who eventually received the meeting?

Generally, HubSpot does not have any settings for meeting routing that match your rules exactly, correct. You could request this in the HubSpot Ideas section of the community: https://community.hubspot.com/t5/HubSpot-Ideas/idb-p/HubSpot_Ideas

If you want this functionality, you would currently have to look into third-party solutions for this. I haven't tested Chili Piper in this regard but that might be one to assess.

Best regards

[CAgler]

Let me start with some goals and the situation:

1.
Goal: We want prospects and sales reps to be able to set an appointment for a product presentation at any time during business hours (9am central to 7pm central)…unless we have 4 presentations scheduled at the same time (which never happens today).

Situation:

1.
We also want a buffer to summarize, craft exec summary and prepare for next presentation - so its set to 15 minute buffer right now.
2.
Presentations are 1 hour long
3.
Pretty much 11 central time slot is never available even though only one of us is blocked for lunch at that time.
4.

5.
Desire: Have our two Product Evangelists (me and one other person) take the vast majority of these demos as the typical demand is no more than 2 per time slot (1 hour).
6.

7.
Problem: One of us is already scheduled, the other has their lunch planned at the same time slot. However, someone wants to schedule a presentation at that same time slot. One of the Sales leaders (we have 2) could also demo when we needed.
8.
- no matter what I've done with rotation %'s for any of the four of us, I can't seem to get the lunch spot to open up. (Using the troubleshooter feature in HS to test availability).

[karstenkoehler · Accepted solution]

@CAgler thank you for the added context. Unfortunately, as I said, I can't think of a way to configure HubSpot accordingly. You would be looking into third party routing solutions here.